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Keeping your iPhone or iPod touch email synced with your computer

From: iPhone and iPod touch iOS 6 Essential Training

Video: Keeping your iPhone or iPod touch email synced with your computer

One issue that can arise whenever you read and manage email on more than one device, whether that includes a second computer, your iPhone, or an iPod touch, is the issue of how to keep your email on your devices synced. For example, if both your main computer and your iPhone are set up to check for and download new email messages periodically, it's possible to end up with some messages stored on your phone and not on your computer or vice versa. Now, this is generally a problem that comes up when you're managing a POP-type email account. Previously, when we were looking at how to set up email accounts, we saw that the two main types of email protocols are POP and IMAP.

Keeping your iPhone or iPod touch email synced with your computer

One issue that can arise whenever you read and manage email on more than one device, whether that includes a second computer, your iPhone, or an iPod touch, is the issue of how to keep your email on your devices synced. For example, if both your main computer and your iPhone are set up to check for and download new email messages periodically, it's possible to end up with some messages stored on your phone and not on your computer or vice versa. Now, this is generally a problem that comes up when you're managing a POP-type email account. Previously, when we were looking at how to set up email accounts, we saw that the two main types of email protocols are POP and IMAP.

POP used to be the most common type of email service used by Internet hosting providers and it basically works like this. Email that's sent to your account is stored on your email provider's server until your email program, whether it's the email program on your computer or your iPhone, notices the new message and downloads it off the server. Once the message has been downloaded from the server, it's usually deleted anywhere from immediately to within one or two weeks. At that point, the only copy of the email is found on your computer. Similarly, when you send email through a POP account, a copy of the sent message is only stored on the computer you sent it from.

If you only manage your email from one computer, this isn't usually a problem. But imagine if you use your iPhone or iPod touch to also check for and download your emails. If your computer detects a new email and downloads it before your iPhone does, you won't have a copy of that email on your iPhone, or if your iPhone downloads an email first, you won't have a copy of that email on your computer. So, it's very easy to end up with some emails on your computer, and some emails on your iPhone, and you'd have to search through both if you were looking for a specific message you received.

Now, this issue is partially addressed by default in the iPhone or iPod touch's settings. I'll go to Settings>Mail, Contacts, Calendars, and here I'll select the POP account I've created. Now, I'll choose Advanced. And here under Incoming Settings, notice that Delete from server is set to Never. This means that when my iPhone grabs new messages from the server, it leaves a copy on the server, which is then recognized by my home computer as a new message, so it will be downloaded to my home computer as well.

But this is only useful if my iPhone sees the new message before my computer does. If my computer sees the new message first, it might grab it and delete it off the server before my iPhone downloads it. So, to make sure the email on your iPhone and computer stays synced, you have to set up a similar preference on your computer's email client as well. Essentially, you want to find the preference that tells your computer's email program to leave messages on the server just like the setting on the iPhone does. If you're using Mail on a Mac, go to Mail>Preferences, and select your account.

Then go to the Advanced Tab, and uncheck Remove copy from server after retrieving a message. If you're using Microsoft Outlook on Windows, here I'll go to the File Tab, to my Account Settings, double-click my account. And here, I'll click More Settings. Under the Advanced Tab, I'll uncheck Remove from server after, in this case 14 days, but that doesn't matter because I'm unchecking it.

If you use another email program, you should still be able to find the setting to leave messages on your server. So, basically with both your iPhone and your computer leaving new messages on the server, both should have identical copies of incoming messages in their inboxes. But of course, this doesn't address the issue of sent messages being stored on two separate devices. So, if you compose an email and send it from your iPhone, a copy of the sent message will not be on your home computer, and you'll have to look on your phone if you need to check what you wrote. Really, POP email can be a huge headache when you're managing email on multiple devices.

That's why most email providers and email users use the IMAP email protocol. Unlike POP email, IMAP email is all kept and managed online. So, if you read a new incoming message on your computer, your iPhone will still download a copy of the message as well. It just won't show up as a new message since you will have already read it on your computer, and that will be reflected on the IMAP server. But that's actually a good thing because once you read an email message on your computer, you don't want to get a notification on your phone that you have a new email message only to find it's the one you already read. The important thing is that your email messages, both received and sent, will remain synced across your devices if you're using an IMAP account.

And like I said, many email providers have both POP and IMAP services available these days. So if you have a choice, I definitely recommend going with IMAP. You won't have to go in and change any of those preferences we were looking at in your computer's email programs or on your iPhone, and managing, and reading email will be a lot less time-consuming because you'll have identical information on both your computer and your device. Now, if you have an email address through your work and it's a Microsoft Exchange Service or if you're using an iCloud or GMail account, then you don't have to worry about any of this. All the email on your devices will always be synced.

The info I discussed in this movie is really only to explain the differences between POP and IMAP accounts and the impact they have on email management.

Show transcript

This video is part of

Image for iPhone and iPod touch iOS 6 Essential Training
iPhone and iPod touch iOS 6 Essential Training

129 video lessons · 17675 viewers

Garrick Chow
Author

 
Expand all | Collapse all
  1. 1m 21s
    1. Welcome
      1m 21s
  2. 45m 36s
    1. A tour around the iPhone and iPod touch
      6m 33s
    2. The Home screen and Home button
      2m 49s
    3. Organizing apps on the Home screen with folders
      1m 10s
    4. Running apps and multitasking
      3m 59s
    5. Choosing and controlling your sounds
      4m 36s
    6. Learning finger gestures
      3m 36s
    7. Connecting to wi-fi networks
      3m 12s
    8. Using the Notification Center
      3m 48s
    9. Using Twitter and Facebook
      4m 37s
    10. Charging the iPhone or iPod touch
      3m 31s
    11. Setting up an Apple ID account on an iPhone or iPod touch
      3m 18s
    12. Printing from an iPhone using AirPrint
      2m 11s
    13. Displaying the iPhone screen on a TV
      2m 16s
  3. 19m 19s
    1. Understanding the keyless keyboard
      3m 10s
    2. Fixing typos and trusting autocorrection
      6m 59s
    3. Exploring Select, Cut, Copy, and Paste
      2m 12s
    4. Hidden shortcuts
      1m 28s
    5. Syncing a Bluetooth keyboard
      2m 9s
    6. Adding international and emoji keyboards
      3m 21s
  4. 37m 35s
    1. Getting the latest version of iTunes
      1m 49s
    2. Connecting your iPhone to your Mac or PC
      4m 27s
    3. Syncing music, movies, and ringtones
      7m 5s
    4. Syncing photos from a Mac
      5m 2s
    5. Syncing photos from a PC
      2m 59s
    6. Syncing contacts and calendars from a Mac
      3m 7s
    7. Syncing contacts and calendars from a PC
      3m 9s
    8. Backup options
      3m 25s
    9. Wireless syncing
      2m 33s
    10. Using iTunes Match
      3m 59s
  5. 1h 2m
    1. Basic phone activities
      2m 56s
    2. Adding and managing favorites
      3m 0s
    3. Accessing voicemail
      3m 59s
    4. Receiving calls
      5m 31s
    5. Using the iPhone during a call
      5m 21s
    6. Using FaceTime
      4m 49s
    7. Making conference calls
      2m 52s
    8. Adding recent calls to your contacts
      1m 46s
    9. Sharing contacts
      2m 46s
    10. Assigning specific photos and ringtones to your contacts
      3m 20s
    11. Using the included headset
      2m 42s
    12. Using a Bluetooth headset
      3m 33s
    13. Forwarding calls
      1m 47s
    14. Turning Call Waiting on and off
      1m 13s
    15. Turning Caller ID on and off
      1m 19s
    16. Creating custom ringtones with iTunes
      5m 53s
    17. Texting and using iMessages
      9m 52s
  6. 36m 25s
    1. Importing email accounts from your computer
      2m 0s
    2. Setting up Exchange, iCloud, Gmail, Yahoo!, Hotmail, or AOL email accounts
      3m 36s
    3. Setting up other types of email accounts
      2m 10s
    4. Keeping your iPhone or iPod touch email synced with your computer
      5m 4s
    5. Composing email
      4m 6s
    6. Receiving and reading email
      7m 4s
    7. Assigning VIPs
      2m 41s
    8. Searching your mailboxes
      2m 56s
    9. Setting mail options
      6m 48s
  7. 31m 42s
    1. Web browsing with Safari
      7m 28s
    2. Saving bookmarks and viewing the History list
      5m 15s
    3. Saving images
      2m 41s
    4. Filling out forms and using AutoFill
      4m 4s
    5. Creating web clips
      2m 30s
    6. Using Reader and the Reading List
      2m 37s
    7. Creating a personal hotspot
      3m 59s
    8. Using iCloud tabs
      3m 8s
  8. 28m 3s
    1. Browsing your library
      2m 43s
    2. Playing and controlling music
      6m 20s
    3. Playing and controlling video
      3m 34s
    4. Using the included earbud controls
      3m 36s
    5. Adjusting your iPod settings
      5m 0s
    6. Browsing and buying with the iTunes app
      3m 37s
    7. Using AirPlay to stream content wirelessly from an iPhone to an Apple TV or AirPort Express
      3m 13s
  9. 50m 59s
    1. Shooting still photos with your iPhone
      8m 0s
    2. Improving your photos using HDR and gridlines
      3m 19s
    3. Shooting panoramas
      2m 54s
    4. Viewing and editing still images
      7m 29s
    5. Customizing your wallpaper
      2m 44s
    6. Shooting video
      3m 5s
    7. Viewing and editing video
      2m 52s
    8. Taking screenshots
      1m 19s
    9. Sharing photos and video
      5m 50s
    10. Geotagging your photos
      4m 45s
    11. Creating albums
      2m 16s
    12. Creating a Shared Photo Stream
      6m 26s
  10. 22m 39s
    1. Getting your location with Maps
      4m 20s
    2. Finding addresses and nearby businesses
      3m 11s
    3. Bookmarking locations
      3m 3s
    4. Getting directions
      4m 35s
    5. Showing traffic and alternate maps
      2m 46s
    6. Using 3D and Flyover views
      2m 31s
    7. Using the Compass app
      2m 13s
  11. 19m 26s
    1. Adding events to your calendar
      5m 35s
    2. Subscribing to calendars
      2m 3s
    3. Setting Time Zone Support
      2m 23s
    4. Using the Clock app
      6m 7s
    5. Setting reminders
      3m 18s
  12. 8m 42s
    1. Using the Notes app
      4m 12s
    2. Using the Voice Memos app
      4m 30s
  13. 12m 29s
    1. Passbook
      6m 35s
    2. Stocks
      3m 6s
    3. Calculator
      44s
    4. Weather
      2m 4s
  14. 17m 8s
    1. Browsing the App Store through iTunes
      4m 50s
    2. Browsing the App Store on the iPhone or iPod touch
      5m 9s
    3. Purchasing apps
      6m 24s
    4. Finding app settings
      45s
  15. 22m 41s
    1. Airplane mode
      1m 42s
    2. Wi-Fi
      3m 1s
    3. Do Not Disturb
      3m 16s
    4. About
      2m 32s
    5. Usage
      3m 52s
    6. Date & Time settings
      1m 30s
    7. Restrictions
      3m 25s
    8. Privacy
      3m 23s
  16. 12m 9s
    1. Using Auto-Lock
      1m 15s
    2. Exploring Passcode Lock
      5m 16s
    3. Using Find My iPhone
      5m 38s
  17. 20m 38s
    1. Introducing Siri
      7m 25s
    2. Listening and responding to messages
      2m 37s
    3. Setting reminders
      2m 48s
    4. Dictating in apps
      1m 40s
    5. Voice control for non-Siri-capable iPhones
      6m 8s
  18. 16m 41s
    1. Begin by restarting
      1m 29s
    2. Force-quitting apps
      1m 16s
    3. Rebooting
      45s
    4. Resetting
      1m 47s
    5. Erasing and restoring
      5m 12s
    6. Checking for updates
      1m 27s
    7. Extending battery life
      4m 45s
  19. 32s
    1. Goodbye
      32s

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