Many of our clients have an issue with their email boxes getting full. Usually, it is due to one setting in your email program. All programs are different, but these instructions for Outlook should point you in the right direction.

We suggest that messages are NOT left on the server. To change your settings, follow these steps:

FIRST, VERIFY THAT ALL NEW EMAILS HAVE BEEN DOWNLOADED TO YOUR COMPUTER.

1. Open your email program on your computer and hit Send/Receive. This will download all new messages.

SECOND, REMOVE EMAILS FROM THE SERVER:

{IMPORTANT!} This will delete all Emails from the server. This will NOT affect emails you have already downloaded and viewed on your computer. They will still be there as long as your email settings are set to POP3 and not IMAP. If your email program is using IMAP, then it is possible that this process will delete all emails in your email account on your computer. Please make sure you are using POP3 or you may lose all of your emails. You can test this by deleting a single message in RoundCube, and then going back to your regular email program to see if the message is still there. Make sure to close and then re-open the email program to test this. If you have not already setup your account via software on your computer, this link will help you with setting up your POP3 email account: https://www.radiantd.com/faq/how-to-setup-email/

1. Open your-domain.com/webmail (replace your-domain.com with your website)
2. Enter your full email address and password.
3. Select Read Mail with RoundCube from the list of email options.
4. Select Inbox, then click Select  / Select All — this will be at the very bottom of the list of emails, then click Delete (trash can).
5. Select Sent Items, then click Select All — this will be at the very bottom of the list of emails, then Delete.
6. Select the Trash folder. Then click Select All followed by Delete.

THEN, CHANGE YOUR SETTINGS…

FOR OUTLOOK (YOUR VERSION OF OUTLOOK MAY HAVE DIFFERENT LOCATIONS FOR THESE SETTINGS):

1. Open Outlook.
2. Click the File tab > Account settings.
3. Highlight your current POP3 account and click Change.
   Note: The window that opens will tell you what type of email account you have. (Look under Type.)
4. Choose More settings and click on Advanced.
5. You should see a check box titled: Leave a copy of messages on the server.
6. Checking the box will enable Leave a copy of the message on the server.
7. We recommend unchecking that box. That will remove messages from the server when you check your email, and will prevent your email account from getting full.
8. If you want to play it safe, you could check the box, but then tell it to remove emails after a set amount of days. 7 days is usually plenty of time.
9. Make sure that the box for Remove from server when deleted from ‘Deleted Items’ is unchecked.

FOR WINDOWS LIVE MAIL:

1. Open Windows Live Mail.
2. Click the blue tab with the down arrow near the top-left > Select Options, the Email Accounts.
3. Select the email account, then click Properties.
4. Choose the Advanced tab.
5. You should see a check box titled: Leave a copy of messages on the server.
6. Checking the box will enable Leave a copy of the message on the server.
7. We recommend unchecking that box. That will remove messages from the server when you check your email, and will prevent your email account from getting full.
8. If you want to play it safe, you could check the box, but then tell it to remove emails after a set amount of days. 7 days is usually plenty of time.
9. Make sure that the box for Remove from server when deleted from ‘Deleted Items’ is unchecked.

FOR MAC MAIL:

1. Open the Mail program.
2. Under the Mail tab at the very top-left of your screen, select Preferences.
3. Select the mail account you wish to edit on the left side, then click the Accounts tab.
4. In the Advanced tab, make sure Remove copy from server after retrieving a message is checked.
5. Once it is checked, select After One Week from the menu.
6. Click the General tab. Then click Save in the new window that pops up.