Please look at the following link whihc can answer most of your questions
http://office.microsoft.com/en-us/assistance/HA011507931033.aspx
POP3 e-mail accounts
When you retrieve e-mail messages from a POP3 (POP3: A common protocol that
is used to retrieve e-mail messages from an Internet e-mail server.) e-mail
account, the messages are deleted from the e-mail server by default after
they are downloaded to your computer. For many people, this works great.
However, if you want to check your e-mail from multiple computers, you must
configure Outlook to not delete the messages on your e-mail server. This
scenario is most common for people who want to check their home Internet
service provider (ISP) (ISP: A business that provides access to the
Internet for such things as electronic mail, chat rooms, or use of the
World Wide Web. Some ISPs are multinational, offering access in many
locations, while others are limited to a specific region.) e-mail account
from work and download the messages for permanent storage on their home
computer.
When you leave messages on your e-mail server, you can choose from several
options to delete your messages. To make your choice, you need to consider
several factors about your e-mail usage, such as how long you want the
messages to be accessible from multiple computers and the storage limits
imposed by your e-mail server administrator. If you exceed your storage
limit, you might be unable to receive new messages or might be charged
additional fees. Typically, it is best to have one computer set to the
default setting that doesn't leave e-mail messages on the e-mail server.
When you use the computer to retrieve your e-mail messages, they are
downloaded and deleted from the e-mail server. If you choose not to do
this, Outlook allows you to select a time duration for leaving e-mail
messages on the server.
On the Tools menu, click E-mail Accounts.
Click View or change existing e-mail accounts, and then click Next.
Select your ISP account, and then click Change.
Click More Settings.
Click the Advanced tab, and under Delivery, select the Leave a copy of
messages on the server check box.
Select one of the following options:
Remove from server after x days E-mail messages are downloaded to your
computer but remain on the e-mail server for the number of days that you
specify. This is the most common setting for people who want to read their
messages at work but also download them for permanent storage on their home
computer. We recommend that you choose the smallest number of days that
suits your needs. The longer you leave messages on your e-mail server, the
greater the risk of exceeding your mailbox size quota.
Remove from server when deleted from 'Deleted Items' E-mail messages are
downloaded to your computer but also remain on the e-mail server
indefinitely until you delete the e-mail message in Outlook and empty the
Deleted Items folder. Just deleting the message doesn't remove the message
from the e-mail server.
If you do not select either check box, messages are left on the server
indefinitely. You can eventually exceed your mailbox quota, unless you
connect to the e-mail server from another computer that has Outlook
configured to remove messages from the e-mail server.
============================================================================
===
Sandeep KT
This posting is provided “AS IS” with no warranties, and confers no rights.
============================================================================
===
