An email server is a computer on your network that serves as a digital post office.  There are multiple parts of this kind of server, including a storage area for local users to access, a database of accounts that can access the server locally, rules that users define to determine how the email server reacts to specific message destinations, and communication components that allow for the transfer of messages to and from other email servers and clients.  This final component is the part you are most interested in if you are trying to learn how to connect your email server to your computer so you can download your email onto your home computer.

When you use Microsoft Outlook, there are a few different ways in which your email messages can interact with and change between the email server and Outlook.  The scenario that applies to your email messages depends on the type of account you have.  The first scenario is that your messages stay on the server, Outlook connects with the server, and your messages can be read or deleted from there.  The second scenario is when messages are downloaded to a data file set up locally.  Outlook connects to the files that have been downloaded from the server and you can read or delete files from there.

The third scenario is what you are after if you want to connect your email server to your computer so you can download your email.  When you log onto Outlook, your messages are synchronized between Outlook and the email server.  Microsoft Exchange Server accounts allows you to access your emails in the future when you are not online because the emails are saved to an offline folder on your computer rather than on the server.  Your email account type will determine the default way in which your messages are saved and synchronized between Outlook and the server.

However, you will be happy to learn that you can customize the retrieval and saving of your messages.  With an Exchange Server email account, you can configure the account to keep a copy of all your emails on your computer so you can access and delete them from your computer without being connected to the Exchange Server.  Using Outlook and customizing the way messages are viewed, synchronized, and saved is the best way to connect to your email server so you can download your messages to your computer.

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