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If you send an email from your desktop or phone but it doesn't appear in your Sent folder (in Webmail or on other devices), the cause is almost always POP3 vs IMAP or a folder naming mismatch. Your email was sent successfully - the recipient got it - but your Sent folder didn't get a copy. Here's why and how to fix it.
You're Probably Using POP3
POP3 downloads email to your device but doesn't sync folders. Sent messages stay only on the device you sent from. Switch to IMAP and your Sent folder syncs everywhere.
- ✓ POP3 = email lives on one device only, no folder sync
- ✓ IMAP = email syncs across all devices, including Sent folder
- ✓ Fix: re-add your account using IMAP (port 993, SSL)
01. POP3 vs IMAP: The Root Cause
POP3
- Downloads emails to one device
- Does not sync folders
- Sent messages stored locally only
- Other devices can't see what you sent
- Webmail shows received mail but not sent
IMAP
- Syncs email across all devices
- All folders stay in sync
- Sent messages visible everywhere
- Read/unread status syncs too
- Webmail matches your desktop/phone
With POP3, when you send an email from Outlook, Outlook saves a copy in its own local Sent folder. But this copy never reaches the server, so Webmail, your phone, and any other device don't see it. IMAP stores the sent copy on the server, making it visible everywhere.
02. Switching From POP3 to IMAP
The permanent fix is to reconfigure your email account as IMAP:
- Note your current settings - write down your server hostname, username, and password
- Remove the POP3 account - in your email app, delete/remove the existing account
- Re-add as IMAP - add the account again using IMAP settings: port 993, SSL/TLS, same server hostname and credentials
- Wait for sync - IMAP will download your folder structure and messages from the server. This may take a few minutes for large mailboxes
Before removing the POP3 account, check if you have emails that exist ONLY on your local device (never synced to the server). These would be lost when you remove the POP3 account. If so, forward important messages to yourself first, or drag them into an IMAP folder after setting up the new account.
For step-by-step setup instructions, see our guides for Outlook, iPhone/iPad, or Android.
03. Sent Folder Name Mismatch
Even with IMAP, a name mismatch can cause sent emails to go to the wrong folder. Different email apps use different default names:
- Roundcube/Webmail - uses "Sent"
- Outlook - uses "Sent Items"
- Thunderbird - uses "Sent"
- Apple Mail - uses "Sent Messages"
If Outlook creates "Sent Items" and Roundcube is looking for "Sent," each app sees its own sent messages but not the other's. Fix this by configuring both apps to use the same folder name. In Roundcube: Settings > Preferences > Special Folders > set Sent to match whatever your desktop app uses. See our Roundcube folders guide for details.
04. Copies and Folders Settings
Outlook
Verify Outlook is configured to save sent copies on the IMAP server: Account Settings > More Settings > Sent Items > "Save sent items in the Sent Items folder on this computer" should be checked. In newer Outlook versions: Settings > Mail > Compose and Reply > "Save copies of messages in the Sent Items folder."
Thunderbird
Go to Account Settings > Copies & Folders > "Place a copy in" should be set to the Sent folder on your IMAP account, not "Local Folders."
Apple Mail (iPhone/iPad)
Go to Settings > Mail > Accounts > your account > Account > Advanced > "Sent Mailbox" should point to the server's Sent folder, not a local one.
Still Missing Sent Emails?
If switching to IMAP and fixing folder names didn't resolve it, open a ticket. We can check the server-side mail directory to confirm your sent messages are stored correctly.
Open a Support TicketQuick Recap: Fix Missing Sent Emails
If you only do 5 things from this guide, do these:
- Switch from POP3 to IMAP - IMAP syncs all folders including Sent
- Use port 993 (IMAP) and 465 (SMTP) - both with SSL/TLS
- Check folder name consistency - all devices should use the same Sent folder name
- Verify "save sent copies" is enabled - in your email client's settings
- Your email was sent - the recipient got it, the issue is only the local copy
Last updated March 2026 · Browse all Email articles
