Email Settings (POP and IMAP)

imap-vs-pop-email-systems

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Affordable Web Design and Marketing, Inc. offers both Web based (Webmail), and Remote mail retrieval (POP/IMAP).

The purpose of this manual is to outline the different preferred settings for POP and IMAP and the differences between both formats.

Please refer to the information below to set up your email client for optimum performance on the AWDH platform.

Mail Overview

POP and IMAP are two email protocols commonly used today. While POP continues to be the most popular among single client users, IMAP is also available for users who have multiple computers or who need to access their email from multiple locations.

POP (Post Office Protocol) *With Outlook or Outlook Express Recommended

The POP protocol was originally designed around the offline mail delivery model due to the high costs of having to stay online to retrieve mail. With POP, users connect on to their mail server, download the mail to their local computer, disconnect from the server letting them read the emails while offline. Emails are stored on the server until the user downloads the mail using a mail client such as Microsoft Outlook or Eudora.

Preferred POP Settings

One option in the POP3 standard is the option to “Leave mail on server” after downloading it. This gives users similar advantages as IMAP by leaving the email on the server after downloading it, to be accessed from other mail clients. If this is something that your users require, then we strongly recommend configuring your email to use the IMAP protocol as it allows server side email manipulation as well. We do not recommend the “Leave mail on server” option if using the POP3 protocol. When implemented, this feature forces the downloading of the same emails many times which can drain bandwidth, server resources and client disk space.

Make sure there is not a checkmark next to “Leave a copy of messages on the server

Today’s mail clients such as Microsoft Outlook, let their users schedule automatic Send/Receive functions at desired intervals. We suggest that users on our platform set theirs to check for new mail every 15 minutes.

outlook-automatic-send-receive-functions

POP Advantages

  • The POP protocol allows a user to store their email locally. This allows a user which is not connected to the internet, to still access and read downloaded email.
  • POP email is less intensive on the server side. Using POP mail frees up server disk space because it downloads emails and attachments then deletes them from the email server.
  • POP email is multi-system friendly. For many users that have older systems their email clients will most likely not run IMAP mail, therefore POP email will be their only choice.

POP Disadvantages

  • POP email was designed for use with a single email client on a single computer. Even though there are “leave-mail-on-server” enhancements of new POP servers and clients, when implemented, this feature forces the downloading of the same emails many times which can drain bandwidth, server resources and client disk space.

IMAP (Internet Message Access Protocol)

IMAP was recently developed for users who needed access to their email on the server without having to download the mail to a local machine. Users can manipulate mail and folders on the server side. Folders and mail boxes can also be given shared access for uses such as announcements and common projects.

WebMail is a great example of the IMAP protocol although it is accessed through the web and not an email client such as Microsoft Outlook or Eudora.

Preferred IMAP settings

Although IMAP email is kept on the server, emails can be cached on a local machine for offline use. Deleting these cached emails does not delete them from the server. Deleted messages have a line through them. You can also permanently remove deleted messages by “Purging” them. When you purge deleted messages, they are deleted from the server and cannot be restored. We recommend purging the Deleted Items folder periodically to avoid excess storage space charges.

To do this, click on “Edit” then “Purge Deleted Messages”.

imap-setting-purge-deleted-images

IMAP Advantages

Cross compatibility with multiple email clients. This means that any computer with an IMAP client can view email

  • Since IMAP email still resides on an email server, multiple users can view the same email using public and group folders
  • IMAP email supports many configurations because it is compatible with all email delivery models.

IMAP Disadvantages

  • IMAP email resides on the server; this will take away from allotted storage space.
  • With IMAP supporting so many email options, this can often confuse and overwhelm a user.

WebMail (IMAP Protocol)

WebMail is a multi-featured, customizable, browser independent email system. Some of WebMail’s many features include: contact list, daily schedule, to do list, spell checker and web bookmarks.

WebMail can be accessed from any location with access to the Internet and a web browser. This is because it uses the IMAP protocol which leaves messages on the server.

Logging in to your account

To access your WebMail account, connect your browser to the WebMail URL. If you do not know the URL, please contact support.

Your WebMail username is your email address. In other words, your username is your mail account username plus your domain name in the form of: mailaccountusername@yourname.com. For example, if your mail account username is “bob” and your domain name is “carsales.com,” your WebMail username is: bob@carsales.com.

To log in to WebMail, enter your WebMail username in the username field of the login page. Enter your email password in the password field. Click the “Log in” button to start the authentication process. Your password is not displayed for security purposes.

If your user information is incorrect, the login page will be re-displayed.

Preferred WebMail settings

Like IMAP, WebMail email is kept on the server. To delete messages you must first select the messages you want deleted and click on “Delete Selected Messages”. Once that is done you will then see a trash can icon to the left of the image. This is similar to the line going through the deleted message you would see in an email client. To “purge” these deleted items click on the “Empty Trash” icon located at the top right of the WebMail application. We recommend purging the Deleted Items folder periodically to avoid excess storage space charges.

Key Differences

  • POP email is designed to be used by one client and one computer where as IMAP is designed to be used by various users using different computers.
  • IMAP stores mail on email servers whereas POP stores email on a clients computer
  • POP clients have facilities for organizing mail into folders on the clients computer where when using IMAP, folders can be on the server or client side.
  • POP sends messages one way, from the server to the client. IMAP can copy and move messages back and forth between mailboxes on multiple accounts as well as between servers and clients.
  • Pop email only supports one user to access one mailbox. IMAP mail allows users to access multiple public and private folders where users can change the status of message to share for multiple viewing.

More Reading:

POP or IMAP: Which Should I Use?

IMAP Technical Details

{"email":"Email address invalid","url":"Website address invalid","required":"Required field missing"}

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