POP vs IMAP
IMAP (Internet Message Access Protocol)
IMAP allows you to read emails as they appear on the hosting server.
Any changes you make (delete, reply, forward, move) are seen by anyone
else who logs into webmail or IMAP. In IMAP, the messages stay on the server until deleted. This is the perfect solution for a person with
multiple devices (computer, iPad, tablet, smartphone) that all need to access the same email account. This is also
perfect for anyone who has two different persons who need to access one email account like a sales or a general contact mailbox. To archive messages to local storage using IMAP, you will move messages to your "Local Folders" in your email client.
POP (Post Office Protocol)
POP3 allows you to download copies of your email messages to your personal computer. With POP, the messages are downloaded to the computer or device accessing them, and they are no longer available via webmail or to any other person or device. Any changes you make will NOT be seen by anyone else who accesses the email account (because you are only making changes to local copies). Depending on your mail client, you can set it to leave copies of the email messages on the server for several days, but it is easy to unintentionally setup your POP3 access to delete those server copies whenever you download the emails. This is a perfect solution for a user who has very limited time to be online, but needs to spend lots of time reading emails. This is also a perfect solution for anyone who needs to archive permanent copies of their emails on local storage.
Web Mail
Most of our clients prefer Webmail due to its ease of use and the
fact that it can be accessed with just a web browser. Plus, it also has
the same advantages as IMAP. However, webmail depends on a web browser
(e.g. Firefox, IE, Opera, Chrome, Safari, etc.) which takes time to
load, access the webmail page, login, etc.
Mail Programs (such as Outlook or Windows Mail or Thunderbird)
A mail program (also known as a "pop client") is required in order to
connect via POP or IMAP. A mail program will simply launch from your
desktop and gives you rapid access to all your emails (even faster but
less secure if you let it remember your passwords). Also, mail programs
have advanced tools and features which webmail may not have. There are
many to choose from, such as the program included with your Operating
System: Microsoft Windows includes either Outlook or Windows Mail, Apple
includes Mac Mail. There are also third-party programs such as
Mozilla's Thunderbird which we use ourselves.
Conclusion
- IMAP is perfect for users with multiple devices or for multiple users who need to access the same email account.
- POP3 is perfect for quickly downloading emails and reading them
offline or on the go (Remember: you do have to be online to reply to
emails).
- Using POP or using Local Folders with IMAP is a great way to save copies of your emails on your personal computer.
- Webmail is perfect for everyone, but does depend on a browser, which can be slightly slower than a mail program (e.g. Outlook, Thunderbird, etc.).
