POP3 protocol

POP3 is designed to delete mail on the server as soon as the user has downloaded it. However, some implementations allow users or the administrator to specify that the mail be kept for a period of time. You can think of POP as a “store and forward” service.

POP3 is like the post office. If you go to the post office because they have your mail and they pick it up, it will no longer be there once you retrieve it. In this, the post office is the email server and you are the email client.

A big advantage of POP3 over IMAP:

If you have emails with large attachments, they will open much faster if they are on your desktop. In addition, the email you have already received can be read at any time, even without an Internet connection.

There are also some downsides to POP3. If your email client fails, you will lose all your emails and there will be no copies on the server. Also, if you plan to check your email from multiple devices, such as a smartphone, laptop, desktop, or webmail itself, once the email is read, it will not be viewable on any other device. Most POP3 accounts can be configured in an email client to leave a copy of the message on the server.

IMAP protocol

An alternative protocol is Internet Message Access Protocol (IMAP). IMAP provides the user with more capabilities to retain email on the server and organize it in folders on the server. IMAP can be thought of as a remote file server. If you set up your email using the IMAP protocol and check your email, the emails will remain on the server.

Let’s take the same example as POP3, if you were to visit the post office and check your PO box. If you have mail, you read it but put it back in the PO box so you can read it later. In this case, the mail never leaves the post office or the server.

The biggest advantage of IMAP is that it allows you to verify your email from multiple clients and / or webmail, as all messages remain on the server. This benefit also allows multiple people to check the same email account and see all the emails associated with that particular account.

However, there are some downsides to IMAP. Since email remains on the server, you may need to periodically delete or archive your emails so the account falls short of its quota or becomes unmanageable. Also, if you have a large number of emails, it may take longer to check your email, as each time you check it, a copy will be downloaded each time you go online.

What we recommend

Most business owners prefer IMAP over POP3 as it allows more flexibility to check their email. However, if you’re only checking your email from one location, like your phone or computer, POP3 will make checking your email much faster. If you decide to use POP3, we recommend that you back up your email account regularly in case of data loss.