Email remains a fundamental tool for communication, and understanding how your email client retrieves messages from the server can help you make the best choice for your needs. The two most common protocols for retrieving mail are IMAP (Internet Message Access Protocol) and POP3 (Post Office Protocol version 3). This post explains their differences, provides configuration guides, and offers recommendations for typical use cases.
What is IMAP?
IMAP allows you to access emails directly on the mail server. When you read, move, or delete an email in your client (like Outlook, Thunderbird, or a mobile app), those actions are reflected on the server and thus on all other devices accessing that account.
Key Features of IMAP
Synchronizes emails across all devices
Emails stored on the server: No need to worry about losing messages if your device fails
Folders and organization: Create, rename, and delete folders that sync everywhere
Partial downloads: Quickly preview emails without downloading attachments
What is POP3?
POP3 downloads emails from the server to your device and often removes them from the server (though some clients let you leave a copy on the server). Your email client becomes the main (sometimes only) place to store your messages.
Key Features of POP3
Emails stored locally: Once downloaded, emails are on your device
Limited server storage needs
No synchronization of read/unread status or folders across devices
Ideal for single-device access: Not recommended if you check mail on multiple devices
IMAP vs. POP3: Feature Comparison
| Feature |
IMAP |
POP3 |
| Storage |
Server |
Local device |
| Sync across devices |
Yes |
No |
| Multiple devices |
Fully supported |
Not ideal |
| Folders |
Supported |
Not supported |
| Offline access |
Cached (recent mail available) |
Full access to downloaded mail |
| Recommended for |
Users with multiple devices |
Users with one device |
Which Protocol Should You Use?
Recommended: IMAP
Best for: Anyone who uses multiple devices (phone, tablet, laptop, webmail)
Why: Keeps your inbox organized and consistent everywhere. If you lose a device, your emails are still safe on the server.
When to Use POP3
Best for: Users with limited server storage or those who only check email on one device
Why: Downloads and removes emails from the server, freeing up server space. However, you risk losing emails if your device fails.
Below are general settings for most email providers. Always check your provider's help pages for specifics.
IMAP Configuration
| Setting |
Value |
| Incoming Server |
(Your provider’s IMAP server, e.g., imap.example.com) |
| Port |
993 (SSL/TLS) |
| Encryption |
SSL/TLS |
| Username |
Your full email address |
| Password |
Your email password |
POP3 Configuration
| Setting |
Value |
| Incoming Server |
(Your provider’s POP3 server, e.g., pop.example.com) |
| Port |
995 (SSL/TLS) |
| Encryption |
SSL/TLS |
| Username |
Your full email address |
| Password |
Your email password |
Outgoing (SMTP) Configuration (For Both)
| Setting |
Value |
| Outgoing Server |
(Your provider’s SMTP server, e.g., smtp.example.com) |
| Port |
587 (STARTTLS) or 465 (SSL) |
| Encryption |
STARTTLS or SSL/TLS |
| Username |
Your full email address |
| Password |
Your email password |
Step-by-Step Guide: Setting Up in Outlook
Open Outlook and go to File > Account Settings > Add Account.
Choose Manual setup or additional server types.
Select IMAP or POP according to your preference.
Enter your name and email address.
For Incoming mail server, enter the IMAP or POP3 server (see configuration tables above).
For Outgoing mail server (SMTP), enter the SMTP server.
Enter your full email address as the username and your password.
Click More Settings:
Under the Outgoing Server tab, check “My outgoing server (SMTP) requires authentication.”
Under the Advanced tab, enter the correct ports and select SSL/TLS as the encryption type.
Click OK, then Next to test the settings.
Click Finish if the test is successful.
Summary
IMAP is recommended for most users, especially if you use multiple devices.
POP3 is suitable for users needing local storage or with limited server space.
Always use secure ports and encryption (SSL/TLS) for safety.
Double-check your provider’s documentation for server addresses and settings.
If you have any questions or need help troubleshooting your mail setup, leave a comment below!
I’m Kumar Bishojit Paul, the Founder and CEO of BIKIRAN. If you need further assistance, please leave a comment. I’m interested in helping you.
🏢 About Bikiran
Bikiran is a software development and cloud infrastructure company founded in 2012, headquartered in Khulna, Bangladesh. With 15,000+ clients and over a decade of experience, Bikiran builds and operates a suite of products spanning domain services, cloud hosting, app deployment, workflow automation, and developer tools.
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