IMAP or POP3?
When it comes to the email server, there are two main connection types you can configure your devices. IMAP and POP3. Which is the best one to use is dependent on each businesses overall structure and future goals. One business may opt to keep their emails securely online (IMAP), whereas others may choose to download and remove the backups from the email server (POP3). Below is a brief comparison between IMAP and POP3. There are alternatives for external service providers which is the equivalent of IMAP, such as Google Workspace, that allows you to store your emails away from your hosting service provider. It is our recommendation to use IMAP as we consider the benefits. Ultimately it is each individual business what they feel is best for them.
IMAP Key Features
- Stores emails online
- Sync emails between all connected devices
- Emails over time can take up significant storage space, which often results in higher hosting packages needed.
- Initial setup is easy to do
- In the event something happens to the connected device(s), you can sync your emails from the server
POP3 Key Features
- Downloads emails to the active connected device
- Does not sync emails between connected devices
- Emails over time get stored locally to the respective devices which reduces hosting packages storage space needs.
- Initial setup is easy to do
- In the event something happens to the connected device(s), your emails are permanently lost
Connecting Your Device
As new alternative software becomes available, the principle approach for connecting your device remains the same. Below includes a brief step by step guide on how to connect your emails using either IMAP or POP3. Before you continue, be sure to have a copy of the email configuration which includes the username, password, incoming server, outgoing server, and ports.
Some email software programs does auto-detect the settings, which means the email and password may be the minimum requirements. If you unsure it is recommended to give the auto-detection a try before going through the full steps below.
- Open Microsoft Office
- Left click on File and then left click on Add Account
- A pop-up should appear asking for your email, insert your email address
- Expand the Advanced Options, select Let me set up my account manually, then press Connect
- On the next screen, select either POP or IMAP
- On the next screen insert the respective details provided by your service provider (Incoming/Outgoing Mail Server, Port, Encryption Method, SPA)
- On the next screen insert your Password, then press Connect
- On the next screen Microsoft Outlook should confirm your connection success
- Open Google Gmail
- Tap on the profile picture in the top right, then tap Add another account
- The Setup up email screen should appear, tap on Other
- Enter your email address and tap Next
- Tap either Personal (IMAP) or Personal (POP)
- Enter your password and tap Next
- On the next screen Google Gmail should confirm your connection success
Need Tech Support?
If you are having trouble connecting your email account Let’s Crea8 is here to help. To do so, you can visit our Contact Us page to Schedule A Meeting. (All technical support provided will be charged at our hourly rates.)