A little while back we discussed different ways to access your email. This week we will discuss the back end of your email, including what the options are and what the differences are. There are three main categories, POP3, IMAP and Exchange. Read below to see which one best fits your needs.

Before we discuss the back end workings of your email

let’s review the front end of your email system.

There are two ways to view your email. One is online using webmail through a web browser, and the second option is installing a program on your computer.

If you go to gmail.com or mail.yahoo.com, then you are using the webmail. If you are using a product such as Outlook or Thunderbird, then you are using a program.

Both methods are similar in that the emails are really stored on a remote server and when you login to your webmail or open your email program, you are accessing or downloading the emails to your browser or computer.

To better understand the differences, let’s first explain the backend workings of your email.

POP3

Post Office Protocol, or better known as POP, has been revised several times, from POP in 1984, POP2 in 1985 and finally what is used today, POP3.

The way POP3 works is that it downloads the email to your webmail or program and deletes it from the server.

This is great for those who only access their emails in one location, so that it gets downloaded on to your computer and deleted from the remote server. This way, you will not be using too much space on the server.

IMAP

Internet Message Access Protocol, or better known as IMAP, has been around since 1986.

The advantage to IMAP over POP3 is that the emails do not get deleted from the remote server once they are opened or downloaded into your webmail or program.

Therefore, if you want to access your emails in Outlook, your iPhone and your laptop at home, then IMAP will be the preferred method over POP3.

The disadvantage to IMAP is that since it never deletes emails from the server, your data file on your computer may become very large which can cause a slowness in your overall email experience.

Exchange

Microsoft offers a third option, which is to use a server. A dedicated server (or Office 365) allows you to enjoy the same features as IMAP, but with a more corporate experience. 

In conclusion, there are several different ways to set up the backend of your email system. Each has its own set of advantages and disadvantages, as well as work arounds which may be implemented to allow you to access and save your emails. There is no “one size fits all” solution when it comes to setting up different email accounts. Each individual case needs to be evaluated to determine the most efficient and effective method for your particular needs.