When you configure your mail client (Outlook, Apple Mail, mobile, etc.), you’ll choose either IMAP or POP as the way your device retrieves mail from the server. Each protocol works differently, and that difference affects how your email behaves across devices.
This guide will help you with understanding the difference between IMAP and POP, how each one works, and how they affect the way your emails are handled.
IMAP: How It Works, and What It Is Recommended For
IMAP, known as Internet Message Access Protocol, allows you to read emails as they appear on the hosting server. All messages and any changes you make (delete, reply, forward, move) are seen across any devices the email address is set up on, and in Webmail. This simply means that a copy of the email (and activity) is stored across devices instead of on only one.
Alternatively, your program may temporarily save messages for offline viewing, depending on how you configure it.
Synced State
IMAP keeps a mirror of your mailbox on the server. Actions (read, delete, move) sync across all devices.
Server-based Storage
Messages remain on the server unless explicitly deleted.
Multi-device Friendly
Ideal when you check mail from multiple devices like desktop, mobile, and Webmail.
Selective Download
Many email clients fetch headers first, then full content when opened, saving bandwidth.
POP: How It Works, and What It Is Recommended For
POP, known as Post Office Protocol, allows you to download copies of your email messages to your personal computer. Any changes you make will not be visible to other devices or computers accessing the email account, since you are only making changes to local copies.
Consequently, messages sent, moved or deleted from a computer using POP can only be viewed on that one device’s folders.
The mail client usually leaves copies of email messages on the server unchanged, but you can easily configure POP3 to delete those copies when downloading or later.
Download and Remove
With POP, your email client downloads messages from the mail server and (by default) often deletes them from the server.
Local Storage
After downloading, your messages live only on that device.
Offline Access
You can read already-downloaded emails even without connectivity.
Single Device Suited
Best when you use one primary device to access email.
Advantages and Disadvantages
| Protocol | Advantages | Disadvantages / Risks |
| POP | • Works offline • Keeps storage local • Simple implementation | • Risk of losing mail • No sync across devices • Old messages might vanish if the configuration is not correctly set up |
| IMAP | • Syncs across all devices • Server acts as a single source of truth • Safer for multi-device use | • Risk of losing mail • No sync across devices • Old messages might vanish if the configuration is not correctly set up |
TIP: IMAP is ideal for multiple users who need to access the same email account, or alternatively, for one user who needs to access emails from multiple locations. POP3 is perfect for quickly downloading emails and reading them offline or on the go (though you do have to be online to reply to emails).
Choosing the Right Protocol for You
- Use IMAP if you access email from multiple devices or want consistency.
- Use POP if you only use one device and prefer to archive messages offline. Please note that we do not recommend using POP.
- Always check your mail provider’s storage limits and quotas before relying solely on IMAP.
Common Misconfigurations and Mistakes
- Setting POP but leaving “delete from server” unchecked. This means that emails accumulate on the server.
- Using POP across multiple devices. This results in duplicate emails or missing mail.
- Large mailboxes under IMAP lead to slow sync.
- Not enabling SSL/TLS on either protocol.
- Misunderstanding that Webmail always shows the server state regardless of your mail client settings.
Best Practices
- Use IMAP with SSL/TLS wherever possible.
- Clean up old emails regularly to reduce sync load.
- Archive rarely used messages to a PST / local folder.
- Consider backup workflows if using POP.
- Monitor mailbox size and limits.
FAQs
Can I change from POP to IMAP later?
Yes, but you’ll need to set up IMAP in your mail client, download or upload messages, and disable the old POP configuration to avoid conflicts.
Why did some of my emails disappear when I set up POP?
In many cases, you may have configured your mail client to delete messages from the server after download. To prevent this, always configure it to “leave a copy on the server” if you want to keep message copies or backups.
If I use only IMAP, do I still need to back up emails?
Yes, IMAP keeps them on the server, but you may want local backups in case of server failure or accidental deletion.
Which protocol is better for mobile users?
IMAP is typically better because it keeps all your devices in sync. POP can work, but it may cause confusion across multiple devices.
Does IMAP use more data than POP?
It can, especially if you sync large attachments frequently. But many mail clients fetch headers first to limit data usage.
Additional Resources
Setting Up Email in Outlook via Windows Control Panel
How to Set Up Email on Android for Your 1-grid Email Accounts
Settings to Configure Your 1-grid Email Accounts Across Devices
Email Error Messages: What Do They Mean and How to Fix Them
Resolving Email Error Messages When Sending to Gmail Accounts
Top 10 Common Email Issues and How to Resolve Them
What Is Email Spoofing? How It Works and How to Protect Yourself
How to Spot a Scam Email
Email Headers FAQs
Email FAQs
How to Enable DKIM and SPF on Your Mail Domain
Why SSL? The Purpose of Using SSL Certificates
What is a Domain Name Server (DNS)?
How to Update Your Domain’s Nameservers at 1-grid
MailChannels FAQs
SpamTitan FAQs
Need Additional Support?
We’re Here to Help:
Understanding the difference between IMAP and POP, and which one is right for you, doesn’t have to feel tricky with this easy-to-reference guide. Stuck? Contact our Support Team for clarity and guidance (https://1grid.co.za/contact-us/). We’re ready to see how we can help!