In another article (Understanding POP3 and SMTP), we explored how SMTP is used to send emails and how POP3 downloads emails to your device. While POP3 still has its place, most modern email systems now rely on a more flexible protocol: IMAP.
In this article, we’ll look at what IMAP is, how it works, and why it is generally the preferred option today.
What is IMAP?
IMAP (Internet Message Access Protocol) allows you to access and manage your emails directly on the mail server, rather than downloading them permanently to a single device (phone/laptop).
This means your email stays on the server and is synchronised across all your devices.
Setting Up IMAP
Using the following example:
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Email address: info@mydomain.co.za
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Username: info@mydomain.co.za
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Password: abcde
Incoming Mail (IMAP)
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Incoming Mail Server (IMAP): mail.mydomain.co.za (Alternatively: az1-sr8.supercp.com)
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Port: 993 (SSL – secure and recommended)
Outgoing Mail (SMTP)
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Outgoing Mail Server: mail.mydomain.co.za (Alternatively: az1-sr8.supercp.com)
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Port: 465 (SSL) or 587 (TLS)
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Authentication: Required
How IMAP Works
Unlike POP3, IMAP does not download and remove emails from the server. Instead:
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Emails remain stored on the server
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Your device displays a synchronised view of your mailbox
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Any action you take is reflected everywhere
For example:
If you:
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Read an email on your phone → it shows as read on your laptop
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Delete an email on your laptop → it disappears from your phone
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Create a folder on the laptop/phone → it appears on all devices
Mailboxes and Folders
With IMAP, folders (also called mailboxes) are stored on the server.
This means:
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Your folder structure is consistent across all devices
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Filters and rules can be applied more effectively
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Collaboration (e.g. shared inboxes) becomes easier
Advantages of IMAP
IMAP is widely used because it offers several important benefits:
1. Multi-Device Access
You can check your email from:
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Laptop
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Mobile phone
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Tablet
All devices stay in sync.
2. Server-Based Storage
Emails are stored on the server, reducing reliance on a single device.
3. Real-Time Synchronisation
Changes made on one device are reflected everywhere.
4. Better Organisation
Folders and email status (read/unread, flagged, etc.) are consistent.
Things to Be Aware Of
While IMAP is powerful, there are a few considerations:
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Storage limits: Your hosting account may have mailbox size limits. Thus, you will have to delete e-mails from time to time to free up space.
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Internet dependency: You typically need an internet connection to access emails
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Performance: Large mailboxes may load slower if not managed properly
Final Thoughts
IMAP has become the standard for modern email usage because it aligns with how we work today; across multiple devices and locations.
While POP3 may still be useful in specific situations, IMAP provides a more reliable, flexible, and user-friendly experience.
A general approach that people adopt is to setup their e-mail accounts on the mobile device using IMAP since they only want to view e-mails and POP3 on their laptops to download the emails.
Once can move from POP3 to IMAP and IMAP to POP3. However, it is not as straightforward. In an instance like this, the client will normally contract an IT Administrator to undertake the migration.
Lastly, what needs to be stressed in the event where IMAP is being used, is that the server where you are hosting might go over the quota. Thus, it is crucial, that mailboxes are regularly cleaned.
