{"id":12043,"date":"2016-04-05T07:30:05","date_gmt":"2016-04-05T05:30:05","guid":{"rendered":"https:\/\/hetzner.co.za\/help-centre\/?p=12043"},"modified":"2025-12-30T09:53:32","modified_gmt":"2025-12-30T07:53:32","slug":"pop-vs-imap","status":"publish","type":"post","link":"https:\/\/xneelo.co.za\/help-centre\/email\/pop-vs-imap\/","title":{"rendered":"POP vs IMAP &#8211; What&#8217;s the difference?"},"content":{"rendered":"<h3 class=\"p1\"><strong>Overview:<\/strong><\/h3>\n<ul>\n<li>POP and IMAP are 2 methods\/protocols to access email.<\/li>\n<li class=\"p1\">Do\u00a0you use <strong>more than one device<\/strong> for email (e.g. desktop &amp; mobile)? Then <strong>IMAP<\/strong> is your best choice\u00a0\u2013 but watch out for <a href=\"https:\/\/xneelo.co.za\/help-centre\/control-panel\/how-to-reduce-your-disk-usage\/\" target=\"_blank\" rel=\"noopener\">disk over\u2013usage<\/a> on your hosting account.<\/li>\n<li class=\"p1\">Do you\u00a0<strong>download email to only one device<\/strong> e.g. your computer? Then <strong>POP<\/strong> is an option.<\/li>\n<li class=\"p1\"><strong>If in doubt use IMAP<\/strong><\/li>\n<\/ul>\n<hr \/>\n<p class=\"p1\"><span class=\"s1\">Choose the correct\u00a0<strong>incoming email protocol<\/strong>\u00a0when setting up an email account:<\/span><\/p>\n<h2 class=\"p1\"><span class=\"s1\">POP\u00a0<\/span><\/h2>\n<p>Port 110 or 995 (<span style=\"font-weight: 400;\">SSL\/TLS<\/span>)<\/p>\n<p class=\"p1\"><span class=\"s1\"><strong>POP <\/strong>(Post Office Protocol)<strong> simply downloads email to your computer\u00a0and then deletes the email from the server<\/strong>. If you access your email on more than one device\u00a0(desktop, laptop, tablet or phone),\u00a0your mailboxes will not synchronise.\u00a0<\/span><\/p>\n<h3 class=\"p1\"><span class=\"s1\">Best uses for POP Accounts:<\/span><\/h3>\n<ul>\n<li class=\"p1\"><span class=\"s1\">When <strong>disk usage on the server needs to be used sparingly<\/strong>.<\/span><\/li>\n<li class=\"p1\">When emails can be <strong>backed up locally<\/strong> on the device(s) and server backups are not as important.<\/li>\n<li class=\"p1\">When <b>synchronisation<\/b>\u00a0of folders from the device to the server and with other devices is not a requirement.<\/li>\n<\/ul>\n<h3>Pros:<\/h3>\n<ol class=\"ol1\">\n<li class=\"li1\"><span class=\"s1\">If you want to <strong>send and receive your emails through one device<\/strong>, a POP account is suitable.<\/span><\/li>\n<li class=\"li1\"><span class=\"s1\">As emails are downloaded and usually removed from the server,\u00a0you don&#8217;t risk disk over-usage charges on your hosting account.<\/span><\/li>\n<\/ol>\n<h3 class=\"p1\"><span class=\"s1\">Cons:<\/span><\/h3>\n<ol class=\"ol1\">\n<li class=\"li1\"><span class=\"s1\"><strong>Data loss is possible <\/strong>if your computer is stolen or corrupted, as the mail is removed from the server. (The <strong>Restore Backup<\/strong> system makes daily backups which can be used to recover emails, however, only emails available on the server at the time the backup was made can be restored.)<\/span><\/li>\n<li class=\"li1\"><span class=\"s1\"><strong>Synchronisation of sent emails is not possible.<\/strong> All emails in the sent folder need to be backed up locally.<\/span><\/li>\n<\/ol>\n<p>If you don&#8217;t use IMAP but would like to store copies of incoming mails on the server, then set up your mail client\u00a0to <a href=\"https:\/\/xneelo.co.za\/help-centre\/email\/how-do-i-checkuncheck-leave-a-copy-of-messages-on-the-server\/\" target=\"_blank\" rel=\"noopener noreferrer\">leave a copy of messages on the server<\/a>\u00a0.<\/p>\n<h2 class=\"p1\"><span class=\"s1\">IMAP\u00a0<\/span><\/h2>\n<p>Port 143 or 993 (<span style=\"font-weight: 400;\">SSL\/TLS<\/span>)<\/p>\n<p class=\"p1\"><span class=\"s1\">IMAP (Internet Message Access Protocol) is the most modern and widely used protocol, which can <strong>download AND upload (synchronise) data with the server<\/strong> whereas the POP protocol is a download\u2013only protocol and thus will not be able to upload data to a server. IMAP can synchronise advanced permissions and other folders and is also able to distinguish between already read\/opened mail from device to device.<\/span><\/p>\n<h3 class=\"p1\">\u00a0<span class=\"s1\">Best uses for IMAP Accounts:<\/span><\/h3>\n<ul>\n<li class=\"p1\"><span class=\"s1\">When you want to <strong>synchronise \/ mirror image your account emails<\/strong> and folders with the server and with other devices.<\/span><\/li>\n<li class=\"p1\">When the <strong>increased disk usage<\/strong> that this configuration will consume on the hosting server is not as much of a concern.<\/li>\n<li class=\"p1\">When reliance on <strong>our Backup system<\/strong> is more convenient than backing up the email account locally. (Kindly remember that the <a href=\"https:\/\/xneelo.co.za\/help-centre\/website\/xneelo-doesnt-guarantee-backups\/\" target=\"_blank\" rel=\"noopener noreferrer\">xneelo Backup System is not guaranteed<\/a>.<\/li>\n<\/ul>\n<h3 class=\"p1\">Pros:<\/h3>\n<ol class=\"ol1\">\n<li class=\"li1\"><strong><span class=\"s1\">All email and folders are synchronised and stored on the server.<\/span><\/strong><\/li>\n<li class=\"li1\"><span class=\"s1\"><strong>Folder and file directories will appear the same<\/strong> way each time you set up the <strong>same account<\/strong> on a <strong>different device<\/strong>.<\/span><\/li>\n<li class=\"li1\"><span class=\"s1\">You can switch between your <strong>email software<\/strong> and the xneelo <strong>Webmail<\/strong> interface at any time and the same emails should still reflect.<\/span><\/li>\n<li class=\"li1\"><span class=\"s1\">If the data stored on your computer is corrupted, formatted or if your computer is stolen your emails will still be available on our server.<\/span><\/li>\n<\/ol>\n<h3 class=\"p1\"><span class=\"s1\">Cons:<\/span><\/h3>\n<ol class=\"ol1\">\n<li class=\"li1\"><span class=\"s1\">Your <strong>disk usage on the server builds up quickly<\/strong> depending on the volume of emails received\/sent.<\/span><\/li>\n<li class=\"li1\"><span class=\"s1\">You will need to continuously remove unwanted emails to control server disk usage.<\/span><\/li>\n<\/ol>\n<h3 class=\"p1\"><span class=\"s1\">IMAP\u2013Root Folder Path \/ Root Document Path<\/span><\/h3>\n<p class=\"p1\"><span class=\"s1\">The IMAP Path Prefix is a setting entered into your email software settings that tell the software that it should synchronise ALL of the folders currently active on the server with the device. It is a commonly used setting that when specified, ensures that all folders are effectively synchronised.<\/span><\/p>\n<p class=\"p1\"><span class=\"s1\"><strong>The IMAP path prefix is INBOX.<\/strong> Please be sure to enter this in all caps.<\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">This setting can be entered by clicking on &#8220;<strong>File &gt; Account Settings &gt; More Settings &gt; Advanced<\/strong>&#8221; within most versions of Microsoft Outlook. Android devices can specify the IMAP path prefix within the &#8220;Incoming Server&#8221; settings menu.<\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">The IMAP path prefix is generally pre-configured in most email software packages and on most devices but can be useful when troubleshooting folder synchronisation difficulties.<\/span><\/p>\n<h2 class=\"p1\"><span class=\"s1\">Changing protocols<\/span><\/h2>\n<p class=\"p1\"><span class=\"s1\">When changing between protocols you will need to keep the following steps in mind:<\/span><\/p>\n<ol>\n<li class=\"p1\"><span class=\"s1\">Make a<strong> local backup<\/strong> of the emails currently on the device\u2013\u00a0ensuring that if the current protocol is IMAP that the emails being backed up include the full email body content as well as the attachment.<\/span><\/li>\n<li class=\"p1\"><strong>Remove<\/strong> the current account.<\/li>\n<li class=\"p1\"><strong>Recreate<\/strong> the new account by selecting the new protocol.<\/li>\n<li class=\"p1\"><strong>Import<\/strong> or &#8220;drag and drop&#8221; the locally backed up emails and folders into the newly created account.<\/li>\n<li class=\"p1\">If the newly selected protocol is the IMAP protocol, you will need to allow some time for the newly imported emails to re-synchronised (upload) to the server.<\/li>\n<\/ol>\n<p><em>Also see<\/em>:\u00a0<a href=\"https:\/\/support.mozilla.org\/en-US\/kb\/switch-pop-imap-account\" target=\"_blank\" rel=\"noopener noreferrer\">Thunderbird: Switch from POP to IMAP<\/a><\/p>\n<h2 class=\"p1\"><span class=\"s1\">Email Backups<\/span><\/h2>\n<p class=\"p1\"><span class=\"s1\">The <strong>xneelo Backup system makes daily email backups<\/strong>, which are kept for 14 days. All emails on the server at the time of a backup will be available for restore for 14 days. Should you wish to request an email backup restore, please send an email request to <a href=\"mailto:support@xneelo.com\"><span class=\"s2\">support@xneelo.com<\/span><\/a><\/span> <span class=\"s1\">for assistance. Please include the following information in your backup-restore request:<\/span><\/p>\n<ol>\n<li class=\"p1\"><span class=\"s1\">The domain name.<\/span><\/li>\n<li class=\"p1\">The email accounts\/folders you would like restored.<\/li>\n<li class=\"p1\">The backup date (within the past 14 days) that you would like the above account (s) \/ folder (s) to be restored from.<\/li>\n<li class=\"p1\">If you would like the backup restored and replaced (most popular request) or copied into a separate folder on the server.<\/li>\n<\/ol>\n<h2 class=\"p1\"><span class=\"s1\">Missing Emails<\/span><\/h2>\n<p class=\"p1\"><span class=\"s1\">If you have a POP device configured with the \u2018Leave a copy of messages on the server\u2019 option unchecked, <strong>emails will automatically be removed from the server after downloading them<\/strong> to your device or software. As such, if you have additional POP or IMAP devices that are configured to send and receive emails to\/from the same email account when these devices connect to the server, the <strong>emails downloaded by the POP device will no longer be available<\/strong> to download from the server.<\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">The same can be said for POP accounts that are configured to remove copies from the server after (x \/ 10 \/ 14) amount of days. If there is another device that synchronises with the server via the IMAP protocol, when the emails are removed from the server after (x \/ 10 \/ 14) amount of days, the IMAP device will reflect this change which will result in the emails &#8220;going missing&#8221;. In this case, the emails will need to be sourced locally on the device connecting via the POP protocol.<\/span><\/p>\n<h2 class=\"p1\"><\/h2>\n","protected":false,"plain":"<h3 class=\"p1\"><strong>Overview:<\/strong><\/h3>\r\n<ul>\r\n \t<li>POP and IMAP are 2 methods\/protocols to access email.<\/li>\r\n \t<li class=\"p1\">Do\u00a0you use <strong>more than one device<\/strong> for email (e.g. desktop &amp; mobile)? Then <strong>IMAP<\/strong> is your best choice\u00a0\u2013 but watch out for <a href=\"https:\/\/xneelo.co.za\/help-centre\/control-panel\/how-to-reduce-your-disk-usage\/\" target=\"_blank\" rel=\"noopener\">disk over\u2013usage<\/a> on your hosting account.<\/li>\r\n \t<li class=\"p1\">Do you\u00a0<strong>download email to only one device<\/strong> e.g. your computer? Then <strong>POP<\/strong> is an option.<\/li>\r\n \t<li class=\"p1\"><strong>If in doubt use IMAP<\/strong><\/li>\r\n<\/ul>\r\n\r\n<hr \/>\r\n<p class=\"p1\"><span class=\"s1\">Choose the correct\u00a0<strong>incoming email protocol<\/strong>\u00a0when setting up an email account:<\/span><\/p>\r\n\r\n<h2 class=\"p1\"><span class=\"s1\">POP\u00a0<\/span><\/h2>\r\nPort 110 or 995 (<span >SSL\/TLS<\/span>)\r\n<p class=\"p1\"><span class=\"s1\"><strong>POP <\/strong>(Post Office Protocol)<strong> simply downloads email to your computer\u00a0and then deletes the email from the server<\/strong>. If you access your email on more than one device\u00a0(desktop, laptop, tablet or phone),\u00a0your mailboxes will not synchronise.\u00a0<\/span><\/p>\r\n\r\n<h3 class=\"p1\"><span class=\"s1\">Best uses for POP Accounts:<\/span><\/h3>\r\n<ul>\r\n \t<li class=\"p1\"><span class=\"s1\">When <strong>disk usage on the server needs to be used sparingly<\/strong>.<\/span><\/li>\r\n \t<li class=\"p1\">When emails can be <strong>backed up locally<\/strong> on the device(s) and server backups are not as important.<\/li>\r\n \t<li class=\"p1\">When <b>synchronisation<\/b>\u00a0of folders from the device to the server and with other devices is not a requirement.<\/li>\r\n<\/ul>\r\n<h3>Pros:<\/h3>\r\n<ol class=\"ol1\">\r\n \t<li class=\"li1\"><span class=\"s1\">If you want to <strong>send and receive your emails through one device<\/strong>, a POP account is suitable.<\/span><\/li>\r\n \t<li class=\"li1\"><span class=\"s1\">As emails are downloaded and usually removed from the server,\u00a0you don't risk disk over-usage charges on your hosting account.<\/span><\/li>\r\n<\/ol>\r\n<h3 class=\"p1\"><span class=\"s1\">Cons:<\/span><\/h3>\r\n<ol class=\"ol1\">\r\n \t<li class=\"li1\"><span class=\"s1\"><strong>Data loss is possible <\/strong>if your computer is stolen or corrupted, as the mail is removed from the server. (The <strong>Restore Backup<\/strong> system makes daily backups which can be used to recover emails, however, only emails available on the server at the time the backup was made can be restored.)<\/span><\/li>\r\n \t<li class=\"li1\"><span class=\"s1\"><strong>Synchronisation of sent emails is not possible.<\/strong> All emails in the sent folder need to be backed up locally.<\/span><\/li>\r\n<\/ol>\r\nIf you don't use IMAP but would like to store copies of incoming mails on the server, then set up your mail client\u00a0to <a href=\"https:\/\/xneelo.co.za\/help-centre\/email\/how-do-i-checkuncheck-leave-a-copy-of-messages-on-the-server\/\" target=\"_blank\" rel=\"noopener noreferrer\">leave a copy of messages on the server<\/a>\u00a0.\r\n<h2 class=\"p1\"><span class=\"s1\">IMAP\u00a0<\/span><\/h2>\r\nPort 143 or 993 (<span >SSL\/TLS<\/span>)\r\n<p class=\"p1\"><span class=\"s1\">IMAP (Internet Message Access Protocol) is the most modern and widely used protocol, which can <strong>download AND upload (synchronise) data with the server<\/strong> whereas the POP protocol is a download\u2013only protocol and thus will not be able to upload data to a server. IMAP can synchronise advanced permissions and other folders and is also able to distinguish between already read\/opened mail from device to device.<\/span><\/p>\r\n\r\n<h3 class=\"p1\">\u00a0<span class=\"s1\">Best uses for IMAP Accounts:<\/span><\/h3>\r\n<ul>\r\n \t<li class=\"p1\"><span class=\"s1\">When you want to <strong>synchronise \/ mirror image your account emails<\/strong> and folders with the server and with other devices.<\/span><\/li>\r\n \t<li class=\"p1\">When the <strong>increased disk usage<\/strong> that this configuration will consume on the hosting server is not as much of a concern.<\/li>\r\n \t<li class=\"p1\">When reliance on <strong>our Backup system<\/strong> is more convenient than backing up the email account locally. (Kindly remember that the <a href=\"https:\/\/xneelo.co.za\/help-centre\/website\/xneelo-doesnt-guarantee-backups\/\" target=\"_blank\" rel=\"noopener noreferrer\">xneelo Backup System is not guaranteed<\/a>.<\/li>\r\n<\/ul>\r\n<h3 class=\"p1\">Pros:<\/h3>\r\n<ol class=\"ol1\">\r\n \t<li class=\"li1\"><strong><span class=\"s1\">All email and folders are synchronised and stored on the server.<\/span><\/strong><\/li>\r\n \t<li class=\"li1\"><span class=\"s1\"><strong>Folder and file directories will appear the same<\/strong> way each time you set up the <strong>same account<\/strong> on a <strong>different device<\/strong>.<\/span><\/li>\r\n \t<li class=\"li1\"><span class=\"s1\">You can switch between your <strong>email software<\/strong> and the xneelo <strong>Webmail<\/strong> interface at any time and the same emails should still reflect.<\/span><\/li>\r\n \t<li class=\"li1\"><span class=\"s1\">If the data stored on your computer is corrupted, formatted or if your computer is stolen your emails will still be available on our server.<\/span><\/li>\r\n<\/ol>\r\n<h3 class=\"p1\"><span class=\"s1\">Cons:<\/span><\/h3>\r\n<ol class=\"ol1\">\r\n \t<li class=\"li1\"><span class=\"s1\">Your <strong>disk usage on the server builds up quickly<\/strong> depending on the volume of emails received\/sent.<\/span><\/li>\r\n \t<li class=\"li1\"><span class=\"s1\">You will need to continuously remove unwanted emails to control server disk usage.<\/span><\/li>\r\n<\/ol>\r\n<h3 class=\"p1\"><span class=\"s1\">IMAP\u2013Root Folder Path \/ Root Document Path<\/span><\/h3>\r\n<p class=\"p1\"><span class=\"s1\">The IMAP Path Prefix is a setting entered into your email software settings that tell the software that it should synchronise ALL of the folders currently active on the server with the device. It is a commonly used setting that when specified, ensures that all folders are effectively synchronised.<\/span><\/p>\r\n<p class=\"p1\"><span class=\"s1\"><strong>The IMAP path prefix is INBOX.<\/strong> Please be sure to enter this in all caps.<\/span><\/p>\r\n<p class=\"p1\"><span class=\"s1\">This setting can be entered by clicking on \"<strong>File &gt; Account Settings &gt; More Settings &gt; Advanced<\/strong>\" within most versions of Microsoft Outlook. Android devices can specify the IMAP path prefix within the \"Incoming Server\" settings menu.<\/span><\/p>\r\n<p class=\"p1\"><span class=\"s1\">The IMAP path prefix is generally pre-configured in most email software packages and on most devices but can be useful when troubleshooting folder synchronisation difficulties.<\/span><\/p>\r\n\r\n<h2 class=\"p1\"><span class=\"s1\">Changing protocols<\/span><\/h2>\r\n<p class=\"p1\"><span class=\"s1\">When changing between protocols you will need to keep the following steps in mind:<\/span><\/p>\r\n\r\n<ol>\r\n \t<li class=\"p1\"><span class=\"s1\">Make a<strong> local backup<\/strong> of the emails currently on the device\u2013\u00a0ensuring that if the current protocol is IMAP that the emails being backed up include the full email body content as well as the attachment.<\/span><\/li>\r\n \t<li class=\"p1\"><strong>Remove<\/strong> the current account.<\/li>\r\n \t<li class=\"p1\"><strong>Recreate<\/strong> the new account by selecting the new protocol.<\/li>\r\n \t<li class=\"p1\"><strong>Import<\/strong> or \"drag and drop\" the locally backed up emails and folders into the newly created account.<\/li>\r\n \t<li class=\"p1\">If the newly selected protocol is the IMAP protocol, you will need to allow some time for the newly imported emails to re-synchronised (upload) to the server.<\/li>\r\n<\/ol>\r\n<em>Also see<\/em>:\u00a0<a href=\"https:\/\/support.mozilla.org\/en-US\/kb\/switch-pop-imap-account\" target=\"_blank\" rel=\"noopener noreferrer\">Thunderbird: Switch from POP to IMAP<\/a>\r\n<h2 class=\"p1\"><span class=\"s1\">Email Backups<\/span><\/h2>\r\n<p class=\"p1\"><span class=\"s1\">The <strong>xneelo Backup system makes daily email backups<\/strong>, which are kept for 14 days. All emails on the server at the time of a backup will be available for restore for 14 days. Should you wish to request an email backup restore, please send an email request to <a href=\"mailto:support@xneelo.com\"><span class=\"s2\">support@xneelo.com<\/span><\/a><\/span> <span class=\"s1\">for assistance. Please include the following information in your backup-restore request:<\/span><\/p>\r\n\r\n<ol>\r\n \t<li class=\"p1\"><span class=\"s1\">The domain name.<\/span><\/li>\r\n \t<li class=\"p1\">The email accounts\/folders you would like restored.<\/li>\r\n \t<li class=\"p1\">The backup date (within the past 14 days) that you would like the above account (s) \/ folder (s) to be restored from.<\/li>\r\n \t<li class=\"p1\">If you would like the backup restored and replaced (most popular request) or copied into a separate folder on the server.<\/li>\r\n<\/ol>\r\n<h2 class=\"p1\"><span class=\"s1\">Missing Emails<\/span><\/h2>\r\n<p class=\"p1\"><span class=\"s1\">If you have a POP device configured with the \u2018Leave a copy of messages on the server\u2019 option unchecked, <strong>emails will automatically be removed from the server after downloading them<\/strong> to your device or software. As such, if you have additional POP or IMAP devices that are configured to send and receive emails to\/from the same email account when these devices connect to the server, the <strong>emails downloaded by the POP device will no longer be available<\/strong> to download from the server.<\/span><\/p>\r\n<p class=\"p1\"><span class=\"s1\">The same can be said for POP accounts that are configured to remove copies from the server after (x \/ 10 \/ 14) amount of days. If there is another device that synchronises with the server via the IMAP protocol, when the emails are removed from the server after (x \/ 10 \/ 14) amount of days, the IMAP device will reflect this change which will result in the emails \"going missing\". In this case, the emails will need to be sourced locally on the device connecting via the POP protocol.<\/span><\/p>\r\n\r\n<h2 class=\"p1\"><\/h2>"},"excerpt":{"rendered":"<p>We clarify the debate around POP vs IMAP. POP, if you always access your mail on only one device. 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