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Mail Client Manual Settings

Secure SSL/TLS Settings

Username:  user@domainname.
Password: Use the email account’s password.
Incoming Server: mail.domainname
  * IMAP Port: 993
  * POP3 Port: 995
Outgoing Server: mail.domainname
  * SMTP Port: 465
IMAP, POP3, and SMTP require authentication.

Non-SSL Settings

Username: user@domainname.
Password: Use the email account’s password.
Incoming Server: mail.domainname
  * IMAP Port: 143
  * POP3 Port: 110
Outgoing Server: mail.domainname
  * SMTP Port: 587
IMAP, POP3, and SMTP require authentication.


Good reasons to stick with POP3 email over IMAP:

The debate continues about whether to use IMAP or POP3 for email. IMAP and POP3 are the protocols you use to access email via mail clients (apps such as Outlook).

Some believe that IMAP is the way to go and the POP3 standard should be abandoned completely.

We don't entirely agree. There are valid reasons to continue using POP3, or perhaps even actively switch to it.


IMAP and POP3 basics

The key thing to know about the Internet Message Access Protocol (IMAP) is that it lets you view your email folders the same way on any device, as it’s all synchronized from a central server. With IMAP your inbox, sent, and customized folders look alike, and have the same content, whether you’re checking mail on your phone, tablet, or PC.

The Post Office Protocol version 3 (POP3), on the other hand, is specifically designed for downloading email from your email provider’s server to your local machine. Your actions aren’t synchronized with the server like they are with IMAP; it’s just a “dumb” download. Most (but not all) POP setups wipe email from their servers by default once you download it to your local device, however you can often configure your email client to leave your messages on the server for a certain time as well. We recommend 7-14 days depending on your needs.


It’s all about storage

Internet Service Providers or website hosting services set limits on how much mail can be stored on their servers. It’s best to turn to POP3, so you can download your mail and wipe it off the server to stay under the storage quota.


However ...

The downside of POP3 in a multi-device world is that you’ll have to take some precautions, and think carefully about how you access email on your mobile device. If you access email mainly from your PC, and only use your phone to check for important emails while you're away from your desk, using POP3 on both PC and mobile device is a good idea. You will have two separate copies of email: stuff downloaded to your phone and stuff downloaded to your PC, but if you manage this properly it should not be a problem. You can filter out unimportant emails by setting them to delete from the server when deleted from your phone, and if your email app on your PC is closed at the time, those emails won't download when you open the app to download email later. It's also a good idea to only keep a limited number of emails on your phone to avoid running out of storage space on your device.


Since most of your email is now on your PC, you’ll need to back up your emails periodically in case of a disaster such as a failed hard drive.


If you reply to email on your phone, your PC won’t have a copy of these messages in your sent folder, since POP3 only grabs messages from the server. Mobile devices are better for viewing or deleting email, but not necessarily for sending messages you may need a paper trail for later. You can of course set your phone email to send a copy to yourself when replying to messages. This way, you will have a copy of important correspondence which you've accessed on your phone.


If you still prefer to use IMAP on your smartphones and tablets, while using POP3 on your PC, do remember that if you leave your mail client running on your PC while you’re out, all mail messages could disappear from your phone as your desktop grabs new batches of email unless you configure your email to continue to store messages on the server for a predetermined length of time after you download them. 

POP3 is not the perfect solution if you primarily access your email on your mobile device, but if storage quotas are a concern, then POP3 is probably a better choice than IMAP. Alternatively, consider using a service such as Gmail or Office 365 which offers more storage space.


Still have questions? Get in touch through our Contact page ... or just call us on 083 733 8333.