POP3 vs IMAP

January 24, 2024

POP3 vs IMAP – POP3 (Post Office Protocol version 3) and IMAP (Internet Message Access Protocol) are both email protocols used for retrieving emails from a mail server, but they have some key differences. Here’s a comparison between POP3 and IMAP:

POP3 only allows a single device at a time to access the emails. IMAP allows multiple devices at a time to access and read the available mails. A user cannot update or create emails on the mail server by using the POP3 protocol. You can use the IMAP protocol for updating or creating emails.

POP3 (Post Office Protocol version 3):

1. Email Retrieval:
   • Download and Remove: POP3 downloads emails from the server to the local device and removes them from the server by default. The emails are stored locally.
2. Single Device Access:
   • Designed for One Device: POP3 is designed for a single-device access model. Once emails are downloaded to one device, they are usually removed from the server, making them inaccessible from other devices.
3. Email Storage:
   • Local Storage: Emails are stored locally on the device that fetched them. They are not stored on the server unless configured to leave a copy for a specified period.
4. Offline Access:
   • Offline Reading: Since emails are stored locally, users can read emails offline after they have been downloaded.
5. Email Organization:
   • Limited Synchronization: POP3 has limited support for synchronizing folders and read/unread status across multiple devices.

IMAP (Internet Message Access Protocol):

1. Email Retrieval:
   • Download on Demand: IMAP downloads email headers and body text on demand, reducing storage space requirements on the local device. The actual emails remain on the server.
2. Multiple Device Access:
   • Designed for Multiple Devices: IMAP supports multiple-device access. Changes made on one device are reflected across all devices since emails remain on the server.
3. Email Storage:
   • Server Storage: Emails are stored on the mail server, and changes are reflected across all devices accessing the same IMAP account.
4. Offline Access:
   • Offline Caching: IMAP allows for offline access by caching a local copy of the mailbox. Changes made offline are synchronized with the server when the device is back online.
5. Email Organization:
   • Centralized Organization: IMAP allows users to organize emails into folders on the server, and changes are synchronized across all devices.

Use Cases of POP3 vs IMAP:

• POP3:
  • Suitable for users who primarily access emails from a single device.
  • Users who prefer to store emails locally and have limited server storage.
  • Users who want to manage their own email storage.
• IMAP:
  • Suitable for users who access emails from multiple devices.
  • Users who want to keep emails synchronized across devices and have a central server-based repository.
  • Users who prioritize collaborative features like shared folders and real-time synchronization.

Considerations:

• Storage:
  • POP3 may lead to higher storage requirements on the local device.
  • IMAP uses server storage, reducing the need for local storage.
• Synchronization:
  • POP3 doesn’t synchronize email status across devices.
  • IMAP synchronizes folders, read/unread status, and other changes across all devices.
• Offline Access:
  • POP3 allows offline reading of downloaded emails.
  • IMAP allows offline access with synchronization upon reconnection.

POP3 vs IMAP difference table

POP3	IMAP4
On POP3, the emails are downloaded to a local device instead of the server.	In the case of IMAP, the emails are kept on a server and they are synchronized across devices.
Since emails are kept on one local device, the changes made to emails aren’t shown on other devices	Any change made to emails or general settings are synchronized across devices
Since the emails are on one local device, they cannot be accessed from a different device.	Multiple devices can access emails simultaneously
In order to read the email, one should first download them.	Email headers can be read without downloading whole content
If you want to read an email, downloaded emails don’t require an internet connection	Internet connection is necessary all the time
POP is simpler and less prone to errors.	Compared to POP, IMAP is a little more complex.

How to set up Gmail using POP3 & IMAP?

IMAP Settings for Gmail

• Sign in to Gmail with your login username and password.
• Click the gear icon (settings button) in the upper-right and select Mail settings .
• Click on ‘Forwarding and IMAP.’
• Select ‘Enable POP for all mail’ or ‘Enable POP for mail that arrives from now on’. 
• Save changes 

Gmail POP Settings

• Sign in to Gmail with your login username and password.
• Click the gear icon (settings button) in the upper-right and select Mail settings .
• Click on ‘Forwarding and POP.’
• Select ‘Enable POP for all mail’ or ‘Enable POP for mail that arrives from now on’. 
• Save changes 

Choosing between POP3 and IMAP depends on factors such as the user’s device preferences, the need for multiple-device access, and how they want to manage email storage and organization. Many modern email services and clients support both protocols, giving users the flexibility to choose based on their preferences and requirements.