POP vs IMAP – Which Should I Choose?

I want my emails to be the same on my computer and all my devices!

The short answer is: When using a program like Outlook, Thunderbird or Windows Live on your computer or if you have a smartphone and/or tablet, you should use IMAP if it’s available for your email account*. And if it’s not available for your account, you should migrate** to an account type that supports it.

Why do we love email so much? Having an email address allows us to receive messages from and send messages to anyone at any time. Unlike the physical post office, email service is available 24 hours a day, 7 days a week. We can receive email and manage messages from wherever we are, whenever we want, as long as we have a connection to the internet.

With the introduction of mobile devices such as smartphones and tablets, checking email has become even simpler than using a computer because these devices are so portable! Or has it? Have you ever noticed that when you read a message on a smartphone or tablet and delete it, it’s still there when you go home and check your email on your computer? What about that email you sent on your tablet? It’s not there on your computer! Why the inconsistency?

Let me explain what’s happening by comparing the two main methods for checking your email. You can use either Method 1 or Method 2, or both! You aren’t limited in the ways you can check your email. However, Method 2 can be problematic for the reasons I referenced (messages that don’t get deleted, missing “sent” messages) if you use POP as opposed to IMAP.

Method 1: Using a browser. You can check your email by signing on to the website of the email account you have. To get started, you double click on the icon for either Internet Explorer, Chrome, Firefox or Safari. These programs are all called “web browsers” since they allow you to “browse the web” or “surf the internet”. You look at the part after the @ symbol in your email address, pre-pend the www. and put that into your browser. For example, if you have an email address that ends in @comcast.net, you’d go to www.comcast.net in order to check your email. With an @earthlink.net, you’d go to www.earthlink.net etc. When you use a computer and a web browser to check your email, you’re getting a firsthand look at your email. Any emails you read, delete or send are stored on the mail website of the company that provides you email. This is convenient because you can read your email on any computer and it always looks the same! You don’t have to worry about space limitations of your computer, because nothing is stored there. But what if your connection to the  internet is slow or in some cases, not available on a consistent basis? In that case, method 2 might be more ideal.

Method 2: Using an email client. If you have a program installed on your computer called Outlook, Thunderbird, Windows Live (these programs are called “mail clients”), this program can bypass the email provider’s website and connect directly to the computer of the company that provides you your email (sometimes referred to as a “mail server”) and download your emails to your computer. Using a program makes working with your email much faster because it relies on the internet only briefly in order to retrieve and send messages. All other email functions (reading, composing, deleting) use the power of the computer or device you have. Smartphones such as iPhones and Android devices (Samsung, HTC, Motorola etc) and tablets like iPads, Nexus, even Kindles and Nooks come with an email program installed on them because it makes it easier and faster to check, create and delete your email. If you’re using Method 2, you have to think about the space needed to store your messages. On most modern computers, this shouldn’t be an issue.

Method 2 has the benefit of speed, so that’s why people like using it. However, this method can sometimes lead to inconsistency in your inbox and sent message folders.  That’s because these programs have two ways they can check your emails – POP and IMAP. Unless the company that provides your email (eg. Comcast, Earthlink, Gmail, Yahoo) allows IMAP, your computer, smartphone or tablet will use POP to manage your email. Using POP is what leads to the inconsistencies I mentioned. Here’s why:

ComputersMadeEasy_POPvsIMAP_1000x1294What’s the difference between POP and IMAP?

POP is a method of checking email which can do either of two things:

1. It can take your incoming emails off of your email provider’s computers (sometimes referred to as “the cloud”) and put them onto your computer, smartphone or tablet.

OR

2. It can make a copy of your emails and put them onto your computer, smartphone or tablet.

Neither of the above is ideal:

– In the first case, if POP is taking your email off your email provider’s computer and putting it on one device, that means your other devices won’t be able to access the messages.

– In the second case, if POP is making a copy, then you end up with copies of the same messages in multiple places. You can read and delete messages on one device only to find that they still exist on your other device(s).

– When you send your messages on one device, your other devices have no idea what happened.

In either case, POP only provides a one-way delivery of your mail.

IMAP is more ideal because it keeps all of your devices in synch via two-way communication between the email provider’s computer and your devices. Whether you’re checking and sending your email via web browser (Internet Explorer, Firefox, Safari or Chrome), or on a smartphone (iPhone or Android), or on a tablet (iPad, Nexus etc) or on your PC or Mac, ALL OF YOUR EMAIL WILL LOOK THE SAME. That includes your sent messages too! With IMAP, anything you do is relayed back to the email provider as a central record of your email.

So in essence, if you want to have the same experience of your email – the same emails in your inbox, the same emails in your sent messages, you should either use a web browser to check and send your emails or, you should make sure you have an email account that supports IMAP and set up your computer, smartphone and/or tablet to use that method for checking your email.

Here’s a good article you can read to learn more (thank you Bradley Charbonneau):

http://gmailblog.blogspot.com/2008/05/getting-gmail-anywhere-imap-versus-pop.html

*Below I have listed the types of email accounts that I recommend. Gmail and Google Apps (for your customized domain***) are the top choices because not only do they provide the IMAP option to check email, but they also provide synchronization for calendars, contacts, documents and spreadsheets too!

Recommended email accounts (offering IMAP, from most recommended to least):

@Gmail.com or @YourDomainName.com – through Google Apps – TOP CHOICE FOR SYNCHING

@Yahoo.com / @ATT.net / @sbcglobal.net – Calendar is finicky, contacts synch works

@AOL.com – Does not offer Calendar, but does offer contacts synch

Not Recommended (only offer POP)

@YourDomainName.com – through GoDaddy – limited inbox space, pay more for IMAP, calendar not good

@Comcast.net – if you leave Comcast, you lose your account

@Earthlink.net – email out of date

** Migration between email accounts can be as simple as choosing a new email address on Gmail.com and forwarding all of your email there (similar to setting up a forwarding address at the Post Office when you move houses). Migration can be more complex if you’d like to route your email through Google Apps rather than GoDaddy and/or transfer old messages to the new account.

*** You can pay a company like GoDaddy ~$12/year if you’d rather have an email address that is customized to your company or interest. For example, I have debbie@made-easy.net rather than made-easy@gmail.com.

Note: I spent 7.5 years as a Google employee, so I may be biased. You can contact me if you’d like help understanding and/or implementing any of the strategies listed above. Debbie@made-easy.net and/or (415) 475-1930

Bonus Downloadable Content

Ready to make the switch or start using IMAP?  Check out why IMAP is the clear choice when you download my What’s the Difference Between POP and IMAP for Email Delivery one sheet. Get it here.

What is “The Cloud” and Why Do I Need It?

What is "the cloud?"The term “The Cloud” has evolved from a tech industry buzzword into an everyday tool. Even if you don’t know what it means, you’ve probably still used it in at least one form. For example, if you’ve checked email using a web browser like Chrome, or if you’ve uploaded photos to share in an online album with Snapfish, or if you’ve streamed music with Pandora instead of playing CDs in your car or on your home stereo, then you’ve dabbled in the cloud.

So what exactly is “The Cloud”? If you want to follow the metaphor, picture data living not only on your computer’s hard drive or on your mobile device, but also, in the sky above, ready for you to access from anywhere. Based on these notions of above and below, the terms “upload” and “download” become more clear. Uploading means taking data from your device and putting it into the cloud, while downloading is the exact opposite. If you want to get more technical, however, “The Cloud” actually refers to big rooms of computers that are owned by a variety of companies and are filled with many different types of files that you can access over the internet.

How Many Clouds Are There?

A common misconception is that there is one universal “Cloud”. In fact, there are many clouds managed by different companies. For example, Apple’s cloud (called iCloud) is a different cloud than Google’s cloud which is different than Dropbox’s cloud. As these clouds are not linked together, you will not necessarily have the same login names or passwords to access them — this is much like if you owned multiple houses, you would have different keys and different locks to open the front doors! If you’ve used the same password across all of your accounts, and someone figures it out, you run the risk of negative repercussions. Would you ever consider having just one key that could unlock all of your houses, cars, and safety deposit boxes? To maximize security, each account password should be distinct — and if you need help figuring out which password applies where, or want a better strategy for remembering your passwords, I’m here to help.

What Can the Cloud Store?

Different cloud services handle different types of data. Examples of data types include: email, contacts, calendars, documents, photos, music, apps, and books.There is no “one size fits all” solution to store all of your information, so it’s important to compare and contrast. For example, with Google, you get a huge inbox for email, plus the ability to store your contacts, update your calendars, and collaborate with others on documents and spreadsheets. With Apple’s iCloud, you have similar functionality to Google, but you can also find your iPhone or iPad if either is lost. Apple also saves a record of all of the music and apps you’ve bought so that you can download them on your various iDevices. Dropbox allows you to store various types of documents, music files, and photos automatically uploaded from your phone. When you buy a Kindle book with Amazon, it’s accessible anywhere. These are just a few examples of data you can store in the different clouds.

Where’s My Stuff in the Cloud?

As mentioned above, the term “cloud” may bring up some fanciful imagery but the reality is that uploaded data and files live on the computer hardware of various companies at locations called data centers. When your data is stored by professionals, they do everything in their power not to lose it — backups, redundancies, hacker-protection, and more are par for the course.

Because the cloud can be utilized in so many different ways, its benefits are nearly limitless. Whatever your data concerns are (backup, photo sharing, email, movies and music), the cloud gives you the means to access your information via any internet connection without fear of losing everything if your phone, tablet, or computer breaks. In most cases, it also allows your different devices to sync up while maintaining data security. Safe, simple, and convenient, perhaps the only stumbling block is keeping track of all those cloud accounts — but with a little organization, that falls into place too.

Bonus Downloadable Content

With so many options for cloud storage, how do you keep organized? How do you make sure you’re using the right username and password for the right account? Get your cloud accounts organized now by downloading my free cheat sheet here.

Apps for Your Smartphone and Tablet:
A Traveler’s Best Friend

CME Travel Cheat SheetWhether you’re traveling for business or vacation, your mobile devices can be the most useful items you bring along. More than just communication devices or cameras, your smartphone and tablet have immense app catalogs that can make your life much easier. It doesn’t matter if you’re on the road or in the air, we recommend loading up the following apps:

Trip Planning

Kayak: Sites like Travelocity and Expedia search flights and hotels for you, but have you ever noticed that their prices vary even when looking at the same thing? Kayak simplifies that by indexing hundreds of sites covering hotels, flights, cars, and deals, ensuring that you get the very best possible prices on your travel needs. Visit the website. Download for iPhone/iPad or Android.

TripAdvisor: You don’t want to spend your vacation looking up things to see and places to eat, so let this website and app do the heavy lifting for you before you leave. TripAdvisor consolidates reviews, forums, and opinions for all things local in one easy-to-use place. Visit the website. Download for iPhone/iPad or Android.

Reading & Listening

Kindle: Amazon’s Kindle app turns your tablet into an e-reader and an on-the-go library. Load up on travel guides or download the latest local newspapers to find events and reviews for your destination city. Free books are available from your public library or you can purchase books on Amazon that will be synced across all of your devices. Download for iPhone/iPad or Android.

Podcast Players: Those long flights — or longer car rides — can mean hours stuck in  uncomfortable seats. Podcasts can make this time much more bearable. Use iTunes or a dedicated app like BeyondPod for Android to subscribe to podcasts before you leave. When downloading them, try to use Wi-Fi whenever possible to minimize charges on your data plan. More on how to use Wi-Fi below.

While You’re There

Dropbox: Dropbox’s free cloud storage is perfect for backing up your precious photos and videos. Enable the “Camera Uploads” feature to transfer them when you’re connected to a wireless network. If you’re running out of space on your devices, you can delete photos and videos knowing that your memories are stored safely in the cloud. Best of all, they will be waiting for you on your computer when you get home! Download for iPhone, iPad, Android, PC, and/or Mac.

Currency Converter: Are things marked up or does it just feel that way because you’re using a foreign currency? A quick look at a currency converter app will tell you how much you’re really paying. Download for iPhone/iPad or Android.

Weather: Chances are you’re going to a destination with weather that’s just a bit different from what you’re used to. Sandals or boots? Shorts or a sweater? Stay ahead of fickle climates and check your weather app before going out to see if you need to dress for sun or rain (or both). Download for iPhone/iPad or Android.

PayBack: Traveling with friends? From splitting restaurant checks to chipping in for taxis, sharing bills can be a headache, even for number-savvy people. You can log all your expenses with the PayBack app, and it will calculate the fastest, easiest way to consolidate those IOUs into simple payments. Download for iPhone/iPad or Android.

Odds & Ends

Games: Candy Crush, Angry Birds, Tetris, and even old standards like chess and blackjack can do wonders for your sanity while you’re traveling. Install some of your favorite games (free versions are usually available) to use while stuck in airport lines, waiting for cabs, or just unwinding after a long day of traversing a new city. Download games for iPhone/iPad or Android.

Video and Phone Calls: The Skype and Apple’s FaceTime apps can make staying in touch a bit more personal than your standard phone call. Using these apps for video calls provides a unique way for your loved ones to feel close to you when you’re far away. Plus if you need to call a phone number, Skype can do that for you as well. Download for iPhone, iPad or Android.

These recommendations are just the tip of the iceberg when it comes to travel apps. Your smartphone and/or tablet can track flight arrival/departure times, store boarding passes, find the cheapest gas on the road, deliver close-by restaurant reviews, and much more. So whether you’re stuck in the airport or just having a coffee break, take a minute to see how smartphones and tablets make traveling easier. As the slogan goes, “there’s an app for that!”

If you’re getting ready for a trip and feel overwhelmed by the possibilities of what your devices can do for you, take advantage of my Computers Made Easy Travel Deal. I’ll help you research your destinations and download and set up apps on your phone and/or tablet. I’ll even make sure you have all the chargers, converters, and other gadgets you need to make your next trip technology stress-free!

Bonus Downloadable Content

You’ve heard of Wi-Fi, but how does it exactly work, what can you use it for, and how can it save you money? Download my new Travel Cheat Sheet for all your Wi-Fi answers.

By Debbie Leight