- IMAP Stores ALL email (INBOX, SENT, etc) on the SERVER until the email is manually removed.
- POP Stores ALL email on your COMPUTER and gets removed from the server (after a specified time).
Your email accounts are usually allocated a size limit of 100 Megabytes (MB) each.
This means that your email account can hold up to 100 MB of email including text, pictures, documents and any other media. You can easily request this size to be increased.
This allocated email account size counts toward your total hosting account disk space.
For example: Say you have 1000 MB of disk space allocated on your hosting package. If you have 5 email accounts at 100 MB each then, that means that half of your hosting space (500MB) is allocated to your email accounts.
Keep in mind that your allocated hosting disk space must also store the website database & files (images, documents, code).
How to manage Email with POP, IMAP or Webmail.
For email programs like Outlook for PC (or Apple Mail for MAC) you can setup your email accounts using POP or IMAP protocols. Below I explain the difference between IMAP and POP email.
IMAP. If you use IMAP, all mail is stored and processed on the server. This includes INBOX, OUTBOX, SENT, JUNK. This email is managed by you via Outlook or a mail program on one or more computers.
It is convenient to use IMAP if you need to access email from several computers, offices or devices. IE: You have 2 computers each in separate offices and you will be able to view SENT items on both machines, no matter which machine you sent from.
Advantages of IMAP
- All Email folders (INBOX, SENT, CUSTOM) are on the server and are accessible from multiple computers or devices.
- Email is always stored safely on the server.
Disadvantages of IMAP
- Email can build up in size, and in time, exceed the allocated disk quota.
- Need to purchase more storage over time.
POP: Basically, the POP protocol downloads email locally on one computer in your computers mail program (ie: Outlook). New emails will stay on the server until downloaded (received).
After an email is received on your computer, it will be deleted from the server after a short time. Usually POP email leaves new emails on the server for a few days before deleting.
You can set how long you want email to stay on the server for in your email programs’ settings.
It would be wise to back-up POP email via external storage for safekeeping. This is important because if your computer crashes or becomes faulty, then you can lose a lot of email. External storage can be external hard drives or cloud services like Dropbox, Google Drive, Amazon Drive, etc
Advantages of POP
- Disk Space on the SERVER is preserved.
Disadvantages of POP
- The only copy of email will be on your computer, and the archiving of your this email must be managed by you.
Webmail: Webmail is a convenient way of managing email. It is accessed via www.yourdomain.com/webmail/. Use your email address and password to login and view email.
Webmail is similar to IMAP in that all email is stored on the server. Over time this can build up and in time, exceed the allocated disk quota.
If this happens, you have a few options. 1). Purchase more disk space. 2). Delete unwanted email. 3). Archive important email to external storage or cloud services and then delete it via Webmail.
Advantages of Webmail
- Can be accessed from any computer or device.
- All mail folders are stored on the server (Sent, Outbox, etc).
Disadvantages of Webmail
- Mail can build up over time.
- You may need to purchase more hosting space.
If you would like to have your own domain, website and email, please contact us.