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Generally, there are three ways to handle incoming e-mail: IMAP,
POP, or Webmail. This page provides recommendations on which method to use
and the principle characteristics for each.
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Compatible programs
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Where mail is stored
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Number of mail accounts accessible by
program
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Mail folders accessible on the server
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IMAP
(Internet Message Access Protocol)
(port 143)
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- Mozilla Thunderbird
- MS Outlook
- Pine
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Mail stays on the server -- but messages can be saved either on
the server or your local computer, and "feels" as if you're handling
it on your local computer. Important mail that is kept and stored on
the server is backed up nightly, so that files deleted accidentally
can be retrieved before the next backup cycle occurs (unless mail was
delivered and accidentally deleted on the same day).
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Can simultaneously access many accounts on various
servers
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Many -- Inbox, folders on the server and folders on your local computer
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POP
(Post Office Protocol)
(port 110)
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- Mozilla Thunderbird
- Eudora
- MS Outlook
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Mail is transferred from the mail server and stored locally onto
your computer (where your POP mail program is located). When mail
is transferred to your local machine, it will not be backed up.
Note: you can use POP and store messages on the server, but when
you access mail with POP, a duplicate copy of your Inbox is created
and that could cause you to go over your mail quota if your Inbox is
already over half full.
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Only one -- one account per server
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Generally only your Inbox
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Webmail
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Mail stays on the server and is accessed within web browser windows
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You have the ability to open windows and log onto any
number of other mail accounts
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Many -- Inbox and other folders on the server
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Overall, Office of Information Technology (OIT) recommends IMAP
or Webmail as the standard methods for retrieving
and handling e-mail across the Internet.
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IMAP should be used if you:
- Use one computer to access your mail all or most of the time.
- Want to keep mail in your Inbox. Be aware, however, that how
much mail you can store is limited
- Want to organize your mail by filing or filtering messages from
your Inbox into folders on the server or folders on your computer. Note:
If you store messages into folders on the server, you will be able to
access those folders and messages on any computer, including Webmail, and
they will be backed up. If you, however, store messages in folders on your
local computer, you will not be able to access them if you read your mail
from another computer; also, those messages will not be backed up.
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POP can be used if you:
- Only use one computer to access your mail and you want to store your mail
locally on that computer (not on the server). And you don't need or want
to have your mail backed up.
- Are the only person accessing POP mail from your computer.
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Webmail should be used:
- To safely access your mail while on travel using a borrowed computer,
a friend's computer, or from a public computer lab.
- If you would rather read your mail in the web browser and/or do not
want to configure your computer to handle mail with IMAP or POP.
- If you want to store your important mail messages on the server where
they will be backed up.
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