When setting up your email, you must choose between IMAP and POP3. Both protocols retrieve your email from the server, but they work fundamentally differently. In this article, we explain the differences and help you make the right choice.

What is IMAP?

IMAP stands for Internet Message Access Protocol. This protocol synchronizes your email between the server and all your devices.

How does IMAP work?

With IMAP, your emails remain on the mail server. Your email program (Outlook, Thunderbird, Apple Mail) only downloads a copy to read. All changes you make—such as moving emails to folders or marking them as read—are synchronized to the server and thus to all your devices.

Example: You read an email on your laptop and mark it as read. Later, you open your phone and see that the same email is also marked as read there. This is IMAP synchronization in action.

Advantages of IMAP

  • Synchronization: All devices show the same emails and folders
  • Access anywhere: Read your email on laptop, phone, and tablet
  • Security: Emails remain on the server, even if your device breaks
  • Folder structure: Your folders are also synchronized
  • Server backup: Your provider makes backups of your email

Disadvantages of IMAP

  • Server space: Emails take up space on the server
  • Internet connection: You need the internet to read emails
  • Quota: You may run into your storage limit
  • Slower performance: It can be slower with large mailboxes

IMAP settings

Setting Value
Server mail.yourdomain.nl
Port 993
Security SSL/TLS
Authentication Password

What is POP3?

POP3 stands for Post Office Protocol version 3. This protocol downloads emails to your device and optionally removes them from the server.

How does POP3 work?

With POP3, emails are downloaded to your computer or phone. By default, they are then removed from the server. You can set it to keep a copy on the server, but there is no real synchronization.

Example: You download emails on your desktop computer at home. If you are later at the office, those emails are not available there—they are only on your home computer.

Advantages of POP3

  • Offline access: Emails are local, no internet needed to read
  • Saves server space: Emails are removed from the server
  • Privacy: Emails are only on your device
  • Speed: Local emails open faster
  • No quota issues: Server space does not fill up

Disadvantages of POP3

  • No synchronization: Devices do not show the same emails
  • Risk of loss: If your device crashes, you lose your emails
  • One device: Practically only usable on one device
  • No folder structure: Folders are not synchronized

POP3 settings

Setting Value
Server mail.yourdomain.nl
Port 995
Security SSL/TLS
Authentication Password

IMAP vs POP3: Comparison

Feature IMAP POP3
Email location Server Local
Synchronization Yes No
Multiple devices Yes No
Offline reading Limited Yes
Server space Needed Minimal
Backup by provider Yes No

When to choose IMAP?

Choose IMAP if you:

  1. Use multiple devices - Laptop, phone, tablet
  2. Want access everywhere - Home, office, on the go
  3. Value security - Emails remain on the server
  4. Work with a team - Shared mailboxes require IMAP
  5. Also use webmail - IMAP synchronizes with webmail

IMAP is the standard choice for most users.

When to choose POP3?

Choose POP3 if you:

  1. Use only one device - Only a desktop computer
  2. Want to save server space - Limited hosting package
  3. Want to work offline - Without an internet connection
  4. Prioritize privacy - Emails only locally
  5. Archive - Download and store old emails locally

Our recommendation

Use IMAP for the best experience. The synchronization between devices and the security of server storage far outweigh the small downside of server space usage.

Tip: Combine IMAP with local archiving. Move old emails to local folders to save server space while keeping current emails synchronized.

Switching from POP3 to IMAP

Are you currently using POP3 and want to switch to IMAP?

  1. Make a backup of your local emails
  2. Remove the POP3 account from your email program
  3. Add the account again with IMAP settings
  4. Upload important emails back to the server

Need help?

We are here for you! Are you facing any issues or do you have questions? Our support team is happy to assist you personally. Send us a message via the ticket system—we usually respond within a few hours and are happy to help.