Manage Your E-mails – The IMAP Advantage

When you have to send and receive e-mail on a desktop in the office, a laptop at home and a tablet or smartphone on the road, it is impossible to see an e-mail on your phone when you sent it from the PC in the office and vice verse unless you use IMAP.

Losing an e-mail can be a very frustrating experience, now imagine losing an entire mailbox; thousands of mails and years of work simply gone. Unfortunately losing your entire mailbox is still a common experience for many people, whether by computer hardware failure or theft.

The solution to both these problems is using the IMAP setting to send and receive e-mails. IMAP will save a copy of all your e-mails on the server and it will be available on any of your devices. What this means is that your inbox will look the same on every device you use to check mail. All your sent items, new e-mails and saved messages will be there.

If you receive and reply to an e-mail on your phone, that reply will be visible on your office desktop under your sent items. The same applies when you move an e-mail on your desktop from inbox to a new folder in order to organize your mailbox, that new folder and the e-mails inside it will be visible on your phone, so there is no reason to organize mail on every device. Everything is in sync.

Should the worst happen and your laptop gets stolen or the storage drive on your desktop crashes, all your e-mails will still be on the server as they were the last time you used your mail program.

When you setup your e-mail account on Outlook or on your phone, you need to select IMAP, not the old POP3 (default) option. That’s all you need to do! Now you can organize your folders under inbox and all those mails and folders will be visible on all devices using the IMAP protocol.

Remember not to mix the e-mail protocols. Do not use POP3 on your desktop and IMAP on the phone or laptop, the desktop’s POP3 protocol will remove the mail from your server and confuse the IMAP processes.

Switching over from POP3 to IMAP

All the Webnova Hosting Servers offer IMAP access and all the server settings are exactly the same, except the incoming mail port number. The default incoming port is 110 for POP3 and it will change to port 143 when you setup your account. Everything else will stay the same.

After you’ve set up your IMAP account, you can move messages from your POP account (stored locally on your computer) to the IMAP server by dragging the folders across to the new mail account.

When you’re done, use another device like the online webmail reader to check that everything copied over successfully.

Important IMAP Tips

Remember to keep your Inbox tidy.

Whether you organize mail manually in Outlook or use rules to redirect incoming messages into other folders, try to limit the number of messages you store in your inbox. A recommended amount is 50 or less emails. Then your inbox becomes too large, it will slow down the speed you can view mails. You should also go through old messages regularly and delete messages you no longer need.

Watch out for special folders!

IMAP enables you to store Junk, Drafts, Sent, and Trash mailboxes on the server if you wish. This online storage can be very handy, but it can also make syncing your e-mail client with the server much slower and quickly use up your mobile data. So think carefully about whether you need to store your deleted items and junk mail folder online.