Question

What is the difference between IMAP and POP?

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Answer

POP downloads mail to one device; IMAP keeps mail on the server and synchronises. For anyone using more than one device, IMAP is the correct answer and POP is a source of confusing problems.

POP3 was designed for a world of one computer and an occasional dial-up connection. It connects, downloads new messages, and by default deletes them from the server. Everything then lives on that one machine. Read status, folders and deletions are local and invisible to anything else.

IMAP keeps the authoritative copy on the server. Clients display a synchronised view: read a message on your phone and it shows as read on your laptop; file it into a folder and the folder exists everywhere; delete it and it is gone from all devices. Messages are downloaded on demand or cached.

What this explains:

"My old emails vanished from my phone." POP on a computer downloaded and removed them from the server.

"I deleted it on my laptop and it came back." Mixed configuration, or a client with a leave-on-server setting.

"My mailbox is full but my computer has plenty of space." IMAP storage is the server's quota, not your disk.

When POP is still defensible: archiving mail off a server with a tiny quota; a single device with no synchronisation requirement; and retaining a local copy of a mailbox you are about to lose access to.

Why both are being superseded. Major providers increasingly prefer proprietary synchronisation protocols or Exchange ActiveSync, which also sync calendars and contacts — something neither IMAP nor POP does. Both are also being restricted for security: basic password authentication is being disabled in favour of OAuth, which is why older mail clients suddenly stop connecting and require an app password or reauthorisation.

Sending is separate. Neither protocol sends mail — that is SMTP, configured independently, which is why an account can receive and fail to send.

If migrating, use IMAP on both ends so folders and read status transfer rather than downloading and re-uploading.

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