Email Protocols dictate how emails are processed, transferred, stored, and received. The most common email protocols are SMTP, POP3, IMAP, and EAS. Before migrating between email protocols people usually choose an email protocol based on the factors below-
- Need for better synchronization.
- Storage management.
- Switching between email providers.
- Device and accessibility concerns.
Understanding Email Protocols
As mentioned earlier, Emai Protocols set the rules that govern how your emails are stored, sent, and received between different devices, servers, or email clients. Each type of email protocol works differently and some may suit some better than others. An overview of the available email protocols is given below.
IMAP
IMAP or Internet message access protocol, was created by Mark Crispin in 1986 as an alternative to The POP Protocol.
Using IMAP, all emails you receive and related data will be stored on the server. When you decide to open any particular mail, IMAP will then download a copy onto your device for you to view.
Since all the data is stored on the server, you can only access emails with an internet connection However, you can also access your data with multiple devices as long as you are able to log in.
POP3
POP or Post Office Protocol was introduced in the year 1984. The protocol is not highly dependent on constant access to the internet.
Here, all emails you receive are immediately downloaded to your device. After the emails are safe in your local storage, any existing copy is then deleted from the server. In the end, the only existing copy of your email exists in your device’s local storage.
SMTP
SMTP or Simple Mail Transfer Protocol is a push protocol. Unlike others, this protocol is responsible for transferring mail between 2 or more different servers.
While IMAP and POP3 are responsible for handling how you receive your mail from your servers, SMTP will ensure that the mail is carried from the sender’s server to yours.
How to Migrate Between Email Protocols?
Now that you have an understanding of what the email protocols are, let’s learn how to make the switch.
Important: Before migrating between email protocols, always make sure to create a backup file of all your mail data beforehand. If you would like to take extra precautions when it comes to your data, using an Outlook migration tool like Rikvr Transfer For Outlook will make your transition a lot smoother.
Migrating from POP3 to IMAP
By being able to accommodate multiple devices, IMAP has always been better suited for today’s world. You can switch from POP3 to IMAP by following the instructions below-
I. Create a Backup File
1. Open Outlook.
2. Click on File, access the Open&Export Tab, and click on Import/Export.
3. Select the Export to a file option and click on Next.
4. Select Outlook Data File(.pst) and click on Next.
5. Select the Items that you wish to export/backup.
6. Select the Destination Folder and click on Finish.
II. Switch From POP to IMAP
1. Open Outlook and click on File.
2. Under the Info tab, click on Account Settings and select the Account Settings option.
3. Click on New.
4. Enter your email address, select the Manual Setup option, and click on Next.
5. Choose IMAP and click on Next.
6. Enter or adjust User/server information as per your requirement and click on Next.
7. Set a password and click on Next.
8. Delete the old POP account.
III. Remove POP Account
1. Open Outlook.
2. Click on File and access the Info Tab.
3. Click on Account Settings and Select Account Settings from the drop-down option.
4. Select Your POP Account and click on Remove.
Benefits of migrating from POP3 to IMAP:
- IMAP allows users to access all their mail provided easily there is an internet connection.
- Securely creates multiple copies of an email to store them on your server.
- Allows users to create and update emails on the server.
Migrating from IMAP to POP3
IMAP vs POP has always been the question while picking an email protocol. While IMAP has usually been the choice, switching to POP3 may just be able to cater to very niche requirements that you may have.
You can switch from IMAP to POP by following the instructions below-
I. Create a Backup File
1. Open Outlook and click on File
2. Access the Open&Export Tab.
3. Select the Export to a file option and click on Next.
4. Select Outlook Data File(.pst) and click on Next.
5. Select the Items that you wish to export/backup.
6. Select the Destination Folder and click on Finish.
II. Switch From IMAP to POP
1. Open Outlook and click on File.
2. Under the Info tab, click on Account Settings and select the Account Settings option.
3. Click on New.
4. Enter your email address, select the Manual Setup option, and click on Next.
5. Choose POP and click on Next.
6. Enter or adjust User/server information as per your requirement and click on Next.
7. Set a password and click on Next.
8. Delete the old IMAP account.
III. Remove IMAP Account
1. Open Outlook
2. Click on File and access the Info Tab.
3. Click on Account Settings and Select Account Settings from the drop-down option.
4. Select Your IMAP Account and click on Remove.
Benefits of migrating from IMAP to POP3:
- Allows users to access emails without an internet connection (after downloading)
- Stores emails on local device storage freeing up space on servers.
- The only copy of the mail that exists will be stored on the device, making it harder for outsiders to access it.
To Conclude
Choosing an email protocol may be tricky. I find that in today’s world, IMAP is much better suited. I hope that this article proves to be helpful while migrating between email protocols. If you have any related feedback or queries please feel free to reach out.
