Know your IT. Understanding Email.

The systems (POP, IMAP, Gmail, and Office 365/Exchange) explained simply:

1. POP (Post Office Protocol):
How it works:
POP was the original email system, but its rarely used now. When you check your email, POP downloaded the messages from the mail server to your device (computer, phone, etc.), and once downloaded, they were typically removed from the server. Just like the postman coming to your front door and giving you your mail.

Pros:
Saves space on the mail server (messages are downloaded and deleted).
Can be used offline once emails are downloaded.
Cons:
You can’t access the same messages from multiple devices (once they’re downloaded, they’re gone from the server).
No synchronization across devices.

2. IMAP (Internet Message Access Protocol):
How it works:
IMAP is more modern and flexible, and its what most people use now. When you check your email, the messages stay on the server, and your device only downloads a copy. This allows you to access your email from multiple devices, and any changes (like reading, deleting, or moving messages) is sync’d across all devices.

Best for: People who check their email from multiple devices, such as a computer, phone, and tablet.

Pros:
Emails are stored on the server, so they can be accessed from anywhere.
Changes made on one device sync across all devices (e.g., if you delete an email, it’s deleted everywhere).

Cons:
Can use more storage space on the mail server (since emails stay there).

3. Gmail (Google Mail):
How it works:
Gmail is Google’s web-based email service. It uses IMAP by default, meaning your messages are stored in Google’s cloud (server) and can be accessed from multiple devices. It offers easy integration with other Google services, such as Google Drive and Google Calendar.

Best for: Anyone who wants a free, cloud-based email service with a lot of additional features and integration.

Pros:
Free and accessible from any device with an internet connection.
Powerful search features and integration with Google services.
Large storage space.

Cons:
Privacy concerns (Google can access data for ads and other services).
Limited customization compared to some other email platforms.

4. Office 365 (Exchange):
How it works:
Office 365 (now part of Microsoft 365) uses Exchange, which is designed for businesses and organizations. It allows users to access their email, calendar, contacts, and tasks from multiple devices, and it supports both IMAP and Exchange ActiveSync for syncing across devices.

Best for: Businesses and professional users who need a robust, secure email platform with features like shared calendars, collaboration tools, and cloud storage.

Pros:
Business-grade security and features (like shared mailboxes, calendar syncing, and contacts).
Full integration with Microsoft Office apps (Word, Excel, PowerPoint).
Accessible from anywhere on multiple devices.

Cons:
More complex to set up and manage than personal email services.
Requires a paid subscription.