General information about Mail Clients

This guide explains what a mail client is, the key differences between the IMAP and POP3 protocols, and frequently asked questions about configuring business email accounts in external applications. 

What Is a Mail Client? 

A mail client is an application or service that allows you to manage your emails without logging into a webmail interface. Popular mail clients include: 

• Outlook (Windows/Mac) 
• Thunderbird (Windows/Linux/Mac) 
• Apple Mail (macOS) 
• Gmail (as a client using POP/SMTP) 
• Mail apps on iOS & Android 

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What Are IMAP and POP3? 

IMAP and POP3 are two different protocols that a mail client uses to retrieve your emails from the server. 

IMAP (Internet Message Access Protocol) 

• Keeps all your emails on the server and synchronizes them in real-time with all your devices. 
• Any action (delete, read, move) is also reflected on the server. 
• Ideal for using your email on multiple devices and keeping everything consistent. 

POP3 (Post Office Protocol v3) 

• Downloads emails from the server locally to your device. 
• By default, it deletes the emails from the server after download (unless configured otherwise). 
• No synchronization: if you read or delete an email on your computer, it won't reflect on the server or other devices. 
• Best for single-device use, backup, or offline access. 

SMTP (Simple Mail Transfer Protocol) 

• SMTP is the protocol used to send email. 
• It works alongside IMAP or POP3 to complete the email setup. 

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When to Choose IMAP or POP3 

• Choose IMAP if you want to access your emails from multiple devices (desktop, mobile, tablet). 
• Choose POP3 only if:
  • You want all emails stored locally 
  • You don’t need synchronization 
  • Your mail server has limited storage space 

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What You Need to Set Up a Mail Client 

1. Email address (e.g. test@mydomain.com 
2. Password 
3. Server settings:
   • Incoming (IMAP or POP) 
   • Outgoing (SMTP) 
   • Ports and encryption (SSL/TLS) 

Frequently Asked Questions (FAQ) 

Which mail client should I use?  

If you're on Windows, Outlook is the most compatible option. For a free and open-source choice, Thunderbird is excellent. Gmail can also be used to manage external email accounts. 

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What happens if I delete an email with IMAP? 

The deletion is reflected on the server and all your other devices. Be cautious. 

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My emails disappeared after setting up POP. Why? 

POP3, if not configured to leave a copy on the server, deletes the emails from the server after downloading them. 

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Once you’ve reviewed this guide, proceed to the detailed setup guide for the mail client you’re using (e.g. Outlook, Gmail, Thunderbird).