For a business to be productive there are a number of essential tools required, one of the most important being email. While there are numerous email providers and solutions, most rely on one of two protocols: POP or IMAP. These are a set of rules that dictate how data moves between systems, and the question many businesses should be asking is which protocol should they be using?
Difference between POP and IMAP
POP, or Post Office Protocol, was developed in 1984 and is currently in its third version (POP3). POP works by allowing users to retrieve email and download it onto their computer. Because this protocol was developed before constant Internet connections, it is meant to allow users to interact with their email on their computer and then connect to the server to send it.
What this means is that usually, you connect to the server and download all of your messages onto your computer and then disconnect from the server with all messages being deleted from the server. When you connect to the server again, the messages are uploaded from your computer to the server which then sends the messages to the recipients.
IMAP, or Internet Message Access Protocol, is a newer protocol that was designed for faster and constant Internet connections. Essentially, the email messages live on the server and the user downloads copies to their computer. When the copy is sent, it is uploaded to the server which then overwrites the message and sends it to the recipient.
Which protocol should my company use?
While most email servers will support POP, many experts agree that it is best if companies use newer email protocols. The reasons:
POP is largely outdated. As stated above, this protocol was introduced in the 1980s. The current, and most popular, version was introduced in 1989.
POP can be less secure. By default, older protocols can transmit password and login data unencrypted, which means anyone with access to your network and tools could gain access to the data.
POP can't support mul
tiple devices. Only the currently connected client can see email messages. If you are on your mobile device, but logged into your email client at work, you won't get messages on your device.
POP lacks important business features. Most of us rely on calendars, address books and task lists that are integrated into most email clients. With POP, these are most likely third-party solutions that live on local machines. This makes it difficult to access this information from other locations.
There are some really great newer email systems out there, including servers that run IMAP protocols, and even Web-based email solutions that pretty much negate the need for email servers in the office. If you are currently using POP, it may be worthwhile considering an upgrade of your email stystem to IMAP or even Hosted Exchange.
David Spire, president and CEO of United Systems, holds multiple professional certifications. He can be reached at 941-721-6423 or by email at firstname.lastname@example.org.