How To Minimize E-Mail Costs With POP3 E-mails System

3 June 2016
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3 June 2016, Comments: 0

How to minimize E-Mail Costs with POP3 E-mails

In today’s electronic business environment, having an e-mail address is a must! If you do not have an e-mail address, you’re almost guaranteed to fail in your business venture. Almost everyone today has used e-mail accounts from public e-mail service providers such as Google, Bing and Yahoo.  However, not all e-mail accounts are created equally.  Few important things to keep in mind are deliverability, storage and reputation.  Finding the best service provider or the system which will provide you with the best combination of services to save money, be compliant and have the growth flexibility in the future is the key to success.

There are few things to keep in mind when deciding how to set yourself up with e-mails.  The first and foremost questions you should ask yourself as a business owner is, “Will I share calendars and appointments with any of my team members?”, if the answer to this is YES, then a group management e-mail system such as (IMAP) will be required to enable this feature for you and your team.  If the answer is NO however, then a (POP3) system will do just fine.  These terms sound alien at the moment, but we will discuss then in detail below so you can have an excellent understanding of the technologies involved in the process.

The Differences between POP and IMAP

Nowadays, when someone sends you an email, it’s usually stored on your website’s server. You can access this new email one of two ways:

POP – Using your email app (Outlook, Apple Mail, Thunderbird etc.), you can download your email to your computer, and then delete it from the server.

Advantages

You don’t need to worry about running out of online storage space. Since you’re downloading your emails to your computer, you can keep as many emails as your computer can store.

You will need an Internet connection to download email, but you can manage your inbox, and folders your downloaded without an Internet connection.

This is a perfect and a very cost effective way to save all your e-mails, even when a disaster strikes… as all the e-mails and everything in general gets saved into 1 .PST container which you can back-up locally and re-establish if something goes wrong with your computer.

You can access your e-mails from anywhere with internet connection via Web-Mail.  Majority of standard hosting companies enable this feature as a failsafe to make sure clients can be 100% connected to their communications and server.  You can’t do business if you can’t see your e-mails and leads!

You can easily set up your POP accounts on your mobile device.

Disadvantages

You will need to implement an effective backup system for your computer, in case you need to retrieve lost or deleted emails.

POP e-mails do not provide (Group Sharing) capabilities, however they are able to synchronize calendars for 1 person on multiple devices such as (PC, Tablets and Mobile Phones). This in return saves a lot of money due to the fact that Exchange Server capability is not needed to get the same effect for 1 person or for a group that does not need to share calendars and appointments.

Is POP the best productivity choice for you?

If you always access your email from one computer, and you have limited online storage capacity or use a slow internet connection, POP is probably best for you. It will save you the hassle of worrying about online storage limits or poor connection speeds and excessive user licensing for Microsoft Exchange capabilities. Just be sure you back up your computer regularly.

What is IMAP?  

IMAP – enables you, your team and your network administrators to manage your email directly on the mail server, rather than downloading it to individual computers.  This system is ideal for vast corporate environments, where calendar, task and availability sharing is a must.

Advantages

Since the emails are stored on the mail server, you can access and manage your email and email folders from multiple computers or mobile devices.

Email is automatically backed up, creating a failsafe environment so if you accidentally delete an email, your email administrator can retrieve it.  It’s great for catching shady personnel on the job who always bait and switch.

Enables a group sharing environment for Authorized users.

Disadvantages

Since IMAP works directly with Microsoft Exchange Servers, space and licensing can get really crucial and expensive from time to time. Your administrators need to constantly maintain your servers and make sure that enough storage is allocated for utilization and also disaster recovery.  Additionally, a redundant system needs to be in place to compensate for connectivity loss at a high volume segment in a business day.  All this can cost a lot of money on daily basis.

If your Internet connection becomes unavailable, you cannot access your email offline.

Conclusion

If you need a shared group environment between users and budget is not an issue, IMAP is the perfect solution for you.

We generally encourage our affiliates to set up their email clients, and mobile devices, using POP3, as POP3 set up is especially useful to those clients who don’t want to incur the extra cost of extra Cloud storage, or for a hosted exchange set up.  With a POP3 setup, users can set their email client to leave email up on the servers, and thus still check their email from multiple mobile devices smart phones, tablets, without having to use the IMAP set up, and easily download and archive their email to one or many local hard drives.  This makes it very easy for users to archive gigabytes of email for professional reasons, which would cost much more under a cloud storage or Hosted Exchange framework.

IMAP is really only best for big corporations or people with guaranteed Internet access at all times, and who do not have budgeting restrictions in their IT infrastructure.

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