How to change accounts from POP to IMAP?

We all use email services for nearly every kind of work. Whether we are working or doing some other works, we are always connected to it. No matter how long we write, how many items we attach, how much formatting we do it is instantly transmitted to the recipient as soon as we fire it. Thus, have you ever wondered what could be the technology behind all these processes which make it seamless and smooth? In this blog, we are going to read about the types of accounts of emails and how can we change them into each other.

Email Protocols

The meaning of Protocol is rules or laws that set guidelines for correct conduct. So are the Email Protocols. They are set of rules that govern how emails will be sent and received properly. These protocols work between the user, the server and the receiver. The email protocols are broadly classified into three main categories:

SMTP (Simple Mail Transfer Protocol)

SMTP is the standard protocol used to send emails across the internet. It operates on port 25 and manages the transmission of messages from an email client (Eg. Outlook, Gmail) to recipient’s mail server. SMTP is designed for sending—not receiving—emails, and works alongside IMAP or POP3, which retrieve messages. It uses commands and response codes to ensure successful delivery, queuing messages if the recipient’s server is temporarily unavailable. SMTP is foundational for reliable email exchange in personal and business communications worldwide.

POP (Post Office Protocol)

POP is an email retrieval protocol that allows users to download emails from a server to their local device, usually on port 110 (or 995 for secure connections). With POP, emails are typically deleted from the server after download, meaning they are stored locally and accessible offline. Unlike IMAP, which syncs messages across multiple devices, POP is best suited for single-device access, where storage space on the server is limited. POP is simple and effective for users who don’t need multi-device synchronization but want to keep emails directly on their device.

IMAP (Internet Message Access Protocol)

IMAP (Internet Message Access Protocol) is a protocol for retrieving and managing emails from a mail server. Unlike POP3, which downloads and deletes emails from the server, IMAP lets users view and organize emails without downloading them, making it ideal for accessing mail across multiple devices. Operating typically on port 143 or 993 (secure), IMAP syncs actions like reading, deleting, or flagging emails across all connected devices, reflecting changes in real time. This protocol is widely used for modern email services, enabling flexibility and efficient email management in personal and professional contexts.

Why switch from POP to IMAP?

Switching from IMAP to POP can be very beneficial in today’s era. IMAP and POP serve different purposes, but IMAP’s advantages makes it preferred choice because:

• Cross-Device Synchronization: IMAP syncs emails across devices, so you see the same inbox, sent mail, and folders everywhere.
• Server Storage: IMAP keeps emails on the server, preserving them even if something happens to your local device.
• Efficient Management: Folder organization, flagging, and other actions update in real time on all devices. Users can create, delete, manipulate and move them around even between different accounts on different servers.

Source: Mailtrim

Steps for changing from POP to IMAP

1. Backup Existing Emails
   Since POP downloads emails to your device and may remove them from the server, back up important emails to avoid losing them. You can do this by creating local folders or exporting them, depending on your email client.
2. Check IMAP Availability
   Ensure that your email provider supports IMAP. Most popular email providers (like Gmail, Yahoo, Outlook) offer both POP and IMAP options.
3. Disable Your Existing POP Account
   (a) In your email client (e.g., Outlook, Apple Mail, Thunderbird), navigate to Account Settings.
   (b) Find your POP account and choose the option to disable it or remove it. This won’t delete your local emails, but it will prevent further downloads through POP.
4. Set Up a New IMAP Account
   a. Go to Account Settings in your email client and select Add Account or New Account.
   b. Enter your email address, password, and select Manual Setup if prompted.
   c. Choose IMAP as the account type.
   d. Input the necessary IMAP server details:
       I. IMAP Server: e.g., imap.mailprovider.com
      II. Port: Usually 993 for IMAP with SSL/TLS security
     III. Outgoing SMTP Server: This will be your email provider’s SMTP server
   e. Complete setup by verifying your account details.
5. Sync Your Folders
   Once the IMAP account is set up, your email client will sync all folders from the server, including inbox, sent mail, drafts, and any custom folders you may have created.
6. Transfer Old Emails
   If you want your old POP emails in your IMAP account, manually drag or move them from the local folders (POP) to the IMAP folders in your email client. This action uploads them to the server, making them accessible across devices. This can also be done by using a PST Converter Software which can transfer all your Old POP data to IMAP account.

Troubleshooting Tips

If there’s any Connection Errors, Double-check IMAP and SMTP server details and ensure correct ports are used. The switching process can create Duplicate Emails. Removing the POP account should prevent duplicate emails; however, some clients may require manual deletion of duplicates. Storage Limits is also a big issue since IMAP stores emails on the server. So keep an eye on storage limits, especially if your provider imposes a quota.

Conclusion

Switching from POP to IMAP is a smart move for today’s connected world, where emails needs to be accessible anytime, anywhere. With IMAP, you gain the flexibility and convenience of real-time syncing across all your devices, making email management smoother and more efficient. Taking the time to make this transition can save you from the hassle of dealing with outdated, device-specific emails and ensure that your messages are always within reach. By following these steps, you’re setting yourself up for a more organized, accessible, and enjoyable email experience—no matter where life takes you.