Email setup and explanation

Lets look at the history of email setup. As an invention, email probably ranks close to the development of the alphabet. The first email or electronic mail was sent in 1962. Sent from one internal computer taped machine to another within the same building. It was not until 1982 when email was sent electronically without a direct wire to wire connection. There are however some basic information you need to know if you want to host your own email account on your website.

In Today’s world email setup is sent a few different ways. The difference is the software used behind the scenes and a series of rules that govern them.

Knowing the different ways in Today’s world email setup.

Each email message is nothing but a text file plus the attachments broken down into millions of smaller packets. Just like all other data through the internet. After the sender clicks on the send button, all the data is uploaded to a central computer. This is the email server that hosts the email service.  The email service then relays these packets through the internet to the server which holds the email service of the recipient. The mail server of the recipient looks for his email address, locates it and places the email within the inbox. The email client reassembles the packets into a complete mail. The recipient logs into his account and downloads the email.

If you have ever used a software or app for your email setup. You will have certainly come across the terms SMTP, POP, and IMAP. Do you remember which one you chose and why? If you are not quite sure what these terms stand for and how each affects your email account, this article will shed some light. The article explains how SMTP, POP, and IMAP work and will help you decide which one best fits your needs.

SMTP – stands for Simple Mail Transfer Protocol.

SMTP is used when email is  delivered from an email client, such as Outlook, to an email server. When we send an email, our computer connects to our email service’s mail server. An email server for instance, handles emails. The email server responsible for sending emails is called the SMTP (Simple Mail Transfer Protocol) server. One SMTP server can pass on the mail to another SMTP server and relay it to the destination through several hops of packages data. Every email has the sender’s address (e.g. and the recipient’s in the To field (e.g. The email client (software) connects to the SMTP server of the sender’s email service (e.g.

The SMTP server then goes to work at locating the whereabouts of the recipient. Using the recipient’s mail ID (i.e. it locates the domain name – Each domain name represents a unique Web address, called an Internet protocol (IP) address. Think of it as postal addresses of the internet. The link between domain names to their IP addresses is stored in the Domain Name Registry. Communication takes place beetween the two servers. The DNS server sends back the address to the SMTP server. The SMTP server then proceeds to hand over the email to the SMTP server of the recipient’s email service, of which the recipient then downloads to whatever device they use.

SMTP - stands for Simple Mail Transfer Protocol. SMTP is used when email is delivered from an email client, such as Outlook, to an email server or when email is delivered from one email server to another.

Email setup for POP3

POP3 – stands for Post Office Protocol. Email setup for POP3 allows an email client to download an email from an email server. The POP3 protocol is simple and does not offer many features except for download. Its design assumes that the email client downloads all available email from the server, deletes them from the server and then disconnects. Being the original protocol, POP follows the simplistic idea that only one client requires access to mail on the server and that mails are best stored locally. This leads to the following advantages. POP3 normally uses port 110.

Email setup for IMAP

IMAP – stands for Internet Message Access Protocol. Email setup for IMAP shares many similar features with POP3. It, too, is a protocol that an email client can use to download email from an email server. However, IMAP includes many more features than POP3. The functionality of IMAP protocol is keep all emails on the server. IMAP normally uses port 143. On the negative side, IMAP requires:

  • more disk space on the server.
  • More CPU resources than POP3.
  • The risk of limited access to emails that are stored on the server.

What Are the Advantages of POP3?

  • Mail stored locally, i.e. always accessible, even without internet connection.
  • Internet connection needed only for sending and receiving mail.
  • Saves server storage space.
  • Option to leave copy of mail on server.
  • Consolidate multiple email accounts and servers into one inbox.
  • Faster interactions because there is no syncing process.

IMAP has the following advantages:

  • Mail stored on remote server, i.e. accessible from multiple different locations.
  • Internet connection needed to access mail.
  • Until you explicitly request it, only the headers are downloaded. Faster overview and less bandwidth.
  • Automatically backed up if server is managed properly.
  • Saves local storage space.
  • Option to store mail locally.

Our highly educated staff are ready to help you. We welcome all questions from our clients.  If you need further information or assistance setting up your mail servers, please feel free to contact us at any time. Click on the live chat to find more immediate answers to your queries.

Leave a Reply

%d bloggers like this: