With IMAP, you read a message on your phone and it shows as read on your laptop too. With POP3, you download mail to one device and it disappears from the server. Same inbox, same address, two very different experiences depending on which protocol you choose during setup.
IMAP and POP3 are incoming mail protocols. They control how your email client fetches messages from your hosting server. Outgoing mail uses SMTP, which is covered in the chapter on SMTP settings for business email. Here is how the two incoming options compare.
What IMAP does
IMAP keeps your messages on the server and syncs changes across all connected devices. When you read, delete, or move a message on your phone, the same change appears on your laptop and tablet. Your server remains the single source of truth.
This makes IMAP the better choice for most business users who check email from multiple devices. You never lose track of a message because it was downloaded to one machine and nowhere else.
What POP3 does
POP3 downloads messages to your device and typically removes them from the server. Your mail lives locally on that one computer or phone. Other devices will not see those messages unless you configure POP3 to leave copies on the server, which defeats much of the purpose.
POP3 made sense in the early days of email when storage was limited and people used one computer. For modern business inboxes, it creates more problems than it solves.
Which protocol should your business inbox use?
Choose IMAP unless you have a specific reason not to. It supports multi-device workflows, keeps backups on the server, and works naturally with webmail. If your hosting provider offers both, select IMAP during client setup.
POP3 might work for a single desktop that never needs sync, such as a shared office computer with no mobile access. Even then, IMAP is usually simpler and safer for business use.
Your hosting dashboard lists the server address and port for whichever protocol you choose. Enter those alongside your SMTP settings when connecting an email client. The chapter on what is an email client explains where these settings fit in your overall setup.
Frequently asked questions
Can I switch from POP3 to IMAP after setup?
Yes, but it requires reconfiguring your email client and may leave old messages on your local device only. Switch to IMAP early in your setup before you accumulate mail in a POP3-only local folder. Most email providers support IMAP for mailboxes on your website builder domain.
Does IMAP use more storage than POP3?
IMAP keeps messages on the server, so you use your hosting storage allocation. POP3 downloads locally and frees server space. For most business plans, the included storage is more than enough for IMAP.
Will IMAP work if I lose my phone?
Your messages remain on the server with IMAP. Log into webmail or connect a new device and everything is still there. With POP3, mail downloaded only to a lost device may be gone unless you had local backups.
What port does IMAP use?
IMAP typically uses port 993 with SSL encryption. Your hosting provider lists the exact port and security settings in your mail configuration panel. Match those values exactly in your email client.
Can multiple team members use IMAP on the same shared inbox?
Yes. A shared address like support@yourbrand.com can connect to multiple clients via IMAP. Everyone sees the same messages and status updates in real time.
Does WEMASY recommend IMAP or POP3?
WEMASY recommends IMAP for business mailboxes. It keeps messages synced across devices and backed up on the server. Your hosting dashboard includes the IMAP server settings for any connected client.