Important Note About Backups
Maxitec does not maintain backups of deleted emails. While daily backups are performed, once you delete an email, it cannot be recovered.
Simple Comparison
POP3 (Post Office Protocol)
- Downloads emails to your device
- Deletes emails from the server after download
- Best for using email on one device
- Lower server storage costs
IMAP (Internet Message Access Protocol)
- Keeps emails on the server
- Syncs across all your devices
- All devices show the same email status
- Higher server storage costs
Storage & Cost Impact
POP3
- Low server storage costs
- Needs more storage space on your device
- Good for saving money on server storage
IMAP
- Higher server storage costs
- Syncs attachments across all devices
- Better convenience but more expensive
Tips to Save Space
- Clean Up Regularly
- Delete emails you don’t need
- Clear trash and spam folders
- Remove large attachments after saving them
- Handle Attachments Wisely
- Share links instead of files when possible
- Compress files before sending
- Download important attachments to your device
- Organise Your Emails
- Create archives for old emails
- Use filters to sort emails automatically
- Archive non-essential emails yearly
Which Should You Choose?
Choose POP3 if:
- You mainly use one device
- Want to minimise storage costs
- Need offline access
- Have limited server storage
Choose IMAP if:
- You use multiple devices
- Need emails synced everywhere
- Don’t mind paying for server storage
- Prefer convenience over cost savings
Switching Between POP3 and IMAP
Before switching:
- Back up all your emails
- Save your folder structure
- Plan for some downtime
- Test with a few emails first
Note: Moving from one system to another requires careful planning to avoid losing emails or creating duplicates.