This article explains the differences between POP3 and IMAP, the most common POP3 problems and how to check which one you are using.
Quick comparison
| Feature | POP3 | IMAP |
|---|---|---|
| Where email is stored | Downloaded to one device and usually removed from our servers | Stored on our servers and shown on every device |
| Multiple devices | Each device may show different email | All devices show the same email |
| Folders | Only the Inbox is downloaded. Folders you create exist only on that device | All folders are synced across all your devices |
| Spam folder | Not downloaded, so spam is not visible in your email app | Visible in your email app |
| Sent email | Saved only on the device that sent it | Saved on our servers and visible everywhere |
| Read, flagged and deleted status | Not synced | Synced across all devices |
| If a device is lost or fails | Email stored only on that device is lost unless you have a backup | Email is safe on our servers |
POP3 limitations
POP3 was designed for a single computer collecting email. The limitations below are the most common reasons email appears to be missing.
Email is removed from our servers
By default, most email apps using POP3 download each email and then delete it from our servers. Once this happens, the email only exists on that one device.
- Example: You read an email in Outlook on your computer. Later that day it does not appear on your phone, because Outlook has already downloaded and removed it
Some email apps have a Leave a copy of messages on the server option. This only delays the problem, as many apps still delete the server copy after a set number of days or when you delete the email on that device.
Email appears on one device but not another
When more than one device uses POP3, whichever device checks for new email first may download it and remove it from our servers.
- Example: A new email arrives while your phone and computer are both set up with POP3. Your phone checks first and downloads it. Your computer never receives it
Spam email is not visible
POP3 only downloads the Inbox. Email that our spam filter moves to the Spam folder on our servers is never downloaded to your email app.
- Example: An expected invoice is marked as spam. It does not appear in your email app at all, because it is in the Spam folder on our servers. It can only be seen by signing in to webmail
Folders do not sync
Folders you create in your email app with POP3 only exist on that device. Folders and email rules set up in webmail do not appear in your email app.
- Example: You file emails into a Receipts folder in Outlook. The Receipts folder does not appear on your phone or other devices
- Example: A filter you set up moves newsletters into a Newsletters folder. Those newsletters never appear in your email app, because POP3 only downloads the Inbox
Sent email is only on one device
Email you send is only saved in the Sent folder of the device you sent it from. It does not appear in Sent on your other devices.
Deleting or reading email does not sync
Reading, flagging or deleting an email on one device does not change it on your other devices. You may need to delete the same email more than once.
You are responsible for backups
Because POP3 email is stored on your device, it is lost if the device is lost, stolen, replaced or fails, unless you have your own backup.
How IMAP works
IMAP keeps your email on our servers and shows the same view on every device.
When using IMAP, you can expect:
- The same email, folders and Sent items on your computer, phone and tablet
- Email you read, flag, move or delete on one device is updated on all devices
- Your Spam folder is visible in your email app, so you can check for email that was incorrectly marked as spam
- Folders and filters you create appear on all your devices
- Your email is safe on our servers if a device is lost, replaced or fails
- Setting up a new device only requires signing in, with no need to move email across
Deleting an email on any device deletes it everywhere. Deleted email is moved to the Trash or Deleted Items folder first, so it can be recovered until that folder is emptied.
Check if you are using POP3 or IMAP
Look at the incoming mail server in your email app's account settings:
- pop.themessagingco.com.au or port 995 means you are using POP3
- imap.themessagingco.com.au or port 993 means you are using IMAP
For how to find these settings in your email app, refer to Find and set mail server settings.
Switch to IMAP
If you are using POP3, you can switch to IMAP without losing any email. For step-by-step instructions with screenshots, refer to:
How to change your mail server settings from POP to IMAP using Outlook
How to change your mail server settings from POP to IMAP using Thunderbird.
Tip!
If email appears to be missing, check the Spam folder in your webmail.