Why Should You Change from POP3 to IMAP Email?

Many reports have highlighted that a constant increase is noted in the number of users switching from Post Office Protocol (POP3) to Internet Message Access Protocol (IMAP) emails. As a conventional protocol POP was created to download emails from a remote server. But each user, nowadays, wants to access his emails anytime and anywhere. So many users are switching to IMAP to remotely access the emails stored on a remote server. As the emails are handled online, the enterprises also have options to have a centralized mailbox that can be accessed simultaneously by several users. On the whole, both individual and business users can avail several benefits by changing from POP3 to IMAP.

What Makes Users Switch from POP3 to IMAP?

Access Mailbox Anytime and Anywhere
IMAP allows users to access mailboxes without any restriction. They can access the messages on a variety of devices like desktops, laptops, smartphones and tablets. As the emails are stored on the server, the users can access their messages anytime by using their login credentials. The feature further makes it easier for enterprises to make a centralized mailbox accessible to each member of the distributed team. At the same time, each user also has option to decide about downloading a complete message after checking the message header.

Option to Retain Existing Email Clients
It is a common practice among professional to manage their business emails through email clients. But the choice of email clients differs from one individual to another. IMAP allows users to access their emails using several email clients including Thunderbird, Zimbra, Outlook and Outlook Express. Each user can further setup and configure IMAP email accounts for these email clients without any hassle. So the users have option to access the emails conveniently despite switching to a more innovative protocol.

Optimize Centralized Mailboxes for Distributed Teams
Nowadays, most organizations work with distributed teams. As the members of a distributed team can work from different regions, it becomes essential for the enterprise to facilitate secure and smooth business communication. IMAP makes it easier for organizations to make the centralized mailboxes accessible to multiple authorized users. The feature further facilitates efficient mailbox access and operations in all types of environment through a secure emailing system that supports multiple concurrent user management.

Retrieve Messages in Both Online and Offline Mode
Unlike POP, IMAP allows users to stay connected the email server till the interface is active. Thus, users can experience faster and more efficient response time. At the same time, the protocol further allows users to retrieve the message in parts or as a whole. As they have option to skip downloading the attachment, the content can be streamed and retrieved at a much quicker space.

Option to Search for Messages based on Keywords
Often users find it a daunting task to find old or archived messages. Instead of downloading each single message, IMAP enables users to search for the messages on the server based on specific search keywords. They can simply input the search keywords, and avoid the time required to download additional and useless emails. At the same time, a user also has option to receive quick overview of a message simply by picking its header.

Enhanced Email Security and Confidentiality
Unlike conventional email protocols, IMAP is effective in addressing key issues like message backup and limited local storage space. Also, the protocol uses advanced encryption methods to ensure that the business emails remain secure and inaccessible. Despite making it easier for user to manage emails in a flexible way, IMAP ensures that the centralized mailboxes are accessed by users with required login credentials. The enhanced email encryption and confidentiality further makes IMAP popular among large, medium and small enterprises.

The growing popularity of IMAP has further encouraged many email service providers to support the protocol. So an enterprise can easily compare the plans offered by various companies, and choose the option that perfectly complements its business communication needs and budget.

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Professional Email Services - How to Evaluate and Decide?

For many organizations, email is the common and widely used form of communication. But each business explores options to make its business communication fast, efficient and uninterrupted. The significance of the mode of communication further makes it essential for the enterprise to choose the right professional services. You can simply use any online search engine to gather information about email services provided by several companies. However, you must evaluate the professional email services and choose the one that fits to your requirements and budget.

Six Important Criterions to Compare and Decide Professional Email Services

1) Your Specific Needs

The features and facilities offered by individual professional email service providers vary. Also, the facilities required by your business will affect the price of the services. You can further avoid some of these facilities to curtail overall cost. For instance, you will not require additional server space or a dedicated IP address, if the frequency and volume of emails are not too high. There are also certain features that are required only by large organizations. So you must decide the exact communication needs of your business to compare the different services accurately.

2) Size of Storage Space
While comparing professional email services, you must concentrate on the storage space provided by the company. Nowadays, most companies provide storage space of 1 gigabyte or more. But you will need additional space to store old emails and large attachments. Most email service providers allow you to choose from several plans. But you have to pay more to get additional storage space. So you must compare different plans offered by each company to ensure that you get adequate storage space for each user or email account.

3) Option to Use Different IP Addresses
It is a common practice among modern enterprises to promote their products and services through email marketing. If you are planning to acquire new customers through email marketing, it is a great idea to opt for sharing IP addresses. Unlike dedicated IP addresses, shared IP addresses are inexpensive and easy to manage. So you can use different IP addresses for your business communication and email marketing campaign. The option will allow you to facilitate the regular business communication without any interruption or disturbances.

4) Support for Internet Message Access Protocol (IMAP)
Most email service provider supports conventional protocols like POP and SMTP. But you must remember that the Internet Message Access Protocol (IMAP) is more effective in meeting the latest trends in professional communication. The protocol allows you to store the emails on a remote server, while making the messages accessible on a variety of devices. Also, any changes to the emails will immediately and simultaneously reflect across all devices. At the same time, the enhanced security and encryption technique will ensure that your business communications remain inaccessible.

5) Access to Email Inboxes
The professionals often access emails through a number of standard clients including Microsoft Outlook, Zimbra and Thunderbird. When the email service provider supports IMAP, it becomes easier for your staff to access messages using email client of their choice. Also, IMAP allow users to access the messages in both online and offline modes. At the same time, the same email can also be accessed at a time by several authorized users. These features will enable your team to stay connected with each other regardless of their current geographic location.

6) Making Messages Compatible with Multiple Devices
Nowadays, professionals access messages on a variety of devices including desktops, laptops, smartphones and tablets. So you must choose the most convenient way to make the messages compatible across multiple devices. When the email service provider supports IMAP, it becomes much easier to make the email messages accessible on different devices. At the same time, the protocol also enables users to create, delete and rename mailboxes, in addition to copying messages from one inbox to another without any hassle.

While searching the web, you will find many companies that offer free email services. But you must remember that the services may not complement all your business communication needs. So you must choose an email service provider that offers all the required features without making you incur additional expenses.

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Choosing the Right Email Accounts for Small and Medium Businesses

The right email accounts are essential for each enterprise to carry out business communication in a fast and hassle-free way. Regardless of its nature and size, each business has to choose the right email solutions to communicate with various stakeholders. But the volume and frequency of emails vary from one organization to another. Unlike large businesses, the small and medium enterprises (SMEs) have to choose email solutions that complement both their needs and budget. The SMEs also have several options to avail customized email accounts according to their specific needs, but without spending any additional funds.

Choosing Customized Email Accounts for SMEs

Identify the Facilities You can Avoid
The price of email solutions will vary based on your choice of facilities. There are certain facilities that are required only by large organizations including a dedicated internet protocol (IP) address, and higher storage space. But the SMEs can easily avoid these facilities, as their volume and frequency of business communication are not high. Once you identify the facilities required for individual users, it will be easier for you to compare the prices of different email packages.

Shared IP Addresses
A dedicated IP address is essential only for large and established organizations. The SMEs can opt for shared IP addresses to save money. As the IP addresses are used by multiple organizations, the small and medium enterprises are not required to pay more. At the same time, the inexpensive options further enable them to use different IPs for sending marketing and promotional emails. Thus, their primary business communication can be carried out smoothly along with email marketing campaigns.

Inbox Storage
The size of email inbox will have an impact on the way users access every business correspondence. Often reduced storage space compels users to delete or archive old messages. So you need to ensure that the email service provider is providing adequate inbox storage to make the old messages accessible. Normally, the email service providers allow businesses to choose from several email packages. So you can easily choose a plan that allows your staff to access the old messages and attachments without any inconvenience.

Size of Attachment
Often business emails are used to send and receive large files like spreadsheets, presentations and PDFs. There are also chances that multiple files or large documents may be shared with various stakeholders as email attachments. So along with the inbox storage limit for each user, you also need to check the attachment limit set by the service provider. It is also a good idea to contact the email service provider, and ask specifically about the attachment size limit.

Access the Messages on Any Device
With more and more people accessing their emails on mobile devices, it becomes essential for an organization to ensure that the emails are compatible with multiple devices. Along with desktop and laptop computers, the emails also need to be accessible on different models of smartphones and tablets. You can easily synchronize the emails across multiple devices by opting for a service provider that supports the Internet Message Access Protocol (IMAP). The protocol facilitates two-way email management that enables users to access their emails as both desktop clients and mobile apps.

IMAP Support
You can further optimize your business communication by adopting IMAP. Along with making the mails accessible on a variety of devices, the protocol further provides a higher level of encryption and confidentiality. Also, your staff has option to access the emails through Outlook, Zimbra, Thunderbird or any other standard client of their choice. At the same time, you can use the multiple concurrent user management system to manage several email inboxes in a more secure and faster way.

Most email service providers allow organizations to choose from several email packages. So the small and medium businesses have option to get email id for each user with specific facilities. The organization can further save money by comparing the quotes received from multiple email service providers.

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How to Choose an Email Service Provider?

Despite rapidly growing popularity of instant messaging and chatting, enterprises still use emails as their primary medium of communication. The large, medium and small corporations still use emails to make business communication convenient, simple and professional. Each organization also has option to choose from several email service providers (ESPs) according to its communication needs. However, it is also important for a business to hire the right ESP to optimize its communication process by availing the most customized email solution.

Six Must Haves to Help You in Picking the Best Email Service Provider

1) Complement Your Business Communication Needs

Before choosing an ESP, you must decide the email needs of your business. Along with the frequency of emailing, and average monthly volume of emails, you also need to decide if you need any additional facilities like transaction emails and personalized dynamic content. Once you identify these needs, it will be easier for you to compare different email solutions. Also, you must remember that the cost of the service will vary according to the facilities you opt for. So you must hire an email service provider that complements both your needs and budget at a time.

2) Choice of IP Address
If the volume and frequency of emails are too high, you must ask the ESP to assign you a dedicated IP address that will be used exclusively by your company. However, the dedicated IP will require you to incur additional expenses. If your size of business communication is not too high, you should consider using shared IP addresses. Along with reducing the cost of the email solution, the shared IP addresses will further make it easier for you to send different types of emails from individual IP addresses.

3) Offer Dynamic Transaction Messaging
Each organization requires a number of advanced features to manage it email communication efficiently. In addition to administrative and user panels, you will also require features to monitor, filter and forward emails. Similarly, you will dynamic transactional messaging to send customized emails to individual recipients. You must remember that you have to use the email solution to send a variety of communication to different stakeholders. So the ESP must allow you to personalize each communication, and deliver the message in real time.

4) Use Most Efficient Email Protocol
The protocols used by individual email service providers differ. In comparison to conventional Post Office Protocol (POP), Internet Message Access Protocol (IMAP) is more effective for managing business emails. The two-way internet protocol will allow you to store emails on remote servers. Further, the same email inbox can be accessed and managed by several authorized users. Thus, you can facilitate uninterrupted business communication in a distributed environment.

5) Optimize Messages for Multiple Devices
A constant increase is noted in the number of users accessing their emails on mobile devices. So the content of your messages must be optimized for various mobile devices. When the email service provider optimizes your content for mobile devices, it will be easier for you to deliver different messages by customizing the content according to the mobile device used by the recipient. If the ESP uses IMAP protocol, it will be easier to synchronize the emails across multiple devices. So the recipient can access the email by using a variety of devices including computers, smartphones and tablets.

6) Fast and Dynamic Email Management
The ESP also needs to provide your organization with multiple mailboxes support system. The system will make it easier for you to create, delete and rename individual inboxes. Also, you can copy messages from one mailbox to another without any hassle. The system will help you in imposing access restrictions for public and shared folders. If the email service providers used IMAP protocol, it will be easier for you to manage the business communication in a quick and flexible way.

A simple web search will get you information about many email service providers. Some of these companies even provide free email solution to small and local businesses. But you must remember that the free and inexpensive solutions can have a huge negative impact on your business communication. So you must pick an ESP that provides customized solutions according to your specific requirements and budget.

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