When you receive an e mail from sender, it saved on website server (most of cases or some time in mail server if user using Google or Microsoft server), you can access mail on of the 2 ways:
Pop and Imap setting
Pop: using your mail application eg: Microsoft outlook or apple mail. Advantage of using pop mail setting is that you can download mail in your local machine and delete from server. It is helpful to access mail from local mail application and not worried about hosting space or email space allotted to you by service provider.
Imap: using your mail application eg: Microsoft outlook or apple mail. Advantage of using pop mail setting is that you can access and manage mail from multiple devices and location, but you will need enough space to save mail on server as mail will be stored in server not at local machine. In case there is no space left in server you will need to delete mails and you will never get it back as you are directly managing mail server.
We encourage our clients to set up their email clients, and mobile devices, using POP3. POP3 makes it easy for users to manage their inbox in local mail clients without worrying about server space (thus allowing the user to continue to receive email uninterrupted), because email clients can be set to automatically delete email off the server after a set number of days. This usually is the best scenario, because then the user doesn’t have to remember to move email manually from the INBOX down to local servers.
POP3 set up is especially useful to those clients who don’t want to incur the extra cost of extra storage. With a POP3 setup, users can set their email client to leave email up on our servers, and thus still check their email from multiple mobile devices (smart phones, tablets), (without having to use the IMAP set up), and easily download and archive their email to one (or many) local hard drives.
