Email services all utilize one (or more) of the three standard email servers: POP3, IMAP, and SMTP (Click here for our SMTP server of choice). Each of these servers store and deliver emails in different ways. They are all used by Internet-based companies, like Gmail, Microsoft, AOL and Yahoo!, so customers can conveniently check their email from anywhere. Many of these services are provided free and the setup can be very simple. However none of these are suitable for people looking to e-mail lots of people at once, they are designed as personal e-mail accounts. If you are thinking of doing something else then you will need a reliable SMTP server, ideally with strong authentication and a proven delivery record. We’ll explain more further down.
What is a POP3 server?
POP3 stands for Post Office Protocol 3. This kind of server works a lot like a post office box, it holds your mail there on the server until you check it. When you check your email, your messages are downloaded from the server to your computer. Usually your messages will be deleted off of the server once you download them by checking your mail. This is probably the most common type of server used by personal email accounts or it certainly was in the 90’s and early 00’s. The fact that messages are removed from the server and stored locally at each client makes it a big problem in the modern where everybody has a phone. POP3 still exists though and all e-mail providers offer it as an option.
What is an IMAP server?
IMAP stands for Internet Message Access Protocol. This is traditionally more of a business-oriented mail server. With an IMAP server, you have access to your messages without downloading them first. You can organize, preview, and even delete messages directly on the server. Copies of your emails are stored on the server until you delete them, even if you download the messages to your computer. IMAP is now much more popular than POP3 because of the persistent nature of the mail storage and the fact we now all use more than one device for accessing our e-mails. You can find out much more about IMAP by following the link.
What is an SMTP server?
SMTP stands for Simple Mail Transfer Protocol. This kind of server only handles outgoing email messages. It works in conjunction with either a POP3 or an IMAP server by sending out any and all outgoing mail while the other server handles the incoming mail. The SMTP server is the key to having e-mail delivered, without SMTP e-mail just would not work. Lots of people look for a reliable SMTP server, lots of people look for a free SMTP server with no authentication as well, however this is the worst possible way of ensuring your e-mail message get to their recipients.
Can I use a free SMTP server without authentication?
Whilst there are very few unlimited free SMTP servers out there without authentication we would strongly recommend avoiding using them and sticking with either the SMTP server provided by your e-mail provider (if your account is for personal use). Alternatively this server is an exceptional alternative for corporate use when mailing larger amounts of people. A free SMTP option is available with them. If you look at the e-mail process as a whole you’d understand why a zero authentication SMTP server is a bad idea. Essentially it would allow anybody to connect and relay e-mail through to any other address with no confirmation of who was sending the e-mail. In other words it would be used for SPAM. With enough SPAM activity through the server with no authentication it would soon be blacklisted and e-mail from it would stop getting delivered. That’s why it’s always best to use the supplied SMTP if possible (some ISPs may block) or our recommended choice otherwise. The port options available make ISP restrictions not valid.
Why do I need to know this?
If you ever need to set up one common email account (Windows Live, Outlook) that will check and download emails from multiple accounts, you’ll need to know what type of servers are used for incoming and outgoing mail on each account.
SET UP WINDOWS MAIL FOR ALL YOUR EMAIL ACCOUNTS
An integrated part of Windows Live Essentials, Windows Mail allows you one-stop access for all of your email accounts. This localized email program can integrate Hotmail, AOL Mail, Yahoo! Mail, Gmail, etc. into one convenient location on your PC.
Each email address belongs to a separate folder in your Windows Mail Inbox, allowing you to keep your emails organized while still accessing them from one place.
What Do I Need to Set Up My Account?
For each email account you want to add to your Windows Mail, collect the following information.
1. The email address and password.
2. The type of email server your account uses: POP3, IMAP, SMTP.
3. The incoming and outgoing addresses of your email servers. Server addresses for some of the more popular email services are as follows:
a. Gmail Incoming: pop.gmail.com, Gmail Outgoing: smtp.gmail.com
b. Yahoo! Incoming: pop.mail.yahoo.com, Yahoo! Outgoing: smtp.mail.yahoo.com
c. AOL Incoming: imap.aol.com, AOL Outgoing: smtp.aol.com
4. Whether or not your outgoing email server requires authentication.
Setting up Your Windows Mail Account
1. Click on your Start button and then All Programs.
2. Find Windows Mail and click on it.
3. Under your Windows Mail Tools menu, click on Accounts.
4. Click Add.
5. Click on Email Account and then click Next. Just follow the instructions for filling in the necessary info about that particular account.
6. Repeat the process for each additional email account you wish to set up.
Now you’re all set to start accessing all your email accounts from one program and cross off Simplify Life from today’s To Do list.