Personal Computer Tutor
Personal Computer TutorAugust 2010
POP, IMAP and SMTP
EmailThese days more and more people are using "smart phones" as cell phones.  Smart phones not only make phone calls but can also surf the web and get email.  When setting up a smart phone some will automatically configure the email settings for you but others will require that you manually enter the email settings.  That means you may come across some pretty cryptic acronyms known as POP, IMAP and SMTP.  These "server" settings are the same settings we have used for years for email programs such as Apple's OSX Mail, Microsoft Outlook, Outlook Express, Windows Mail and Windows Live Mail.  They are the settings that allow cell phones and email programs to communicate with the computer servers that are providing your email service.  Without these settings your computer or cell phone would not know where on the Internet to get your email messages. 
 
So what do these initials stand for and how do I know what the settings are for my email system?

POP and IMAP are for receiving messages.  On each device you would only use one or the other.  SMTP is for sending messages.  A smart phone may use the carrier's SMTP settings or you may have to enter your own.  Depends on the smart phone.

POP = Post Office Protocol (Standard set in 1984)
POP generally retrieves all messages, stores them on the user's PC as new messages, deletes them from the server, and then disconnects.
 
IMAP = Internet Message Access Protocol (Standard set in 1988)
IMAP generally leaves messages on the server until the user explicitly deletes them. This method is preferred (but not essential) if the user uses more than one device (i.e. two computers or one computer and webmail or one computer and a cell phone) to retrieve email messages.
 
SMTP = Simple Mail Transfer Protocol (Standard set in 1982)
SMTP is for sending messages to a mail server to be sent on to the recipient.  In order to minimize "spam" messages this setting is the most difficult to setup.  It is often easier to receive emails than it is to send emails.
 
Email Settings For Different Email Providers
Most of the major email providers such as AOL, Gmail, Yahoo, etc. will setup automatically on a smart phone with just a user name and a password.  But sometimes you will need a little help with the settings so I have created a PDF file with all the settings I know about and some useful links and tech support phone numbers if you need help. 
 
 
In order to squeeze a lot of information on the document the text is pretty small and hard to read.  Click on the "plus" sign on the toolbar to zoom in to lookup a setting.
 
Happy emailing!
Newsletter Archives 
 
Click here to read my past newsletters on the following subjects:
 
"Scareware" (June 2010)
What is an iPad and do you need/want one? (May 2010)
Broadband Speed Test (April 2010)
Top Ten Things Every Computer User Should Know (February 2010)
Vacation Message Setup and Webmail (December 2009)
Upgrades and Updates (November 2009)
Encyclopedia of Life (October 2009)
Windows 7 coming soon (September 2009)
Picasa Video Lessons (August 2009)
YouTube, FaceBook, Twitter (May 2009)
Disaster Protection (March 2009)
Share Your Holiday Photos (January 2009)
Electronic Voting Machines (November 2008)
Why do printer cartridges cost so much? (September 2008)
February 2009 Over-the-air TV change (July 2008)
Wireless explained (June 2008)
Updates Galore (March 2008)
What is RSS all about? (January 2008)
One Laptop Per Child (November 2007)
Backups 2007 Style (October 2007)
Going Green with Technology (August 2007)
Credit Card Safety, Personalized Email (April 2007)
Should you upgrade to Windows Vista? (January 2007)
Personal Computer Tutor
Claude Kerno
202.630.5016 or 719.650.9916
[email protected] - www.pctutor.com