This knowledge base will assist you to configure Outlook 2007/2010 to connect to a POP/IMAP mailbox

Difference between IMAP and POP

IMAP and POP are two different protocols. There are many differences between these two. The main difference is that IMAP(Internet Messaged Access Protocol) always syncs with mail server so that any changes you make in your mail client (Microsoft Outlook, Thunderbird) will instantly appear on your webmail inbox.

On the other hand, in POP(Post Office Protocol), your mail client account and mail server are not synced. It means whatever changes you make to your email account in the mail client will not be transferred to the webmail inbox.

In simple terms, if you are using IMAP and mark a mail as read, it gets marked as read in your web based inbox too (because the changes are happening on the server). However, this won’t be the case if you are using POP, because the mails are downloaded to your PC and the changes won’t reflect on the server.

1. Go to your Outlook mail settings from Start > Control Panel > Mail.
2. If you cannot locate the Mail icon within your Windows Control Panel, try the following steps.
   • To the left of the Windows Control Panel, but in the same window, select Large icons where it say’s View By:
     
3. Click the Show Profiles button and click Add for a new profile.
4. Click Add…
5. Specify your Profile Name
6. Click OK.
   
7. Ignore the Auto Account Setup Page, select the checkbox next to Manually configure server settings or additional server types and click Next.
   
8. Select Internet E-mail and click Next.
   
9. Enter the required information in the E-mail Accounts window, using the following guidelines:
   • User Information
     • Your Name: This should be your full name.
     • E-mail Address: Your Primary Email address. (email@domain.com.au)
   • Server Information
     • Account Type: select either POP3 or IMAP.
       (see below the Differences between POP3 and IMAP)
     • Incoming mail server: should be mail.domain.com.au
     • Outgoing Mail server (SMTP): mail.domain.com.au or Your Internet Service Providers (ISP)
       (see below for a list of Australian ISP outgoing mail servers. Also note that if you are requiring your computer access the mailbox in multiple location please contact your hosting provider.)
   • Logon Information
     • User Name: Your Primary Email address. (email@domain.com.au)
     • Password: Password for your POP/IMAP mailbox.
   • Deliver New Messages To(for Outlook 2010)
     • New Outlook Data File: If you choose this option, a new PST file will be created. You will see it in the folder tree.
     • Existing Outlook Data File: Choose this option if you want to place messages in the existing PST file.
10. Click More Settings:
    
11. Switch to the Outgoing Server tab check the box next to My Outgoing server (SMTP) requires authentication is un ticked.
12. Switch to the Advanced tab. For POP3 connection you may want to select an option to Leave a copy of messages on the server. If you are expecting a large volume of email you might want to minimise the number of days. Click OK.
    
13. Click OK, click Next and Finish to complete setup.
14. Start Outlook.

If you require more assistance please contact your system administrator and/or your hosting provider.

Difference between IMAP and POP

IMAP and POP are two different protocols. There are many differences between these two. The main difference is that IMAP(Internet Messaged Access Protocol) always syncs with mail server so that any changes you make in your mail client (Microsoft Outlook, Thunderbird) will instantly appear on your webmail inbox.

On the other hand, in POP(Post Office Protocol), your mail client account and mail server are not synced. It means whatever changes you make to your email account in the mail client will not be transferred to the webmail inbox.

In simple terms, if you are using IMAP and mark a mail as read, it gets marked as read in your web based inbox too (because the changes are happening on the server). However, this won’t be the case if you are using POP, because the mails are downloaded to your PC and the changes won’t reflect on the server.