IMAP or POP3?
This is the first question when adding business email to a program or a phone, and the answer is almost always IMAP.
| Feature | IMAP | POP3 |
|---|---|---|
| Where email is stored | On the server | On the device it was downloaded to |
| Multiple devices | Looks the same on all of them | Each device keeps a separate copy |
| Read, deleted, moved | Reflected on every device | Not reflected |
| If a device is lost | Email is safe on the server | Email is lost with the device |
Today POP3 is used only in special cases. If an older setup uses POP3, we plan the move to IMAP without losing the email stored on the device.
Outlook setup
When adding an account to Outlook, the incoming (IMAP) and outgoing (SMTP) server names, ports and encryption type must be entered correctly. Authentication must be turned on for the outgoing server, or your emails can't be sent. After setup, we check that the Sent Items and Deleted Items folders map to the right folders on the server; otherwise sent email stays only on that computer.
iPhone and Android
The built-in mail apps on phones, or the Outlook mobile app, work smoothly with IMAP. When adding the account, choose the Other option and enter the server details manually. On a phone, you should also keep these in mind:
- Screen lock and a device passcode must always be on
- If the phone is lost, change the account password right away
- Keep personal and business accounts separate
Webmail
Webmail, accessed through the browser, is handy for short-term use from another computer or while traveling. On shared computers, remember to sign out and don't save the password in the browser.
Email signature
Your business signature should be the same on every device: name, title, phone, website and, if needed, a legal notice. Image-heavy signatures can show up as attachments in some programs and can raise the spam score; a simple text signature usually works better. Whether to add a short notice that emails may contain personal data is something we evaluate together with your KVKK compliance work (KVKK is Türkiye's Personal Data Protection Law).
How we support you
We do the setup step by step over a remote connection or by phone. For each user we prepare a short setup note with the server details and device steps, and we keep the same note ready for new employees.
Checklist
- Are all devices connected via IMAP?
- Are authentication and encryption turned on for the outgoing server?
- Do sent items show up on the server?
- Are signatures the same on all devices?
Frequently asked questions
Do calendars and contacts sync too?
IMAP syncs email only. If you need calendar and contact syncing, we recommend a suitable email platform or an additional service.
What happens when we change the password?
The new password has to be entered on every device. Listing which devices are connected before the change makes things easier.
For the big picture, go back to the business email page, or reach out to us for setup support.