Email, we get a lot of complaints about it and we all use it. Most of us have 2 or more email accounts. Some people use email more than others. Some people don’t care if it disappears and others lives are on hold or over if it disappears.
So, let’s start here. There are two different types of email; POP and IMAP. POP email generally is used for one device only and generally set up to download all email from the server to that device. Note, I said GENERALLY. Meaning that this particular email type CAN be set up to leave a certain amount on the server and multiple devices access that email. POP is generally used for individuals and not businesses. IMAP always leaves a copy of the email on the server until you delete and is specifically designed for multiple devices automatically. This type of setting is usually for businesses. However, in our new connected world with multiple devices and being slave to email, I recommend most people use the IMAP settings. There is no sense in going into what the acronym’s of POP and IMAP exactly are it will not make a difference for this blog.
With POP email if you are using it on one PC and that PC crashes you might loose all your email. Like I said previously, it can be set up to hold some of that email at the server. IMAP always holds a copy at the server. The good part about it staying on the server is that it is usually backed up by the people running the server every night. However, if you are using some free email service like Gmail, Ymail, Hotmail, etc. you might find that you get little or no support for lost email. That includes the fact that if someone hacks your account, the only thing you can usually do is close that email account and use a new one. I won’t go into it right now but that is the reason to not use Google to host your web site or email for a business at all.
Now that you know there are two ways it is sent to you we can now talk about clients. What is a client? Microsoft Outlook is an client. There are many clients out there. The key to it is this. Microsoft Outlook was specifically designed to work with Microsoft email server’s known as Exchange Servers. Other email clients are usually considered to be multi-platform. Meaning simply that they are designed to work with both Microsoft Exchange Servers and other server’s which can include Linux. What client is right for you? If you are a business using a Microsoft Exchange Server whether it is a local/on-site server or a cloud based Microsoft Exchange Server, Outlook is the way to go. If you are using an ISP or Web Hosting companies email; like Windstream, Charter, AT&T or ones like GoDaddy, Wix, etc., you should use a different client. We recommend Thunderbird by Mozilla, the same people that bring you Firefox. You can download Thunderbird Here.
Why? As we already talked about Microsoft Outlook is specifically designed for Microsoft Exchange Server email. That does not mean that Outlook will not work with other systems. However, it does mean there could be issues. I will give you a real world scenario, that you can call you email people and verify it if you want. GoDaddy supplies email but if you are not using their Microsoft Office 365 Exchange program their exact statement about Microsoft Outlook working is this “We provide email and it works through the web-based interface just fine. We provide the common settings to use on email clients as a courtesy but we will not guarantee they will work nor will we support any email client.” I bet you didn’t know that did you? This goes for Windstream, Comcast, AT&T and other Web Hosting Companies.
Now finally for those home users, if you are on Windstream specifically it is even worse if you are trying to access accounts that are not on their specific servers. We have seen so many issues with people trying to access their Web Hosting company email through a client and using Windstream as an ISP. One thing that will help you is to keep your Inbox clean. Make folders and move the email that is not pertinent out of the Inbox, delete email that is not needed, make sure you empty the trash in the client and good luck. As people that are stuck in Dawsonville, Dahlonega and a few other surrounding areas are stuck with the WORST ISP ON THE PLANET = WINDSTREAM
What Should a Business Use?
It’s very simple. A business should either use Microsoft Outlook with a Microsoft Exchange Server. This is usually most easily done by contacting your Web Hosting company like GoDaddy to set that up. I am saying that simply because ISP’s and Web Hosting companies all have the same exact statement “we provide email to use as a web based interface and will not support the client/programs.” You may also chose to use Office.com or Outlook.com as a viable Microsoft Exchange hosting plan for your needs.
As always we are here to help and answer any questions you have at AML Computer Services