What type of email connection should I use, what are the differences between imap and pop3, how do I deal with mailbox quota notifications?
There are two distinct protocols widely used in order to collect email, namely POP3 and IMAP. We will explain the difference between them first.
When using IMAP you will be storing emails on the server and have a local copy in your IMAP client as well. Note that any email application whether your desktop one or mobile one can all be set to use IMAP to collect email. By default mobile devices will use IMAP.
Why/when would you use IMAP? It's the preferred and even recommended choice when using multiple devices. The reason being is that you will have a synchronised view of your emails across all IMAP clients, eg: an email read in Webmail will also show up as read on your smartphone. IMAP is reliant on storing email on the server hence this is the most common reason why you will be exceeding your quota.
When deleting messages in IMAP, they don't instantly get wiped, they will appear in most clients with a "strikethrough" on them meaning they are deleted but can still be recovered. This also means that in order to fully delete these and recover the actual space used by them you need to "purge deleted messages"
You may need to check how to do this in your specific email client but it tends to be as simple as choosing this option from the menu. Please note that once deleted, these can no longer be recovered, likewise given the fact that IMAP is server side these messages will show up deleted in all devices used to access this mailbox.
You can also perform the delete/purge process via Webmail. To perform this, log into IMP/Horde Webmail, delete old/unwanted emails and click 'Purge Deleted' to permanently remove them from the mail server. Our Webmail portal is available below and you can select IMP/Horde from the drop down box.
Pop3 differs from IMAP in that it does not store email on the server. It downloads emails to your local mail client and deletes emails from the server, so all your emails are stored locally and this is typically used on desktop email clients.
The advantage is that you are not using any of your disk space on your plan to store emails.
The disadvantage is that you are limited to only using one email client on a single system. Although you can use multiple email clients like both a desktop and smartphone one the device that accesses email first will have the copy of the email stored locally.
In other words, if you have used your desktop email client the email won't show up on your smartphone anymore as it's already been downloaded to the desktop.
You have the option with pop3 to still leave a copy on the server of your email but it's not as elegant as IMAP as emails read on the desktop will still show up as unread on a smartphone. The "status" of the email message is not synchronised here nor would you have any
If you are however only using POP3 and receive a notification that your quota on the mailbox is being reached the "leave copy on server" may very well be the reason for this.
You can always use the Webmail client to verify if indeed you have emails stored on the server despite using pop3 and use the IMAP instructions to delete them.
Dealing with Quota Issues, received a quota notification?
Using the above information will allow you to keep your quota in check but you can also control your quota by setting up rules in your mail client, for example you can opt to permanently purge deleted emails every few days.
These types of rules have to be set up in your mail client, there is no server side configuration that automatically deletes emails for you.
If you do need more quota you can simply increase your quota all together.
To perform this, login to the control panel, click the email icon then the blue limit figure next to the email account and you can then increase the limit on the next screen.
There is no cost associated with increasing quota on individual mailboxes as their usage is counted towards your plan's total summary disk quota.
Archiving your messages to your computer
You can reduce the disk usage on the IMAP account by moving some of your messages on to your computer. To do this, create a folder in your email program that is stored only on the computer and not on the IMAP server. You can then drag and drop the messages to move them. After this, purge / compact your IMAP folders.