Emails have been around for decades now. We expect them, we rely on them, we love them and we hate them. And SPAM!!! That’s another topic for another day, but in this world of ‘staying in touch’, we have multiple devices which can store our precious emails. We tend to have more than one email account these days and it can be as simple as a work one and a personal one or it can be as complex as multiple work ones and multiple personal ones with multiple providers on multiple platforms. The question is, how do we manage all of these streams of information?
Where Are My Emails?
Firstly we need to consider the type of emails we can have. In brief, we have cloud or server based emails and we have emails downloaded to our devices.
Cloud or server based emails reside on a server somewhere, whether hosted by a provider or at a workplace. They remain there and you either view them or get a copy of them on your device. Exchange, IMAP (Internet Message Access Protocol), Webmail, Gmail and Hotmail are examples of this.
Downloaded emails are generally POP3 (Post Office Protocol 3). Although an old method of getting emails it is still very popular.
The Pros and Cons
Both types of email have their pros and cons but cloud based email systems allow you to be better organised. When used on multiple devices, such as your PC, laptop or smart phone, you can view both the sent and received emails on all devices at any time. When you want to use folders or rules, any changes or settings you apply from one device, will function on all of your devices. If you move or delete an email on one device, it is immediately reflected on all devices.
POP3 emails are downloaded from a provider onto your device. You can get them on multiple devices only if the accounts are set up to leave a copy on the server either indefinitely or for a period of time as defined by default or by the user. The main issue with this across multiple devices is that sent items aren’t shared and items read or deleted on one device are not read or deleted on another.
What Does This Mean For Me?
Cloud Horizon are well versed with all types of email systems and we’ll recommend an email architecture that will best suit your personal and/or business needs. If you have any questions around your email or aren’t happy with your current provider contact us and we’ll be happy to help!