Email Client: Everything You Need to Know

How do you access your emails? Through an app or a browser? If you prefer using an application or program, then you are using an email client! In this guide, we'll break down everything from the basics of what a client is to the key differences between webmail and desktop apps, helping you get a handle on your inbox. Dive in and see how these tools can make your life easier.

In this article, we will discuss:

What is an Email Client?
Email Client Usage
Webmail vs. Email Client
Email Client Incoming Protocols (POP vs. IMAP)
Review

What is an Email Client?

An email client refers to a computer program set to receive and send emails. An email client will download the messages from the server for local use and will upload them to the server for delivery. Receiving and sending an email via a server is made possible by using several email protocols.

There are multiple email clients available for use. Some of the well-known email clients are Microsoft Outlook, macOS Mail, Mozilla Thunderbird, IncrediMail, Mailbox, and iOS Mail. Gmail is the most commonly used web-based email client, with millions of users worldwide.

Email Client Usage

A lot of email clients share the same usage: for reading, receiving, sending, and storing email messages. Also, these applications provide an option to organize and label emails so they can be stored properly. For example, in Microsoft Outlook, you can set up rules that will allow you to move, flag, and respond to email messages automatically. On the other hand, Gmail lets you create labels to store your emails accordingly.

Note: You can also send and receive file attachments while using an email client. A file can be stored directly on your local computer or just leave them sitting in the application.

Webmail vs. Email Client

Webmail and Email Clients provide the same usage and functionality. Their main difference is that Webmail is accessible through a web browser, while Email Clients are accessible through desktop or mobile programs/apps. Webmail does not download a copy of the emails since they are only viewed or accessed online, compared to an Email Client, where it is downloaded from the server.

Email Client Incoming and Outgoing Protocols

Incoming protocols (like IMAP and POP3) retrieve emails from a server, while the outgoing protocol (SMTP) sends emails from your client to a server for delivery. The incoming protocol you choose determines how your emails are stored and synchronized across your devices. To know more about configuring an email client's email settings, please check How Do I Update the Email Settings in My Email Client?

POP vs. IMAP

POP (Post Office Protocol) - This is a protocol that your email client uses to connect to the email servers to retrieve messages. This type allows you to download messages from our server onto your device. The emails that show up on your email client are basically downloaded copies. Original copies still exist in your mailbox.

Note: This is not ideal for people who use multiple devices to check email because it is a one-way protocol designed to download emails on a single device, which by default deletes emails from the server once downloaded to your device.

IMAP (Internet Message Access Protocol) - This is a protocol that is most commonly preferred by users as it syncs messages across all devices, and it connects to our email server for retrieving messages. This connection type allows you to read messages from our email server without downloading the messages onto your computer. When looking at your email in your email client, you're looking at the original messages that exist inside your mailbox.

Note: This is the modern standard for syncing, and all actions (deleting, moving, flagging) are reflected on the server and all connected devices in real-time.

SMTP

SMTP (Simple Mail Transfer Protocol) - The standard protocol for sending emails from your client to an outgoing mail server. It acts like a digital postman, handling the delivery of your messages across the internet to their final destination.

Note: Without this information, the email client wouldn't know where to send outgoing emails, causing messages to fail thus it is important to know your SMTP address and port number.

Review

After exploring the world of email clients, you now have a solid understanding of how they work, the differences between desktop and webmail clients, and the key protocols that make it work. By choosing the right client and knowing how to configure it properly, you can maximize your mailbox features and your whole experience. Use this knowledge to set up your ideal email environment and improve your overall productivity.

Did you find this article helpful?

Please leave us some feedback so we can improve this article.

* Your feedback is too short