What Are IMAP Email Clients and How to Back Up IMAP Emails?

Summary

Email clients are used all over the internet for business and professional work. There are many chances that you are using an Email client but you are not aware which one it is IMAP or POP. You can know the type by following any of the simple methods mentioned in the blog. To back up your data the best way is to use the IMAP Mail Backup tool. Although there is a manual method which is also mentioned in the blog there are some limitations of the application.

What is an IMAP Email Client?

IMAP stands for Internet Message Access Protocol. If you have been working on emails for some time, it means you would have heard of this term. It is like a smart mail system. It does not keep emails on a single device. The IMAP lets the emails be stored on the central server. Because of this, you can manage your emails from any device you want. It does not matter if you are using a phone, tablet, or computer; the emails can be accessed from anywhere.

It is just like a library, where the library acts as a server. Logging on to your account is just like checking out which book to read. And if you want to read the same book from a different library which is the device here, you can do it as the book remains in the mail branch which is the server in this case.

Have you noticed how neatly the emails stay in folders and you can mark them too? Well all that is because of IMAP. Actually when we open the email app on whichever device it talks to the server, not to the device. It shows the preview of your emails but only the email downloads the full version when you click on the email. Are you thinking that the process is quite fast? Yes, this process takes place very fast. The email hangs out on the server until it is decided to delete the email.

Difference Between IMAP and POP Email Client

An IMAP email account keeps the email setup on the server rather than downloading from it directly to the device you are using. The change made on one device like if you have read the email, deleted it, or kept it in the same folder will be reflected on all the devices connected to the same IMAP account.

How to Check if Your Email Client is IMAP?

To check which kind of protocol your email client is using you have to follow the steps:

1. Check the Account settings of your Email.
2. Open your email client or app (e.g. Outlook, Apple Mail, Gmail).
3. In the settings section check the account type protocol.
4. If you are using an IMAP account then, IMAP will be mentioned.

If you do not want to get into the steps, then you can simply contact your service provider and ask them the query. Also, if you are making changes to emails on your device those changes are reflected in the other devices. Then you do not want to check it. You are using IMAP.

Need for IMAP Backup

Data loss is very common in the IT environment, it can occur due to many reasons like application crashes, software bugs and compatibility issues. If a program or system crashes it can result in data loss. Harmful software and viruses can corrupt data. There is a malware that encrypts data and demands payment for its release. Moreover, some attackers have unauthorized access to systems, leading to data loss. Also, human error is something that can happen to anyone dealing with a lot of data. This mishandling of data can create a lot of mess. To keep yourself free from such occurrences you should backup your data properly.

Let’s discuss some methods that can be used to backup IMAP data.

Method 1 – Take a Backup of IMAP Email by Using Microsoft Outlook

Microsoft Outlook is one of the most popular email clients used for business and personal use. The tool is used by not only big but also small organizations also. The application is used to manage emails, handle calendars, tasks, etc. Using Microsoft Outlook can improve your day-to-day workflow.

The backup in Microsoft Outlook can be done by using the Import/Export feature. The process of backup by converting OST files to PST Files. If you have attachments in emails you can backup IMAP email locally with attachments also.

Steps to Backup IMAP Emails Using Outlook

1. Open Outlook and go to File tab.
2. From the left side click on Open & Export option.
3. Now, in the options click on Import/Export option.
4. Several options will appear, select Export to a file option.
5. Then choose Outlook Data File (.pst) and click Next.
6. Select the folder you need to back up and enter the destination folder.
7. After selecting the location click Finish.

Limitations of the Manual Method

The manual method for backing up the email might seem free, but it has some problems. Some of the limitations are:

1. It takes a lot of time to get all emails from the server.
2. There are no extra options like filters to choose what you want to save.
3. It might not work for all versions of Outlook.
4. Not easy for someone who is not technically expert.

Method 2 – Take a Backup of IMAP Email by Using a Professional Tool

The Softaken IMAP Mail Backup Tool offers a top-notch solution for securely backing up your IMAP mailbox locally. The tool has advanced features like filtering options, it ensures precision and accuracy in your backups. The tool offers conversion to other formats like PST, MBOX, MSG, PDF, and EML. The graphical interface helps non-technical users easily navigate.

Key Features

1. Backup IMAP emails securely to a local system.
2. Advanced filtering options for selective backup.
3. Export emails to PST, MBOX, MSG, PDF, and EML formats.
4. Easy-to-use graphical interface.
5. Suitable for both technical and non-technical users.

Conclusion

To conclude, IMAP emails are widely used. You may have been using IMAP for a long time but you don’t know about it. In the blog, we have discussed ways to figure out if you are using IMAP email. Although there is a manual method also available, you can use the IMAP Mail Backup Tool. It is the best solution as it offers other options also. You can download the tool from the official website.