understanding email
Email has been around for decades, but the way we use it has changed dramatically over the years.
Many people still use the same email address they created 20 or 30 years ago, and that's perfectly fine. However, the way that email is accessed today is quite different from when most people first started using it.
Understanding a few simple concepts can make changing computers, using multiple devices, or helping family members much easier.
your email address
Your email address (for example john@example.com) is simply your address on the internet.
Just like your home address identifies where your mail should be delivered, your email address tells other people where to send your messages.
Many people use email addresses provided by large companies such as:
• Xtra
• Gmail
• Outlook.com or hotmail.com
• Yahoo
• iCloud Mail
Others use a custom domain, such as:
• john@smithfamily.nz
• suzanne@solved.net.nz
Although these look different, they are often still hosted by companies such as Google or Microsoft behind the scenes. The domain name is simply the part after the @ symbol, while the actual email service is provided by the hosting company.
Changing computers does not mean you have to change your email address.
Likewise, if your email is hosted by Google or Microsoft, you can continue using the same address even when you replace your computer or phone.
your mailbox
Think of your mailbox as a secure letterbox that lives on your email provider's servers.
When someone sends you an email, it arrives in that mailbox—not on your computer.
Your computer, phone or tablet simply connects to that mailbox so you can read your messages - you can use a mail client or webmail to access your mail, these options are discussed below.
mail clients
A mail client is simply the program or app you use to read your email. This might be on a phone, a computer or tablet.
Common examples include:
• Microsoft Outlook
• Apple Mail
• Windows Mail
• Thunderbird
• Gmail app
• Outlook app on your phone
These programs don't necessarily store your email permanently—they simply display what's in your mailbox.
You can use different mail clients on different devices while still seeing the same emails.
webmail
You don't actually need a mail program at all.
Most email providers offer webmail, which allows you to read your email using an internet browser.
Examples include:
• Gmail
• Outlook.com
• Xtra Webmail
• Yahoo Mail
• iCloud Mail
The advantage of webmail is that you can usually access your email from almost any computer without installing anything.
Even if your own computer stops working, your email is often still available by signing in through your provider's website.
pop & imap
There are two common ways that a mail program connects to your mailbox.
POP (Older Method)
POP (Post Office Protocol) was very common many years ago.
With POP, your computer downloads emails from your mailbox onto that one computer.
Traditionally, the emails were then removed from the mailbox, although many modern POP accounts leave a copy on the server for a period of time.
POP worked well when most people only had one computer and when mailboxes were small and weren't able to hold large quantities of emails
However, today it can create problems because:
• emails may only exist on one computer
• your phone and computer don't stay synchronised
• changing computers can be difficult
• old emails can be trapped on a computer that no longer works
Many long-time Xtra users still have POP configured because that was the standard when their account was first created.
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IMAP (Modern Method)
IMAP (Internet Message Access Protocol) works differently.
Instead of downloading everything onto one computer, IMAP keeps your mailbox on the server.
Your devices simply display the contents of that mailbox.
If you read an email on your phone, delete one on your laptop, or create a folder on your tablet, those changes appear on all your other devices as well.
Everything stays synchronised.
For most people, IMAP is now the recommended way to access email.
why imap makes life easier
Using IMAP means you can:
• read the same emails on your computer and phone
• keep your Sent Items synchronised—send an email from your phone and it will also appear in the Sent Items folder on your computer (and vice versa)
• keep your folders synchronised, so any folders you create are available on all your devices
• replace a computer without losing your mailbox - you mailbox is backed up automatically
• access your email while travelling
• recover more easily if your computer fails
• keep all your devices in sync automatically
For anyone using more than one device, IMAP is usually the best choice.
moving from pop to imap
f you've been using the same email account for many years, there's a good chance it's still set up as a POP account. The good news is that it can usually be changed to IMAP.
Many people worry that changing the way their email works means losing years of messages. That's a perfectly reasonable concern—but with the right approach, it doesn't have to happen.
I've migrated many, many, email accounts from POP to IMAP over the years, particularly when helping clients move to a new computer. The process takes a little planning, but when it's done properly, your existing emails, folders and history come with you - I've never spilled a drop!
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If you're unsure whether your email uses POP or IMAP, or you're replacing your computer and want to make sure everything comes across safely, I'd be happy to help.
what happens when you buy a new computer?
If your old computer uses IMAP, setting up the new one is usually straightforward.
You simply sign in to your email account and your folders, messages and recent email appear automatically.
If your old computer uses POP, your emails may only exist on that one machine.
Extra work may be needed to transfer years of messages across to your new computer.
This is one of the most common issues I encounter when helping clients move to a new computer.
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If you're still using a POP email account and you're planning to replace your computer, it's worth asking whether now is the right time to move to IMAP.
The change is a one-time process, but it can make your email much easier to manage for years to come.
technology planning
Email has become one of the most important parts of our digital lives.
It often contains:
• bills and invoices
• banking notifications
• online shopping receipts
• travel bookings
• family correspondence
• password reset links
For this reason, your email account should always be included in your Technology Plan.
Make sure you record:
• your email address
• which company provides your email
• how you normally access it
• where your important emails are stored
If someone needs to help you in the future, understanding your email setup can save many hours of frustration.