SMTP, POP, & IMAP Settings for Office 365

Himanshu Goyal    Himanshu Goyal     Updated On - 07 Aug 2019

Office 365 is a cloud platform that businesses use for their day-to-day activities and make their environment more collaborative. The email server of Office 365, namely Exchange Online, is popular among enterprises. Office 365 end users configure their accounts on Outlook to access their mailboxes. The process is similar to web mail users configuring their email accounts like Gmail on email clients like Outlook, Thunderbird, etc. to access their mailboxes on their personal computers. While configuring web mail or Office 365 account on an email client like Outlook, users need to be aware of various settings such IMAP, POP, and SMTP with Office 365.

But, many people often don’t understand the configuration settings of IMAP, POP, and SMTP email servers. So, here we will talk about how SMTP, IMAP, and POP are different from each other, and what are settings of Office 365 and some popular email clients.

SMTP

Known as Simple Mail Transfer Protocol – SMTP— is used for sending out emails from an email client like Thunderbird or Apple Mail to another email server. The primary function of SMTP is entirely different than that of IMAP and POP. SMTP is also used for relaying and forwarding emails from one mail server to another.

The SMTP uses port 25 by default, though it can also use port 587 and 465. The last was introduced as the port of choice for secure SMTP, which is still used by many mail service providers.

POP3

Known as Post Office Protocol – POP– is used for retrieving emails from a mail server to a mail client. POP3 is the latest version that is widely used by most email clients. It supports extensions and several authentication mechanisms. A POP client can retrieve emails in the following manner:

  • Connects with the email server on port number 110 and 995 for SSL/TLS connections
  • Retrieves email messages
  • Deletes copies of the emails stored on the server
  • Disconnects from the server

Also, POP clients are configured to enable the server to continue storing copies of the downloaded messages.

IMAP

IMAP is a more complex protocol, especially the current version IMAP4. The IMAP email clients are equipped with message flags that indicate whether messages are read, replied, or deleted. It even allows users to search against server mailboxes.

The IMAP email server works in the following manner:

  • Connects to the email server with port number 143, and 993 for SSL/TLS connections
  • Retrieves email messages
  • Disconnects after email client app is closed

Note: The emails or messages in IMAP are not deleted on the server.

Configuring IMAP, POP, and SMTP in Office 365

Most users access their Office 365 account via Outlook or Outlook on the web. So, to add any account to Outlook, you’ll need information like the type of account, server names, and the SSL and port settings. Usually, you can get these settings from the email provider, but to make it convenient for you, we mentioned the server settings for most popular email providers along with Office 365.

Email Provider IMAP Settings POP Settings SMTP Settings
AOL (Including Verizon.net) Server: imap.aol.com
Port: 993
Encryption: SSL/TLS
Server: pop.aol.com
Port: 995
Encryption: SSL/TLS
Server: smtp.aol.com
Port: 465
Encryption: SSL/TLS
Gmail Server: imap.gmail.com
Port: 993
Encryption: SSL/TLS
Server:pop.gmail.com
Port: 995
Encryption: SSL/TLS
Server: smtp.gmail.com
Port: 465
Encryption: SSL/TLS
iCloud Server: imap.mail.me.com
Port: 993
Encryption: SSL/TLS
Server:
Port:
Encryption:
Server: smtp.mail.me.com
Port: 587
Encryption: STARTTLS
MSN Server: imap-mail.outlook.com
Port: 993
Encryption: SSL/TLS
Server: pop-mail.outlook.com
Port: 995
Encryption: SSL/TLS
Server: smtp-mail.outlook.com
Port: 587
Encryption: STARTTLS
Office 365 Server: outlook.office365.com
Port: 993
Encryption: SSL/TLS
Server: outlook.office365.com
Port: 995
Encryption: SSL/TLS
Server: smtp.office365.com
Port: 587
Encryption: STARTTLS
Outlook.com Hotmail.com Live.com Server: imap-mail.outlook.com
Port: 993
Encryption: SSL/TLS
Server: pop-mail.outlook.com
Port: 995
Encryption: SSL/TLS
Server: smtp-mail.outlook.com
Port: 587
Encryption: STARTTLS
Yahoo! Server: imap.mail.yahoo.com
Port: 993
Encryption: SSL
Server: pop.mail.yahoo.com
Port: 995
Encryption: SSL
Server: smtp.mail.yahoo.com
Port: 587 or 465
Encryption: TLS/STARTTLS or SSL

Consideration for Choosing Between IMAP and POP

Well, it’s hard to pick one among these for sending and receiving emails. So, many factors are to be considered while choosing between IMAP and POP3.

  • Server Storage Space
  • As IMAP leaves messages on the server; it consumes more storage space as compared to POP3. So, if your server is offering less storage space, then POP3 is a better choice.

  • Access Anytime and Anywhere
  • IMAP enables accessing messages from multiple devices, which means if you have an iPhone, Android phone, a desktop, or a laptop, with IMAP you can read your emails from any of these devices.

  • Synchronization
  • Using an IMAP email server, you can achieve all the synchronization that a user needs with an email account, such as reflecting whatever action you performed on one device.

  • Privacy
  • Privacy is a significant concern for almost every user. Such users often prefer to download all these emails and leave no copies behind on the server. For such users, POP3 is a better option to choose.

These options are enough to tell you which email server is a better option for you. However, if you want to migrate from an IMAP account to Office 365, then you’ll have to take help from a professional tool like Kernel IMAP to Office 365. This tool will help you migrate every single mailbox item from your IMAP account to Office 365.