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Having a Backing Up of your Data is Important

As we rely heavily on our emails & files on our computers it is extremely important to our business & personally to have a back up. A trogan or virus on your system can cause huge grief, then when the system is restored by your IT Guy, did we loose it all?mail server multiple devices

When you set up an email address like yourname@yourdomain.com.au you can set it up 2 different ways.

1/ A POP Account where the emails are downloaded onto your hard drive from the mail server.
2/ The other is a IMAP Account were the emails are viewed from your computer phone etc however they stay on the mail server until they are deleted.

Those who use the email hosting service for their domain with us can set their emails up either as a POP or IMAP however the IMAP will require more space on the mail server over time.

This article will focus on Email Back Up Solutions, here are a few suggestions of cloud email hosting options.

  1. A basic (& free) option is having a Gmail account & saving emails into folders set up in your email program, like Outlook. This way you have those emails saved in folders that are not sitting on your computer, rather sitting on Google in Gmail, however still easy to access in Outlook & not taking up extra space on your mail server.
  2. Google Apps for Work from $5 per month: https://apps.google.com.au/intx/en_au/pricing.html
    Google Apps for Work includes:
    – Business email addresses (name@yourcompany.com)
    – Video and voice calls
    – Integrated online calendars
    – 30GB of online storage for file syncing and sharing
    – Online text documents, spreadsheets and slides
    – Easy to create project sites
    – Security and admin controls
    – 24/7 phone and email support
  3. Microsoft Office 365 from $7 per month: https://products.office.com/en-au/business/compare-office-365-for-business-plans
    Online versions of Office with email and video conferencing
    – Email with 50 GB mailbox
    – 1 TB file storage and sharing
    – HD video conferencing
    – Office Online
  4. Hosted Security by Trend Micro from $450 for 2 years for 5 user licence: http://www.trendmicro.com.au/au/sb_store/bss/index.html
    Worry-Free Business Security Services protects against viruses, dangerous websites, and other threats. As a cloud-based (hosted) service, it requires no server and no maintenance. It is a snap to install and easy to manage.

 

 

 

We are offering *FREE Website and Mail Server Hosting when;

Free Website Hosting

  • You become a new website client of Find Net Solutions
  • You refer a new website client to Find Net Solutions

Find out more ….

See recently completed clients website

* Free Hosting refers to Business Hosting by Find Net Solutions for a period of 12 months

Find out more ….

 

 

Email Setup Options: IMAP versus POP

Most email providers offer two ways to setup your email IMAP and POP. The most well-known and up until now the most popular is POP (Post Office Protocol) and the other is IMAP (Internet Message Access Protocol).  Below is a  breakdown of what POP and IMAP can and cannot do for you and the benefits of using one over the other on your devices when you are getting, saving, replying and sharing emails between advice’s.

Note: Most email clients today now automatically set up your emails on the device as IMAP.  Whereas in the past you chose either POP or IMAP in the set up process.

POP (Post Office Protocol)

The POP method push messages to a device (computer, phone) and they sit there on your device. Depending on your email setup depends on how this really works. Basically all emails get delivered to all of your devices and you deal with messages on each and every device.

pink down arrowsSo POP is a one-way email street, from the mail server to your device where it is kept on your hard drive or hard drives if using multiple devices.

This means with POP email setups reply emails from an account are NOT reflected on any other device you have.

However POP emails are backed up only as far back as the storage capacity of your email account and/or your own computer’s hard drive or backup.

With POP email set up, loosing your computer’s data means, then you’ve lost your emails

The advantage of POP is that you don’t need a large mail server as the server only holds your emails until you open your email client on your device and then you download to your hard drive.

IMAP (Internet Message Access Protocol)

IMAP is for email users that like their email to be “the same” across all devices, IMAP is the sure-fire way to go.

pink up down arrowIMAP keeps your email client synced with the email server. If you delete an email in the inbox, it deletes it across all devices. This method is helpful when trying to manage large volumes of email and when replying from various devices throughout the day.

Better yet with IMAP, you can create folders using the IMAP account and they will sync across all devices keeping all of your email with you at all times. IMAP is a two-way street. Users on an Exchange Server have the same functionality as IMAP accounts.

POP is recommended over IMAP when a users is a heavy email users, someone that keeps all old unnecessary email that don’t require the dynamics of IMAP. Sometimes IMAP is the ONLY option an email provider offers.

However, one may choose to use POP over IMAP if s/he wants an original copy of every incoming message s/he gets on every device s/he owns.

Why should someone using POP convert to IMAP? Someone who uses multiple devices to check, respond to and send emails would benefit greatly from IMAP due to its cross-device access. No matter what device you are on you can see your email in the same way. You can still have computer-based folders for emails that don’t need to sync across all devices if storage is an issue.

The disadvantage of IMAP is – the mail server size required is much much larger that required by POP emails (and can be more expensive for domain email users eg name@mybusiness.com.au) than POP users. This is amplified by lazy users that don’t sort and delete old unwanted emails.