All You Need to Know about POP and Exchange Mail

As an employee in an organization or a business owner, people count on email as the primary tool for regular communication. But the email protocol you are using is the best one for your organization?  If you are like most business owners who are in a hurry, then you are not sure about the right email protocols. Understanding the benefits and the cons of different email options is not only confusing but also time-consuming. But, securing the right email protocol is vital for the success of your organization.

Here we have provided an honest appraisal of the top two email protocols: POP and Exchange. Read on to understand the basics of each protocol and find out which one offers the best features for your business required for operating at peak performance. These two mail protocols are the same as both synchronize mail from several devices like smartphones, computers, and tablets. On the surface, they are the same but each one offers unique features. Let’s check it out.

POP (Post Office Protocol)

It was the first email protocol that was universally accepted when the internet became popular in the 1990s. This POP-based mail service is simple – your email client such as Thunderbird, Apple Mail or Outlook connects to the mail server and then the emails are directly downloaded to your system. From the mail server, the downloaded mail is then deleted (although most of the clients have the option for preventing this).


  • It is quite cheap and no need for licenses.
  • It is universally adopted and virtually supports all devices
  • Simple for implementing and configuring


  • After a message is downloaded from the server, the message gets removed from the server (if you are saving the messages to the server, you may download the same mail several times)
  • After a message is sent, there is no availability of server copy
  • If you are accessing the mail on a different device, you will see different mails depending on what has been downloaded to that particular device.
  • No settings for organizing your inbox. The only folder is your inbox.
  • It is largely obsolete and no major update since 1988.

Exchange Mail

You need to purchase server or user licenses. Traditionally this email protocol is focused on enterprise level consumers and provides all the features of POP but also have other features for helping organizations and businesses for better collaboration among staff and employees. Features like shared file storage shared address calendars and books and integration with other products like Office and SharePoint.


  • Email can be synchronized – Rather downloading an email, a copy will be created on your device while the original one stays on the server.
  • Folder support for organizing mails
  • You can purchase a per-server or per-user license to help scale cost.
  • Offers multiple collaborative tools for enabling employees for sharing resources like documents and calendars
  • Native integration feature with most of the Microsoft products.


  • It is expensive as server and user licenses cost thousands of dollars annually
  • Your server will not be upgraded for free on Exchange. Every one to three years, a new version is released in the market and you have to buy new licenses for using it.
  • An expert an only set up and provides maintenance for your Exchange.

An employee working in a team environment and need collaborative tools like shared file storage, shared calendars and contacts must use Exchange Mail. It also provides organizations to have entire control of the mail server. Companies with technical expertise who can manage and maintain should use this mail protocol.

There is always a right email system available for your depends but it depends on how you are doing business, with whom you are doing business and what are your specific needs. Working with top security firms that have expertise in POP and Exchange will help you in developing the right email system for your business. For a successful business, you should consult dedicated and experienced security experts who provide updated email protocols for your exchange mail or POP service. They also ensure that your outbound and inbound emails are safe and the data that is enclosed is secure.

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