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If you access Gmail via a phone or email client using POP, you may be frustrated by the fact that any action you take, such as reading, sorting or deleting, doesn’t sync with your Gmail account. You may have read and sorted all your new mail on your phone, for example, but when you log back in to Gmail using a browser, you’re presented with a full inbox of unread messages that you have to re-read and re-organize. What you may not realize is that you have another option that solves these problems: IMAP.

It can be a little confusing to learn about different ways to get email on your phone or in an email client such as Thunderbird or Outlook, but this breakdown of the key differences between POP and IMAP should help you decide which way to go.

There are two ways your devices and clients can communicate with Gmail:

1. A one-way communication path (POP). Your device asks us for data and pulls it from our servers — but that’s it. Things you do on your device have no effect on the server. If you read a message on your phone, then log in to Gmail, you will see that same message marked as unread. It may start to feel like Groundhog Day.

2. A two-way communication path (IMAP). Unlike with POP, your devices talk back to our servers and sync your changes automatically with IMAP. When you sign in to your Gmail account in a web browser, actions you’ve taken on your email client or mobile device (like putting a message in a ‘work’ folder) will also appear in Gmail (your message will already have a ‘work’ label on it). This all happens automatically once you set up IMAP, so you don’t have to read or sort all your mail twice. This is really helpful when accessing Gmail from multiple devices.

Here’s a quick rundown of the key differences between IMAP and POP:

POPvsIMAP

Gmail Now Offers IMAP / Push Email!

Gmail now allows people to connect via IMAP — effectively giving people the “power” to instaneously push Gmail emails to their mobile devices, computer programs, and favorite webmail services. And if you’ve been a regular reader of my blog, you know how much an advocate I am of using Chatter on Palm Treos, using Gmail AND Fastmail.fm. Now that Gmail offers IMAP, you can just drop Fastmail and use Gmail by itself.

Wonderful! I’ve been so looking forward to moving from Fastmail to Gmail.

Here’s how you can set Chatter to do IMAP with Gmail (at least until Chatter is updated to automatically configure Gmail with IMAP):

1. You need to configure Gmail to allow IMAP. Within Gmail on the computer screen, click on “Settings” then the “Forwarding and POP / IMAP” tab. Then click on “Enable IMAP”. (NOTE: if you don’t see this yet, then try logging out and then into your Gmail account. Sometimes this will do the trick. If you still don’t see this, then wait a bit longer …)
2. Within Chatter on your Treo, pull down the top menu and select “New Account”
3. In the “Quick Setup” window, under “Choose the account type …” drop-down menu, select “Generic IMAP Account”
4. You’ll be taken to “Account Definition.” Under the “Define” tab, fill in the following. Name: (type in a nickname for this account); IMAP Server: (type “imap.gmail.com”); Login Name: (type your email address including the “@” — i.e., “johndoe@gmail.com”. If you have a Google App account, use the account domain name and email — i.e., “john@johndoe.com”); Password: (type your Gmail password)
5. Under the “Deliver” tab, make sure the following boxes are checked: “Sync Messages”, “Keep Flags Synced”, and “Use SSL”. Everything else is up to you.
6. Under the “Other” tab, the settings are up to you.
7. Under the “SMTP” tab, and after saying yes to “Do you want to create a SMTP profile?”, set the following: Server: (type “smtp.google.com”); Login Name (make sure your gmail email address is spelled correctly here); Password (type your gmail password); Return Address (same as your gmail email address); Full Name (type whatever full name you want here). MAKE SURE there is a check next to “SSL”.
8. Click on OK.
9. Chatter should now connect to Gmail — and you will now be able to receive and send emails via your Gmail account.

by Sze-jun Tsai, Help Center guru