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Simple Mail Transport Protocol (SMTP) is a standards-based protocol used for transferring messages and is the primary mechanism that Internet-based and intranet-based e-mail serv ers use to transfer messages. It s also the mechanism that Outlook uses to connect to a mail server to send messages for an Internet account. Therefore, SMTP is the protocol used by an Internet e-mail account for outgoing messages. SMTP operates by default on TCP port 25. When you configure an Internet-based e-mail account, the port on which the server is listening for SMTP determines the outgoing mail server setting. Unless your e-mail server uses a different port (unlikely), you can use the default port value of 25. Post Office Protocol 3 (POP3) is a standards-based protocol that clients can use to access messages from any mail server that supports POP3. This is the protocol that Outlook uses when retrieving messages from an Internet-based or intranet-based mail server that supports POP3 mailboxes. ISP-based mail servers invariably use POP3, as do other mail servers. For example, CompuServe Classic provides POP3 support, allowing you to retrieve your Com puServe mail through Outlook. Exchange Server also supports the use of POP3 for retrieving mail. POP3 operates on TCP port 110 by default. Unless your server uses a nonstandard port config uration, you can leave the port setting as is when defining a POP3 mail account. Figure 1-12 shows the Internet E-Mail Settings page, which you use to configure the incoming and outgoing mail server settings for an Internet mail account. Click More Settings if you need to change port settings for the account.
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To learn how to set up an Internet e-mail account for an SMTP/POP3 server, see Using Internet POP3 E-Mail Accounts, page 147. To learn how to add the account and configure advanced properties, such as SMTP or POP3 port assignments, see Configuring Advanced Settings for Internet Accounts, page 153.
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Part 1: Working With Outlook
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Figure 1-12. Use the E-Mail Accounts Wizard s Internet E-Mail Settings page to configure incoming and outgoing mail server settings.
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Like POP3, Internet Message Access Protocol (IMAP) is a standards-based protocol that enables message transfer. However, IMAP offers some significant differences from POP3. For example, POP3 is primarily designed as an offline protocol, which means you retrieve your messages from a server and download them to your local message store (such as your local Outlook folders). IMAP is designed primarily as an online protocol, which allows a remote user to manipulate messages and message folders on the server without downloading them. This is particularly helpful for users who need to access the same remote mailbox from mul tiple locations, such as home and work, using different computers. Because the messages remain on the server, IMAP eliminates the need for message synchronization.
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Keep messages on the server You can configure a POP3 account in Outlook to leave a copy of messages on the server, allowing you to retrieve those messages later from another computer. To learn how to configure a POP3 account, see Using Internet POP3 E-Mail Accounts, page 147. IMAP offers other advantages over POP3. For example, with IMAP you can search for messages on the , server using a variety of message attributes, such as sender, message size, or message header. IMAP also offers better support for attachments, because it can separate attach ments from the header and text portion of a message. This is particularly useful with multipart Multipurpose Internet Mail Extensions (MIME) messages, allowing you to read a message without downloading the attachments so that you can decide which attachments you want to retrieve. With POP3, the entire message must be downloaded.
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Part 1: Working With Outlook
Microsoft Office Outlook 2003 Inside Out Security is another advantage of IMAP, because IMAP uses a challenge-response mechanism to authenticate the user for mailbox access. This prevents the user s password from being transmitted as clear text across the network, as it is with POP3. IMAP support in Outlook allows you to use Outlook as a client to an IMAP-compliant e-mail server. Although IMAP provides for server-side storage and the ability to create additional mail folders on the server, it does not offer some of the same features as Exchange Server or even POP3. For example, you can t store nonmail folders on the server. Also, special folders such as Sent Items, Drafts, and Deleted Items can t be stored on the IMAP server. Even with these limitations, however, IMAP serves as a flexible protocol and surpasses POP3 in capabil ity. Unless a competing standard appears in the future, it is possible that IMAP will eventually replace POP3. However, ISPs generally like POP3 because the users e-mail is moved to their own computers, freeing space on the mail server and reducing disk space management prob lems. For that reason alone, don't look for IMAP to replace POP3 in the near future.
For information about other advantages and disadvantages of IMAP and how they affect Outlook, see Using IMAP Accounts, page 155. For additional technical information on IMAP, to go http://www.imap.org.
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