How to Switch from IMAP to POP in Outlook | Save Disk Space

Understanding IMAP vs POP: Which Should You Use?

Before we dive into the technical steps, let’s understand the key difference between these two email protocols:

What is IMAP (Internet Message Access Protocol)?

IMAP keeps all your emails stored on the mail server. This means:

• You can access the same emails from multiple devices (phone, laptop, tablet)
• All your folders, sent items, and drafts sync across devices
• Emails remain on the server until you delete them
• Downside: Uses significant server disk space

What is POP (Post Office Protocol)?

POP downloads emails from the server to your local device:

• Emails are stored on your computer’s hard drive
• Once downloaded, emails are typically removed from the server
• Frees up your hosting account’s disk space
• Downside: Emails are only accessible from one device

When Should You Switch from IMAP to POP?

Consider switching to POP if:

1. You’re running out of server disk space – Hosting packages have limited storage, and email can quickly consume gigabytes of space
2. You primarily use one device for email – If you only check email on your office computer, POP is ideal
3. You want to keep emails indefinitely without paying for more storage – Your local hard drive has far more space than most hosting accounts
4. You’re receiving “mailbox quota exceeded” warnings – This is a clear sign your IMAP setup is consuming too much server space
5. You want faster email access – POP can be quicker since emails are stored locally

Step 1: Backup Your Existing Emails (Essential!)

Before making any changes, you must backup your emails. Switching from IMAP to POP will delete your existing mailbox from Outlook, so this step is critical.

How to Export Emails to a PST File in Outlook:

1. Open Microsoft Outlook
2. Click File in the top menu
3. Select Open & Export, then click Import/Export
4. Choose Export to a file and click Next
5. Select Outlook Data File (.pst) and click Next
6. Select your email account (the top-level folder) to backup everything
   • Make sure “Include subfolders” is checked
7. Click Next, then choose a location to save the backup file
8. Click Finish

Depending on how many emails you have, this process may take several minutes. Don’t interrupt it until the progress bar completes.

Step 2: Remove the IMAP Account from Outlook

Now that your emails are safely backed up, you can remove the existing IMAP account:

For Outlook 2019, 2021, and Microsoft 365:

1. Click File in the top menu
2. Click Account Settings, then select Account Settings… from the dropdown
3. In the Email tab, select your IMAP email account
4. Click Remove
5. Confirm by clicking Yes when prompted

You’ll see a warning that offline cached content will be deleted – this is expected since you’ve already backed up your emails.

For Outlook 2016:

1. Go to File → Account Settings → Account Settings
2. Select the IMAP account and click Remove
3. Confirm the removal

Step 3: Set Up Your New POP Email Account

Now let’s configure your email account using POP protocol. You’ll need your email server settings from your hosting provider.

Adding a POP Account in Outlook 2019/2021/365:

1. Click File → Add Account
2. Enter your email address and click Advanced options
3. Check the box for “Let me set up my account manually”
4. Click Connect
5. Select POP as the account type
6. Enter the following server settings:

7. Enter your email password when prompted
8. Click Connect
9. If the connection test is successful, click Done

Important: Configure “Leave a Copy on Server” Settings

After setting up your POP account, you should configure how Outlook handles emails on the server:

1. Go to File → Account Settings → Account Settings
2. Select your POP account and click Change
3. Click More Settings
4. Go to the Advanced tab
5. Under “Delivery”, you have options:
   • Leave a copy of messages on the server – Uncheck this to free up server space immediately
   • Remove from server after X days – Check this if you want a grace period
   • Remove from server when deleted from Deleted Items – Good for managing space
6. Click OK, then Next, then Finish

Step 4: Restore Your Backed-Up Emails

Now let’s import your previously backed-up emails into your new POP account:

1. Click File → Open & Export → Import/Export
2. Select Import from another program or file and click Next
3. Choose Outlook Data File (.pst) and click Next
4. Click Browse and locate your backup PST file
5. Choose how to handle duplicates:
   • Replace duplicates with items imported
   • Allow duplicates to be created
   • Do not import duplicates (recommended)
6. Click Next
7. Select your new POP account as the destination folder
8. Click Finish

Your emails will now be imported into your new POP mailbox. This may take some time depending on how many emails you have.

Email Server Settings Quick Reference

Here’s a comprehensive reference for common email server configurations:

Frequently Asked Questions

Will I lose my emails when switching from IMAP to POP?

Not if you follow our guide! By exporting your emails to a PST file before making changes, all your emails will be safely backed up and can be restored to your new POP account.

Can I access my emails on my phone after switching to POP?

Emails downloaded via POP are stored only on the device that downloaded them. If you need access on multiple devices, consider using IMAP with regular archiving, or use webmail on your phone for quick checks.

How much disk space will I save by switching to POP?

The savings depend on your email volume. Some clients save several gigabytes by switching to POP, especially if they’ve been using IMAP for years without clearing old emails.

What happens to my sent emails?

With POP, sent emails are typically stored only on the device you sent them from. They won’t sync to the server or other devices unless you configure your email client to save copies on the server (not recommended if you’re trying to save space).

Can I switch back to IMAP later?

Yes! You can remove the POP account and add the same email address back as IMAP whenever you want. However, emails stored locally on your computer won’t automatically upload back to the server.

What’s the difference between POP and POP3?

POP3 (Post Office Protocol version 3) is the current and most widely used version of POP. When people say “POP,” they usually mean POP3. The terms are often used interchangeably.

Why is my Outlook showing “This server requires an encrypted connection”?

This means you need to enable SSL/TLS encryption. Make sure you’re using port 995 for incoming mail with SSL/TLS enabled, and port 587 with STARTTLS for outgoing mail.

Final Thoughts

Switching from IMAP to POP in Microsoft Outlook is an effective way to reduce your server disk space usage while keeping all your important emails safely stored on your computer. While IMAP offers the convenience of multi-device access, POP is the practical choice for users who primarily work from one computer and want to maximise their hosting storage.

Remember these key points:

• Always backup your emails before making changes
• Use secure connections (SSL/TLS) for both incoming and outgoing mail
• Configure your “leave on server” settings to match your storage goals
• Regularly backup your local Outlook data file (PST) to prevent data loss

If you’re an ehost.co.za customer and need help with your email configuration, don’t hesitate to reach out to our support team. We’re always happy to help!