In a previous article we spoke about the differences between the POP and IMAP protocols for email. To dig deeper into the benefits of a solution such as Gmail, we first want to examine common problems that businesses run into when utilizing POP email.
POP Email Solutions
While on their face value, having your email completely stored on your device may seem like a feasible solution, but in reality, there are various vulnerabilities to these solutions. Due to the nature of POP, and the way it stores all of your information on one device (even if it communicates with a server, like Hotmail) your email messages are stored on the device you downloaded them to. Meaning if you lose that device, you have the potential to lose all of your email messages forever.
In the business world today, email is often more than just your messages. Most people sync their calendars, contacts, mail, and more to their phones. With POP solutions, even if there is some level of those features, they do not sync across devices. That means that every time you delete a message on one device, you will have to repeat this process on any other device you use to view your email.
If the computer where you store your mail at crashes, you will lose all organization that you have applied to your messages, such as the folders and rules you set up through your mail client. Additionally, when you restore your files (assuming it is a POP solution that is connected to a server from a provider) you will have to download all the messages again to have access to them.
Why Is Gmail Better?
Gmail utilizes multiple protocols, including; IMAP, the option to utilize POP solutions (where you can download messages to a device) m.google.com and SMTP which will allow your email to work like an exchange server.
Sync and Security Features
Most business email users tend to have a smartphone, so they can access their email as well as other features while on the move. Gmail allows you to sync all of your contacts (both personal and business contacts through Outlook), calendars, and email. What this means is that if you make a change to any of these things on any device, google will sync the information across any device you login to. There are ways to securely backup and maintain all of your organization, and information because it is stored on a server. Regardless of what happens to any device you use for email, you always have the ability to login anywhere and see the same data you do on any other device.
Due to encryption and authentication, your data is always secure, and you own and control all of your information.
With Gmail, you also have access to business applications such as their documents, spreadsheets, presentations and more that you can share with your coworkers to collaborate, even when they are not in the office. Once again, with the security of knowing your work is secure and backed up in the event that anything happens to a computer or mobile device you are utilizing. You can access your data anywhere, anytime, so long as you have your login credentials.