How users read mail.
WHAT THE TWO APPROACHES ARE
One downloading messages and typically removing them from the server One keeping messages on the server, synchronised across devices
WHAT TO RECOMMEND
The second, for anyone using more than one device.
WHY
The first produces reports of mail disappearing from other devices.
WHAT THE SECOND PROVIDES
Server-side folders
State synchronised: read, flagged, deleted
Searching on the server Partial message retrieval
WHAT THAT MEANS FOR STORAGE
Mail accumulates on the server, and quotas matter.
WHAT TO CONFIGURE
Quotas, with warnings before they are reached.
WHY WARNINGS
A full mailbox rejects incoming mail, and users do not notice until someone complains.
WHAT MODERN ALTERNATIVES EXIST
Web-based access Protocols designed for efficient synchronisation on mobile
WHAT TO ALWAYS REQUIRE
Encrypted connections, on every access protocol.
WHAT TO DISABLE
Unencrypted variants entirely.
WHAT CAUSES MOST CLIENT SETUP FAILURES
The username not being the full address Outgoing authentication not enabled The wrong port or encryption setting
WHAT TO PROVIDE
Autoconfiguration, so clients set themselves up.
