How can I access my student email via POP or IMAP?

POP and IMAP are both protocols that allow you to access (for example) your Florida Tech email from your home computer.  The main difference between the two is that if you use POP ( POP3), your computer will download all of your email to your computer. If you use IMAP, your email remains stored primarily on the mailhost server. So, if you save all of your email you may want to use POP. If you check your email from multiple locations, you may want to use IMAP.

What are the benefits and drawbacks of POP and IMAP?


  • Once you've downloaded it, the email is stored on your computer, not on the campus server.
  • You can store as much email as your computer can hold - you won't be limited by campus quotas.
  • You will only be able to see emails you've already downloaded on that one computer.
  • You won't be able to access previously downloaded emails on any other computer, nor via webaccess.


  • You must enable IMAP on your account.
  • Your email will stay on the campus server.
  • You will be limited by campus email quotas.
  • You will be able to access your emails from any number of configured computers, and via webaccess.
  • A copy of your email is still stored locally, so you can still view old emails while not connected to a network.

While there are other distinctions, the main considerations you should make are: Do I save all of my emails? If so, you may want to use POP. Do I need to access my email from several different computers/locations? If so, you may want to use IMAP.

These instructions and general settings are used to retrieve campus email via a mail client application, such as Outlook, Thunderbird, or Mac Mail.  Choose the set of instructions that apply to the type of account you have.

Enabling IMAP for Gmail

1. IMAP needs be enabled from within the Gmail email account settings. Log in                               to

2. Click on the gear in the top right hand corner, then choose Settings.










3. Then click on Forwarding and POP/IMAP, and click on the dot for Enabel IMAP.

Email Accounts on Gmail

  1. Start Mircosoft Outlook. Make sure Yes is selected on the "Account Configuration" window and click next.
  2. Enter your first and last name, your student email address and password. Make sure you select "Manually Configure server settings or additional server types".

Your email address is your tracks ID followed by Email and Password, Select Manually configure server settings 

  • Your account name is your tracks ID followed by
  • Your password is your Google Apps password.  Which must be set separately from your TRACKS account by selecting Google Password from the drop-down box in the password change tool.
  • You will have to decide if you want to use POP or IMAP.

3. Select "Internet E-mail" and click next.

Connect to POP or IMAP

4. Enter your first and last name, your student email address in User Information . Enter the following Incoming and Outgoing mail server information. Finally, enter you student email address and password in "Login Information".

5. Select "More settings ..." and in the "Advanced" tab enter the following port information. Select SSL for IMAP and TLS for SMTP in the drop down menus.
  • For POP, the incoming server is port 995. *
  • For IMAP, the incoming server is port 993. *
  • The outbound server is port 587.
Input Incoming and Outgoing server and encryption connections  
6. Navigate to the "Outgoing Server" tab and check the box at the top for "My outgoing server (SMTP) requires authentication" and click OK.
Check (My outgoing server) for SMTP authentication


7. Enter your user name and password for the follwing server in the new window and click OK.


E-mail login window

Tags: email, exchange, gmail, google, mailhost, setup
Last update:
2016-06-23 13:24
Frank Ciardullo
Average rating: 2.6 (25 Votes)

You can comment this FAQ

Chuck Norris has counted to infinity. Twice.

Comment of Zahid:
it doesn't work. Keeps asking for username/password and then fails
Added at: 2017-01-21 15:20

Comment of Samuel Wright:
One step missing: In google account, go to your account > Sign-In & Security. Turn ... show moreon "Allow less secure apps"
Added at: 2017-05-15 08:22