Email in plain language
How email works, how to set it up right, and how not to land in the spam folder.
IMAP vs POP3
IMAP keeps mail on the server — all your devices see the same state. POP3 downloads to one device and removes from the server. Always IMAP today — POP3 is legacy.
What is a mailbox?
Storage on a mail server tied to an address ([email protected]). Mailboxes have a storage limit (10-100 GB with us). Aliases point multiple addresses to one mailbox — handy for info@, sales@, support@.
SPF, DKIM, DMARC — the anti-spoofing trio
- SPF (Sender Policy Framework) — a list of servers allowed to send for your domain
- DKIM (DomainKeys) — a digital signature on outbound mail that recipients verify
- DMARC — a policy: "if SPF/DKIM fail, what should the recipient do?" (reject, quarantine, none)
With all three set correctly: your mail lands in the inbox, not spam. With us this is automatic.
MX records
DNS records that route mail to the right server. Updating during a provider switch = mail starts hitting the new server. Both run in parallel during migration.
How do you avoid the spam folder?
- SPF, DKIM and DMARC correctly configured
- No "salesy spam" language (URGENT, FREE!!!, too many caps)
- Clean subscriber list (honour unsubscribes, remove hard bounces)
- Build sending reputation by mailing consistently, not in spikes
- Test your mails on mail-tester.com
Webmail vs mail app
Webmail works in the browser (no install, available everywhere). Mail apps (Outlook, Apple Mail, Spark, Thunderbird) offer more features and offline access. Both can use the same mailbox.