Most of the time, you won’t have to worry about PST and OST files. The contents of an OST, however, are also available on the email server and any other device you use to access your email account. The critical difference between PST and OST files is the contents of a PST are only available in that file. RELATED: How to Set Up a POP3 or IMAP Account in Microsoft Outlook If you’re setting up Outlook on a new machine and connecting to your email account via IMAP or MAPI, all of your emails will be on the server, and they’ll download automatically. Unlike PST files, though, you can’t import an OST file into Outlook-because you don’t have to. OST files automatically synchronize with the email server, as long as you have an internet connection. However, starting with Outlook 2016, the client stores all your emails and appointments from IMAP and MAPI accounts in an Offline Storage Table (.ost) file. Until Microsoft Outlook 2013, PST files were also used for IMAP or MAPI accounts. This makes it ideal for moving your email to a new computer or creating a backup you can save in case your computer crashes or becomes inoperable. If you have a POP account, Outlook stores all your emails and appointments in a Personal Storage Table (.pst) file. POP, IMAP, and PST and OST Files PixieMe/Shutterstock While they do differ, MAPI and IMAP both sync your emails between the client and email server.
It’s also important to note that Microsoft uses Messaging API (MAPI) rather than IMAP for its email accounts. This is why we recommend using IMAP unless you have a specific reason to use POP3. Everything you do with your email is synced if you use IMAP.įor example, if you send an email from your phone, you can look in the “Sent” folder on your tablet, and the email you sent will be there, as well. We now access the same email account on multiple devices and most people have “always-on” broadband or fiber connections, and mobile data. IMAP is much more suited to the modern world. If you delete an email on your computer, it’s also deleted on the email server, and vice versa. Any changes you make in your email client are synced with the server. Internet Messaging Access Protocol (IMAP) is a more modern protocol that downloads a copy of your email from the server to the client on your computer. What Is IMAP? William Potter/Shutterstock
If you delete an email in the email client, nothing happens on the email server, and vice versa. When you use POP, any changes you make in your email client aren’t reflected in the email server.
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