How to Change Outlook Email Account from IMAP to POP3?

IMAP vs. POP3 - Differences

Why Change Outlook IMAP to POP3?

Various needs make users switch from IMAP to POP3 servers. Some of the specific reasons are mentioned below:

• POP3 downloads emails to the system thus allowing offline access to the data.
• It requires limited internet connectivity and frees up extra server space.
• Also, it deletes sensitive data from the server for security reasons, if not required for longer period.
• Moreover, it is beneficial for single-device users to manage their Outlook data effectively.

How do I Change from IMAP to POP3 in Outlook?

Outlook’s Auto Account Setup tries to set up your mail account as an IMAP profile. So when your mailbox is compatible with both IMAP and POP3 servers, then it sets up as an IMAP Account. Although you cannot straightforwardly "migrate" your current IMAP account to a POP3 account. It is still an easy migration process following the right steps. Below mentioned is a manual way and a professional tool to help you switch from IMAP to POP3.

Manual Approach to Change Outlook IMAP to POP3

This method includes four crucial steps to successfully migrate between servers and switch the email protocols. Follow the steps below:

Step 1: Include your POP3 Email account in Outlook

• For version 2007: Go to Tools > hit Account Settings > tap New.
• For versions 2010, 2013, 2016, and 2019: Redirect to the File menu > go to the Info tab > tap Account Settings > hit Account Setting > and press New.
• Outlook being part of Office 365: The new setup wizard doesn’t allow you to include the same account more than one time. However, you can use a Mail application.

1. First, move to the File menu > tap Info > hit Account Settings > press Manage Profiles.
2. Secondly, exit the Outlook application.
3. Thirdly, in the following dialog box, opt for the Email Accounts option.
4. In the end, under the Email section, hit the New button.

You can try using the "Auto Account Setup" wizard where you need to enter your credentials. Besides, MS Outlook will try to locate the settings required for your account. If this idea fails or if it locates the IMAP settings. Then, you can simply tap the "Manually configure server settings or additional server types" alternative.

While configuring the POP3 account using manual instructions, make sure you have all the required details ready. You can ask your email service provider for the required settings if you don’t have one.

Step 2: Change Outlook IMAP to POP3

• To migrate your emails, simply pick the messages or folders that you wish to store in your POP3 mailbox. Additionally, generate a replica, use the Shift command, or try the drag & drop method.
• If you choose to drag & drop emails or folder options by using the right-click. Then you’ll get an option to either shift or replicate the chosen items.

Note: You cannot forward or duplicate the Inbox or Sent Items folders since these are crucial folders. To move these inbox items, you may have to choose the specific messages rather than picking the whole folder.

Step 3: Outlook 2016 Export Rules as Text (Optional)

When you have message rules set in your IMAP profile and want to utilize them in your POP3 account too. It is suggested to migrate your rules before eliminating your IMAP profile. To do so,

• First, for setup, the rules can be deleted for a specific account, when it is removed.
• Secondly, if you import them once and later realize that emails are missing. Then, try to import them again.
• After importing the message rules, you must reselect the folder for any rule using the "Move to folder" option.

Step 4: Remove the IMAP account from the Outlook App

After all your data has been replicated to the POP3 inbox, you can securely eliminate your current IMAP profile. This can be done with the help of the Account Settings wizard.

1. In Outlook, set the PST file of POP3 as a default setting before removing the IMAP profile.
2. You can configure this on the "Data Files" section, by tapping your POP3 mailbox store (pst-file). And later, hitting the "Set as Default" button.
3. After replacing your default inbox settings from IMAP to POP3, you must reopen the Outlook application.
4. Now, after relaunching the Outlook profile, return to the Account Settings dialog box and eliminate the IMAP account.

Note: This marks the end of the manual method to change Outlook IMAP to POP3. However, this method is complex and tricky. Also, it requires technical expertise to avoid the risks, because there are high chances of human error and data loss.

Automated Approach to Backup IMAP Email Data

To avoid the limitations of the manual method, backup your IMAP emails using the SysInfo IMAP Backup Tool. It is indeed proficient and claims 100 % secure conversion without data modification. This software has various features like a date filter, naming convention, options to manage attachments, etc. Additionally, it has some unique features, such as:

• Transfers IMAP Emails to several email clients like Gmail, Office 365, etc.
• Converts IMAP inbox items to PST, PDF, MSG, MBOX, and other file formats.
• Allows migrating single and batch files with large attachments at once.
• Also, download IMAP mailbox contacts to CSV format.

Step-by-Step Process to Backup IMAP Emails and Other Mailbox Items

1. Install and run the software as an administrator on the Windows system.
2. Choose either: Single Mode or Batch Mode to access IMAP accounts.
3. Then, input the required account credentials and hit the Login button.
4. Further, select mailbox items to convert from the tree format. Click Next.
5. Afterward, select the desired file format or POP3 email client from the options to save.
6. Hit the Dest. Path button and browse and select a desired path to save.
7. Then, press Next and choose the additional filters to apply to an output file.
8. At last, click Convert to initiate the process. Once it is done, hit OK.

Conclusion

The article suggests relevant techniques to resolve the query "how to change Outlook IMAP to POP3" effortlessly. However, a manual approach might sometimes not provide the desired outcome. On the other hand, the automated approach is specifically designed to meet user demands. It is easy to use and provides secure data transfer. Choose your method wisely to avoid any unexpected issues that may result in permanent data loss.