How Email Servers Work: SMTP, IMAP, POP3 for Developers

Email is one of the oldest and most reliable technologies on the internet, yet it remains a critical backbone for modern applications, authentication flows, notifications, and business communication.

For developers, understanding how email servers work is essential for building reliable systems, debugging delivery issues, and implementing secure messaging workflows.

This article provides a clear, developer-focused explanation of SMTP, IMAP, and POP3 — what they do, how they differ, and how they work together behind the scenes.

The High-Level Email Flow

At a high level, sending and receiving an email involves multiple servers and protocols:

1. A client sends an email using SMTP
2. The message is transferred between mail servers
3. The recipient retrieves the message using IMAP or POP3

Each protocol has a distinct role and was designed to solve a specific problem.

SMTP — Simple Mail Transfer Protocol

What SMTP Does

SMTP is responsible for sending and relaying email. It is used whenever an email leaves a client or moves between mail servers.

SMTP handles outgoing mail — not inbox access.

How SMTP Works

1. The sender’s email client connects to an SMTP server
2. The server authenticates the client
3. The message is accepted and queued
4. The SMTP server looks up the recipient’s MX record
5. The email is transferred to the recipient’s mail server

Common SMTP Ports

• 25 — Server-to-server delivery
• 587 — Authenticated email submission (recommended)
• 465 — Legacy SMTPS (still widely used)

SMTP is designed to be simple and reliable, but it does not provide mailbox access or message storage.

IMAP — Internet Message Access Protocol

What IMAP Does

IMAP allows users to access and manage email directly on the server. Messages remain stored on the mail server and are synchronized across multiple devices.

IMAP keeps the server as the source of truth.

How IMAP Works

• Emails are stored on the server
• Clients fetch headers or message bodies on demand
• Read/unread state is synchronized
• Folders and labels are managed server-side

Common IMAP Ports

• 143 — IMAP (unencrypted)
• 993 — IMAPS (SSL/TLS, recommended)

IMAP is the standard protocol for modern email clients because it supports multi-device access and large mailboxes efficiently.

POP3 — Post Office Protocol v3

What POP3 Does

POP3 retrieves email by downloading messages from the server to a single client, often removing them from the server afterward.

POP3 treats email as a local download, not a synchronized resource.

How POP3 Works

1. The client connects to the POP3 server
2. Messages are downloaded to the local device
3. Messages may be deleted from the server

Common POP3 Ports

• 110 — POP3 (unencrypted)
• 995 — POP3S (SSL/TLS)

POP3 is simple and lightweight but lacks synchronization and server-side management features.

SMTP vs IMAP vs POP3

How These Protocols Work Together

In real-world systems, these protocols are used together:

• Applications send email via SMTP
• Mail servers relay messages using SMTP
• Users read email using IMAP (or POP3)

Understanding this separation of responsibilities is critical for debugging delivery issues and designing reliable email workflows.

Common Developer Mistakes

• Using port 25 for application email submission
• Confusing IMAP/POP3 with SMTP
• Not enforcing TLS encryption
• Ignoring authentication and spam filtering requirements
• Assuming email delivery is instant or guaranteed

Final Thoughts

Email protocols may be decades old, but they remain foundational to modern systems. SMTP, IMAP, and POP3 each solve a specific problem and together form a resilient, globally distributed messaging network.

For developers, understanding how email servers work is not optional — it is essential for building secure, reliable, and scalable applications.