Internet Message Access Protocol (IMAP)

What is IMAP?

IMAP (internet message access protocol) allows a user to access emails from multiple devices as it isn’t actually downloading or storing on the device; instead, it is being read and synced from the email service. IMAP is a recommended method when users need to access emails from multiple devices, such as a phone, laptop and within a recruitment CRM.

IMAP Overview

As an IMAP is typically integrated within recruitment software, it’s worth getting an understanding of its basics:

Email Retrieval: An email client connects to an email server using IMAP, it sends requests to the server to retrieve emails stored in a user’s mailbox. It allows an email program to access remote message stores as though they were local.

Folder Structure: IMAP supports the organisation of email folders on the server, allowing a user to organise messages based on criteria they determine.

Synchronisation: IMAP keeps an email client and a mail server synchronised by tracking the email status and their folders. When changes are made on one device, the imap reflects that on the mail server and on other connected devices.

Message Headers and Bodies: IMAP allows email clients to download message headers, such as the subject, sender, recipient, drafts, trash, etc, and the email bodies/content from the server. This means that users can preview emails and download the full content as needed.

Offline Access: Although IMAP is mostly used when there is internet access, sometimes an email provider will support offline access by caching a copy of the email on a local device, making emails accessible even without a connection. An IMAP server listens and will update the changes once connection is restored.

Benefits of using an IMAP

Utilising IMAP for recruitment helps agencies to enhance their communication, availability, organisation, and streamline their efficiency, making for a better candidate experience and an overall faster recruitment process. But those are only a few of the benefits of introducing an internet message access protocol into your recruitment agency, others include:

Real-Time Access

Imap provides recruiters the ability to access emails instantly from the email server, so they can stay up to date on candidate applications, client contacts, and other important messages in real time.

Collaboration

Imap facilitates collaboration between recruiters and their team by allowing multiple users access to a shared email account, enabling unhindered communication.

Integration

Internet message access protocol can be integrated with other recruitment tools, such as an applicant tracking system, candidate relationship management system, and recruitment management systems, like Eclipse Core Pro. By integrating an email client with a recruitment software, it means that recruiters can sync email messages with candidates, job postings, or client records. Integration streamlines workflow and enhances data management, making it easy for recruiters to perform their duties.

Security

Imap supports authentication and encryption protocol, ensuring the confidentiality and integrity of both email messages and the multiple mailboxes they may reside in.

Flexibility

Internet message access protocol allows for recruiters to be flexible in their working day. They can receive emails from different email clients on multiple devices, such as a desktop computer or a phone while adhering to email protocols. So long as they have an internet connection, they can send messages, receive new messages, and their email history without remaining on a single device.

Where can you find IMAP in use?

IMAP access is commonly used amongst email providers, so it’s likely that you’ve encountered IMAP in your everyday life without knowing it, for example:

Email clients: Microsoft Outlook, Apple Mail and Mozilla Thunderbird.

Webmail Services: Gmail, Yahoo Mail, Outlook.com.

Email App: Gmail app, Apple’s Mail app, Microsoft Outlook app

Corporate Email Systems: Many companies use internet message access protocol for accessing emails from corporate servers. Employees will use IMAP compatible email clients or apps to access their work email accounts from their personal devices.