Mail synchronisation

Mail synchronization, also known as email synchronization, is the process of keeping multiple devices or applications in sync with each other, ensuring that emails, contacts, calendars, and other data are up-to-date and consistent across all devices.

Here are some common scenarios where mail synchronization is used:

  1. Multiple devices: Synchronizing email accounts across multiple devices, such as a desktop computer, laptop, tablet, and smartphone, to ensure that emails are accessible and up-to-date on all devices.
  2. Webmail and desktop clients: Synchronizing email accounts between a web-based email service (e.g., Gmail, Outlook.com) and a desktop email client (e.g., Microsoft Outlook, Mozilla Thunderbird).
  3. Mobile devices and email clients: Synchronizing email accounts between a mobile device (e.g., iPhone, Android) and an email client (e.g., Microsoft Outlook, Apple Mail).
  4. Cloud-based email services: Synchronizing email accounts across multiple cloud-based email services, such as Google Workspace (formerly G Suite), Microsoft 365, or Zoho Workplace.

Mail synchronization typically involves the following steps:

  1. Authentication: The device or application authenticates with the email server or service using a username and password.
  2. Data retrieval: The device or application retrieves the email data (e.g., emails, contacts, calendars) from the email server or service.
  3. Data synchronization: The device or application compares the retrieved data with the local data and updates any changes, ensuring that both the local and remote data are consistent.
  4. Data storage: The updated data is stored locally on the device or application.

Mail synchronization protocols and technologies include:

  1. IMAP (Internet Message Access Protocol): A protocol used for retrieving and managing email messages on a remote server.
  2. POP3 (Post Office Protocol version 3): A protocol used for retrieving email messages from a remote server and storing them locally.
  3. SMTP (Simple Mail Transfer Protocol): A protocol used for sending and receiving email messages between servers.
  4. Exchange ActiveSync: A protocol used for synchronizing email, contacts, and calendars between devices and Microsoft Exchange servers.
  5. CalDAV (Calendar Data Access Protocol): A protocol used for synchronizing calendars between devices and servers.
  6. CardDAV (vCard Data Access Protocol): A protocol used for synchronizing contacts between devices and servers.

Mail synchronization is essential for maintaining a consistent and up-to-date email experience across multiple devices and applications. It ensures that users can access their email, contacts, and calendars from anywhere, at any time, and stay productive and connected.