Google limits how many of these you can do at once (no more than 3 a day), so you might need to do this over a few days. ![]() Archive-2012) to prepare an archive file. Using Google Takeout, choose Gmail as the product for your archive, and then select your archive label (e.g. Note this search will include your inbox and sent mail between those dates. This is the search string to use to search all your emails in 2012 (you can simply change the 2012 to different years to set up your other labels): Click the Labels icon and Create New – create the label for your archive (for example: Archive-2012). ![]() Click the ‘Select all messages that match this search’.Tick the checkbox at the top of the results to select all results in the page.Using the Gmail search box, enter your search string (see below).It takes only a few minutes to label all your emails for your Gmail archive groups – a yearly archive worked well for me: Gmail with your own domain name) Prepare for archiving with Gmail labels And note when I refer to Gmail, this applies to Google Apps for Work (ie. Here are the steps I used to set this up. No need for email forwarding as you can read multiple accounts from the one location. This gives you a ‘live’ IMAP account that is small enough to work efficiently with IMAP, with mail history available in local folders right alongside. delete your archived mail messages to get your main Gmail mailbox to a manageable size.create labels to archive chunks of your mail history to the portable.The key components for this approach are Postbox (a $10 mail reader for Mac and Windows) Google Takeout and the portable. I have archived my older Gmail messages to a local folder, and can access them from my desktop mail client, alongside the rest of my active IMAP email.Īnd this makes IMAP well and truly workable, even if you have very large mail accounts with GBs of history. But I did figure out a way to use IMAP day to day. Maybe one day, I figured, I’d be able to find an IMAP email reader that didn’t choke on large mailboxes … Great IMAP mail readers are out there, and getting better all the time. Like a unified inbox for example (use one mail reader to read/reply to messages from multiple mail accounts). While Gmail’s web interface works well enough, there are enough gaps that have kept me on the lookout for a better option. So if you use email on more than one device and want to stay sane, you should use IMAP or keep it simple with webmail. If you use IMAP, your view of read/unread emails will stay synchronised across your desktop, laptop, tablet and phone. In practice, what you need to know is that when you install a mail reader like Apple Mail or Outlook, you have to use Account Setup to connect to your mail server via either POP or IMAP. ![]() IMAP? Don’t worry about what it stands for. But the process inevitably choked up due to the accumulated GBs of mail history in my main mailbox. On a few occasions I’ve tried to set up a mail reader using IMAP, such as Apple Mail, Outlook, Airmail or other boutique mail clients. I’ve used Google Apps (Gmail with your own domain, if you like) via the web interface for many years now.
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