Archiving email to a local computer or Gmail

[id : 256] [24/03/2016] [hits : 44305]

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Users who manage their mail through the IMAP server, are somewhat limited to the amount of messages they can store on the server. To free up space, they either have to delete messages on the server, or they can download and archive (older) messages to a local computer.

Archiving messages in Outlook and Mac Mail

Users who use Outlook or Mac Mail to manage their messages, can archive older messages by transferring them to "local" mailfolders in their mailprogram. To do so, simply drag the messages in your program from the folder on the server to a local mailfolder on the computer. The messages are now stored on your local computer rather than on the server.

To free up the space on the server, you will have to clean up your mailbox on the server.

To clean up messages in Outlook, choose the tab Folder while in the Mail view and select one of the items in the Purge... submenu. The messages you transferred will now be deleted on the server.

Mac Mail automatically cleans up messages when quitting the program.

Messages that you delete from the server will only be available on the computer you archived them on. Do make sure to make a backup of those archived messages, as they nor a backup won't be available on the server anymore.

Archiving messages in Webmail

Webmail does not have the notion of "local" folders. As a result, you cannot archive messages with Webmail. To free up diskspace, you either have to delete messages on the server directly, or create an IMAP account in a program such as Outlook or Mac Mail to archive messages to offline storage.

Archiving on GMail

f you have a Gmail account, you can use Gmail's Mail Fetcher to download the messages in your Inbox on the university's mailserver into Gmail.

If you wish to transfer messages from mailfolders on the university's mailserver to Gmail, you will have to activate the IMAP access of your Gmail account. Next, make two IMAP mailaccounts in a mailprogram such as Outlook or Thunderbird, one with the VUB settings and one with the Gmail settings. When the accounts have been created, you can drag the contents of your VUB mail folders to your Gmail account.

Peter Van Rossem - helpdesk@vub.ac.be

Hint: By deleting the messages from your Spam folder you can also quickly make a little room on the server.

Note: Messages stored offline are NOT backuped by the Computing Centre, so make sure you make backups of your offline messages yourself!

Purging messages in Outlook 2007/2003: Purging messages can be done from the Edit menu and then selecting the item Purge Deleted messages


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