IMAP Email: Archiving Your Emails Locally To Free Up Mailbox Quota
Archiving email is a way to free up IMAP email server resources. It may become necessary to archive emails if you receive a lot of emails, or if you have had your IMAP email account for a long time.
IMAP email has many advantages over POP3 Email. Many customers choose to use IMAP email because they can access their email on their work PC/Mac, their home machine, their Smart Phone and/or tablet.
IMAP email allows you to access your emails anywhere you have access to a data connection. This is very powerful.
The challenge with email comes when you have a large mailbox. We recommend that you choose one machine where you will archive old or large emails from the IMAP server, to a ‘local archive’.
This will require you to use a PROPER email program, rather than the web based email programs we provide.
Good IMAP email programs include
- Microsoft Outlook – Included in your Office 365 Subscription
- Mozilla Thunderbird – a FREE email client from the people who brought us Mozilla Firefox
There are a number of other advantages to using a proper email program – such as the ability to manage multiple email accounts in a single program, and/or calendaring and note facilities either within IMAP, or integrated (such as OneNote in the case of Microsoft).
How to Archive Email to a Local Folder:
The procedure to archive email from the IMAP server to a local folder is similar for all email programs (and we have provided details of two such programs) – but the basic steps are:
- Open the program
- Make sure you are logged into the email account
- Create a Local Archive/Folder
- Move Emails from IMAP server to the local folder
When you move emails from the server to a local archive, you free up mailbox resources on the server.
Creating a local folder in Mozilla Thunderbird:
- Right-click on Local Folders and select New Folder…
- Give your new folder a name
Select your messages to archive
Right-click and choose
Move To > Local Folders > Your folder’s name
You may also DRAG your emails from the server folder, to your local folder!
Are you sure you are using the right Email Protocol to collect your email?