Professional Documents
Culture Documents
Important! This document is protected by copyright. You are welcome to distribute this document, however you are not allowed to modify it in any way.
Table of Contents
1 Introduction................................................................................................................................... 8
1.1 Who can use these guides?............................................................................................... 8 1.2 How to use this document................................................................................................. 9
2 Getting Started.......................................................................................................................... 12
2.1 Try before you decide...................................................................................................... 12 2.2 The example used in the guide.......................................................................................12
5 Setting up Gmail for multiple email addresses...................................................................49 6 Setting up Windows Live Mail for multiple email addresses...........................................51 7 Optimize your settings............................................................................................................. 53
7.1 7.2 7.3 7.4 7.5 7.6 7.7 Downloading emails for offline use..................................................................................53 Deleting messages and the Gmail All Mail folder.............................................................55 Using the Gmail Spam filter for all your messages..........................................................56 Why is my unread count different in my email client and on Gmail?...............................56 Storage space on Gmail.................................................................................................. 56 Turn off your old email and stay with Easy-Email............................................................57 Turn off Easy-Email and stay with your old email setup...................................................58
8 Now what?................................................................................................................................... 60
8.1 Donations gladly accepted!............................................................................................. 61 8.2 Simplify your email life even further with the Advanced Guide.......................................61
9 Appendix: Gmail.......................................................................................................................... 65
9.1 9.2 9.3 9.4 9.5 9.6 9.7 9.8 Backup and restore your emails......................................................................................66 Hide the All Mail folder from other email clients..............................................................72 Export contacts............................................................................................................... 74 Import contacts............................................................................................................... 75 Create a signature........................................................................................................... 76 Backup your Google Calendar......................................................................................... 77 Restore your Google Calendar......................................................................................... 79 Backup Google Docs........................................................................................................ 86
10.2 Download emails to Windows Live Mail for offline use...................................................98 10.3 Copy old emails to Gmail from Windows Live Mail.........................................................99 10.4 Turn off an email account............................................................................................ 103 10.5 Turn off the spam filter................................................................................................ 105 10.6 Export contacts from Windows Live Mail.....................................................................107 10.7 Import contacts into Windows Live Mail......................................................................110 10.8 Create a signature in Windows Live Mail.....................................................................112 10.9 Group emails by thread in Windows Live Mail.............................................................114 10.10 How to find your mail server settings........................................................................115 10.11 Remove extra folders in Gmail..................................................................................118 10.12 Tell Windows Live Mail not to save a copy of outgoing emails...................................120
Overview
1 Introduction
Easy-Email extends your existing email setup, so you can: Manage all your email addresses in one window with one login on any computer! Work with your webmail offline on your own computers. Read and write emails on the plane, the bus and the beach! Synchronize your email on as many computers as you would like. Automatically! Get your Outlook email anywhere! (...or any other email client)
Easy-Email is changing the way people use email. No more: Logging in to several different email accounts to check all your email addresses. Difficulties using email clients on more than one computer. Emailing yourself copies of emails from one email account to another just so you can keep yourself informed :-)
Your email is streamlined, efficient, accessible anywhere, from any computer easy! Whether you currently use webmail or an email client, whether you use one email address on multiple computers or you have multiple email addresses on multiple computers, we can save you heaps of time and hassle. You do not need to purchase new software you simply setup your existing email client software or use free email software. In fact, our favorite email client, Thunderbird, is free to download and works on Mac, Linux and Windows. The Easy-Email solution works with most popular email clients (Outlook, Thunderbird, Live Mail, Apple Mail etc.), you can use webmail and many mobile devices (Android, iPhone, BlackBerry, Palm webOS, Symbian, Windows Mobile and more) to access your email. The solution also works on Windows, Mac OS X and Linux. Gmail is used as your webmail client. You can still send and receive email with your Hotmail and other webmail addresses except the free Yahoo Mail. For more details read Will I have to use Gmail as my webmail client? See it in action in our videos here. And you can find real life use cases on our website here.
-9-
The first hour Easy-Email saves you pays for the Advanced Guide!
If we save you just one hour
(and we will save you much, much more)
you have already earned back what you paid for the Advanced Guide
(depending on how much you make per hour of course!)
Preparation
2 Getting Started
This section contains important information to help you get the job done smoothly.
- 12 -
- 13 -
He can also neatly manage all of his email addresses in one window with one login. He can use Gmail, Thunderbird, Outlook or any other email client.
- 14 -
John's multiple inboxes in Gmail John wants each email address to have a separate Inbox and Sent Mail. And he wants to be able to manage all his addresses from Windows Live Mail on his home computer, from Outlook Express on his netbook and from Gmail when he is on the road without the netbook. John will be able to send an email from JohnDoe@pogo-card.com using Gmail and no one can tell it was not sent from the office. Note! Part 2 is only included in the Advanced Guides.
- 15 -
9TxJ191mFrnf2DZHRGi5
Email Synchronization
Easy-Email Essential Guide To Windows Live Mail - Setting up Gmail for email synchronization -
Note! The purpose of the Essential Guide is to show you the value of the Easy-Email system by setting up Email Synchronization for one Gmail address. We recommend you set up the system on two or more computers or mobile devices. After you have completed the setup you can see the advantages of the Easy-Email system in live action, specifically: Read an email on one computer and it is marked as read on all your computers Send an email from one computer and it will appear in the Sent Mail folder on all your computers Move an email to a folder on one computer and it will be moved automatically on all your computers Your email Inbox is automatically synchronized on all your computers You can synchronize your email on your mobile device too You can access your email from Gmail when you are away from your own computers
Once you have seen the system in action you can purchase the Advanced Guide to extend the Easy-Email system to include sending and receiving email from your own personal email addresses. Another advantage of the Easy-Email Advanced system is that you can manage all your personal email addresses with one login from Gmail when you are away from your own computer.
- 18 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Gmail for email synchronization In this chapter: Setup a Gmail account Setup Gmail to download emails from webmail accounts Transfer contacts and email from your webmail account to Gmail Setup Gmail to download new email from your webmail account
Setup Gmail to download email from other email accounts Enable Email Synchronization Summary More stuff you can do
3.2.1 Transfer contacts and email from your webmail account to Gmail
3.2.2 Setup Gmail to download new email from your webmail account
- 19 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Gmail for email synchronization -
3.5 Summary
Gmail will now: on a regular basis download emails from your mailbox at your Internet Service Provider or Webmail provider (only included in the Advanced Guide). send mails as if you were sending them from your other addresses (only included in the Advanced Guide). allow other email clients to synchronize email with Gmail
- 20 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Gmail for email synchronization -
You can find many more tips and tricks on using Gmail and managing your email on the website: www.Easy-Email.net
- 21 -
Access all your email from one window with one login and respond from any email address you choose!
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization -
Important! Backup your emails before you start! You can find instructions for how to do this in Backup and restore your emails on page 88. Easy-Email does not accept responsibility for any data loss under any circumstance.
4.2 Create a new email account in Windows Live Mail to access Gmail
This step tells Windows Live Mail to synchronize with Gmail so you can download copies of your emails. Note! For the Essential Guide we only show you how to send email from your Gmail address. Sending email from your personal address and setting up multiple email addresses is explained in the Advanced section of the guides. Follow these steps:
- 23 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization Open Windows Live Mail.
Click on the Menus button and Show menu bar to bring out the menus.
- 24 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization Click Tools > Accounts
Click Add.
- 25 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization Leave E-mail Account selected. Click Next.
- 26 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization Enter your email address. For John we enter walletpcuser1@gmail.com. Leave the Password field blank. Enter your Display Name. Check Manually configure server settings for email account. Then click Next.
- 27 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization Change the Incoming e-mail server type to IMAP. For Incoming server enter imap.gmail.com. Check This sever requires a secure connection (SSL). For Login ID enter your Gmail address, for john this is walletpcuser1@gmail.com. For Outgoing server enter smtp.gmail.com. Check This server requires a secure connection (SSL). Check My Outgoing server requires authentication. Change the Port to 465. Then click Next.
- 28 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization Check Set this account as the default mail account. Click Finish.
- 29 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization The newly created account is named Pogo-card (JohnDoe). Your name will be different. Select your account and click Properties.
- 30 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization Remember the name of the account. We will need it soon.
- 31 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization Click the IMAP tab. Check Store special folders on IMAP server. For the special folders enter the following values: Sent Items path: [Gmail]#Sent Mail Drafts path: [Gmail]#Drafts Deleted Items path: [Gmail]#Trash Junk path: [Gmail]#Spam
These values have to be the same as in your Gmail account with [Gmail]# in front: Note! If you use a language other than English in Gmail you need to adjust these values.
- 32 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization Click Cancel to logon to Pogo-card (JohnDoe). We need to change a few settings before we can download emails and folders.
There is a bug in Windows Live Mail. This is the reason we could not enter the correct paths to the special folders above. We have to change the # character to a / character in a configuration file. Unless we make this change draft emails and handling of deleted emails will not work correctly. This next section is simply a workaround for the bug in Windows Mail. You do not need to understand it, just follow the steps as outlined. Note! This bug has been fixed in Windows Live Mail 2011. You should consider upgrading to the latest version. Other parts of the Easy-Email setup are much easier in the latest version too.
- 33 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization Click Tools Options.
- 34 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization Click the Advanced tab Then the Maintenance... button.
- 35 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization Click the Store Folder... button.
Make a note of the location. For John this is C:\Users\John Doe\AppData\Local\Microsoft\Windows Live Mail.
Important! Close Windows Live Mail. Click Cancel, Close and then OK to close the windows. Then click on File Exit.
- 36 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization Open Windows Explorer (NOT Internet Explorer). Navigate to the folder of the message store you made a note of above. For John this is C:\Users\John Doe\AppData\Local\Microsoft\Windows Live Mail.
- 37 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization Locate the folder with the same name as your account. For John this is Pogo-card.
- 38 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization The file we are looking for is called account{random numbers}.oeaccount. Make a backup copy of the file now.
To edit the file click the Windows Start button. Then type notepad in the search box and press Enter.
- 39 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization Position the Windows Explorer window and the Notepad window so you can easily drag the account{random numbers}.oeaccount file on to the Notepad window to open it.
Once you drop the file on Notepad it opens for editing. Don't worry about the contents of the file. You do not need to understand it. I do :-)
- 40 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization Click on Edit -> Replace Find # and replace it with /. Click Replace All.
- 41 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization -
You might get this message because you have not entered your password for Gmail yet. Click OK.
- 42 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization Enter your gmail password and click OK.
- 43 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization -
Start Windows Live Mail on computer 2. Verify that you have the Test 2 email in your inbox and that it is marked unread. Verify that you have the Test Folder and that the Test 1 email is in the folder marked as read. Verify that you have the reply to the Test 1 email in your [Gmail]->Sent Mail folder. Open the Test 2 email so it is marked as read. Close down Windows Live Mail on computer 2.
Open your Gmail account in an internet browser. Verify that you have the Test 2 email in your inbox and that it is marked read. Verify that you have the Test Folder and that the Test 1 email is in the folder marked as read. Verify that you have the reply to the Test 1 email in your [Gmail]->Sent Mail folder.
If you have a mobile device setup the Gmail account on that device too, and complete the tests. You can find instructions for setting up mobile devices by clicking here.
Now that you have seen how easy the Easy-Email system is (it works automatically once it has been set up), you are most likely eager to expand the system to work with your personal email address(es). Configuring multiple email addresses and Sent Mail from your personal email addresses is not trivial. However we have made it easy for you by documenting every step in the Easy-Email Advanced Guide. You can purchase the Advanced Guide from our web site by clicking here. You have already seen how much time you can save with a fully automated email synchronization system, so you know the guide will pay for itself very quickly.
- 44 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization An added benefit of the Advanced version of the system is that you can manage all your email addresses from Gmail with one login when you are away from your own computers. No more logging into several different email accounts!
- 45 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for email synchronization -
And that completes the setup of Windows Live Mail for email synchronization.
- 46 -
P2TvhsbBopgoITiTi0be
Easy-Email Essential Guide To Windows Live Mail - Setting up Gmail for multiple email addresses -
This chapter explains how to setup Gmail to work with multiple email addresses. You will be guided through creating labels, setting up email receiving and sending, creating filters and signatures. At the end of the chapter you will find advice on writing and replying to emails and a few tricks on how to make your Gmail experience even better. In this chapter: Create labels Setup email receiving Setup email sending Setup filters Setup signatures Write emails Reply to emails Other recommended options
- 49 -
Easy-Email Essential Guide To Windows Live Mail - Setting up Windows Live Mail for multiple email addresses -
This chapter explains how to take the basic email synchronization setup for Windows Live Mail to the next level with multiple email addresses. You will be guided through renaming your My Mail (IMAP) account and adding accounts to send email via your own outgoing mail server and via Gmail's outgoing mail server. You will change the setup of Windows Live Mail so only one account downloads email, ensure sent emails are stored and finally you will create multiple signatures and learn how to write and reply to emails. At the end of the chapter we will draw your attention to a few known issues using Windows Live Mail with Easy-Email for multiple email addresses. In this chapter: Refresh the folder list from Gmail Rename the Pogo-card (JohnDoe) account to Gmail Add account to send email via your own outgoing mail server Add account to send email via Gmail's outgoing mail server Set the default account Create multiple signatures Write emails Reply to emails Known issues
- 51 -
Finishing Touches
- 53 -
Easy-Email Essential Guide To Windows Live Mail - Optimize your settings Folder Inbox All Mail Synchronization Option Comment All Messages Don't Synchronize Hmm... yes, you guessed it: your inbox Contains your messages archive. See Deleting messages and the Gmail All Mail folder on page 55 for more details. Drafts Sent Mail Spam All Messages All Messages All Messages Draft messages. Includes draft messages composed on other email clients. Useful! Sent Mail. Also very useful if you need to remind yourself what you have told people. Why synchronize the spam folder? Because you want to see if any real mails end up in the spam filter. It does happen occasionally even with the best spam filters! These are the messages marked with a flag or a star because you want them to get special treatment. Useful to synchronize in case you ever need to pull something back up from the trash can. These are the folders you create to organize your email. You may not need to synchronize all folders on all email clients. For instance you might leave out work folders on your home computer.
Starred
All Messages
Trash
All Messages
In the guide for each email client we have described where to adjust the Synchronization Settings. For Windows Live Mail you can find the instructions in Download emails to Windows Live Mail for offline use on page 98. For other email clients please see the corresponding documentation. The options are generally: Don't Synchronize -> Do not download messages. You can only see the content of the folder in Gmail. All Messages -> Download all messages and their contents to the computer. You can then read and respond to messages offline. New Messages Only -> Only download messages arriving from now on. Headers Only -> Only download the subject and sender information, not the message contents. The contents can only be accessed when you are connected to the internet and will be downloaded if you click on the message.
Tip! On Gmail you can hide the All Mail folder from your all of your email clients in one go. See Hide the All Mail folder from other email clients on page 72 for more information.
- 54 -
On an email client other than Gmail, pressing Delete will remove the email from the current folder. If an email exists in more than one folder it will still appear in the other folders. In other words pressing Delete is the same as archiving in Gmail. If you do want to send an email to the trash can you may do so by dragging the email to the Trash folder under [Gmail].
So the All Mail folder has a copy of every email you have sent or received apart from the emails you have sent to the trash can. You can also change this behavior so an email is automatically moved to the Trash instead of the All Mail folder. Read this article for more information: How to delete Gmail IMAP emails. If you wish to access the All Mail folder offline you will need to synchronize it for offline use. However you will most likely have all the messages you need in your Inbox, Sent Mail and your personal folders. Google has a great article on How do actions sync in IMAP?
- 55 -
7.3 Using the Gmail Spam filter for all your messages
Since you are now receiving all your email messages through Gmail, their spam filter will automatically catch any baddies coming in. Gmail's spam filer is extremely good. Effectively this means you do not have to purchase a separate spam filter. Once you decide to stay with Easy-Email you can turn off your email clients spam filter. You will find the instructions for how to do this in the appendix if this is relevant for your preferred email client. This is only relevant for some email clients, like Outlook and Windows Live Mail. For other email clients such as Thunderbird this is not relevant. If you occasionally do find a spam message in your Inbox you can mark the message as spam by dragging it into the [Gmail]/Spam folder. Gmail will pick it up from there.
You should make a habit of regularly verifying that the emails in the [Gmail]/Spam are really spam messages every now and again a real email ends up in the spam folder. If this happens you can mark it as not spam in Gmail and it will be moved back to your inbox. On your email client you can drag the message from the spam folder to any other folder and it will also mark the message as not spam. Tip! It is a good idea to save the email addresses of newsletters and mailing lists that you are expecting to receive in your Contacts. That way Gmail recognizes them as wanted emails.
- 56 -
7.6 Turn off your old email and stay with Easy-Email
You need to: Tell Gmail to remove downloaded email from the mailbox Turn off your old way of downloading emails Change your email forwarding addresses
- 57 -
7.7 Turn off Easy-Email and stay with your old email setup
We would love to hear why you do not think Easy-Email is for you! Please send us an email at feedback@easy-email.net and tell us what we can do to make this work better for you. Turning off Easy-Email is very easy to do: If you are using Windows Live Mail you can find the instructions for how to do this in Turn off an email account on page 103. Otherwise please refer to the corresponding document for the email client you are using. Remember to turn off all the accounts you might have created with Easy-Email, and ensure that your old account is turned on.
- 58 -
8 Now what?
Make sure you sign up for news and updates at www.Easy-Email.net/easy-email-news so we can keep you informed. We continue to develop and search for improvements for these guides and we often send out free bonuses or tips that will be very useful.
Now your email life is really simple! You can access your work emails from home, your home emails from an internet cafe, your hotmail emails from Outlook, your Outlook emails from Gmail... it's brilliant! Have fun! You probably recall that we designed the Easy-Email instructions so you will keep the old way of working with your email active while you try out the new solution. It does mean that you will be downloading your emails twice until you decide which solution to keep. Remember! Once you are comfortable that Easy-Email works for you, you can turn off the old way of getting your emails. See Turn off your old email and stay with Easy-Email on page 57 and Turn off Easy-Email and stay with your old email setup on page 58 for specific instructions on how to do this. And don't forget to send us feedback and testimonials on how it's helped you in your life. Just click on the feedback link in the footer. We review all feedback and incorporate comments and suggestions to improve the quality of our products and website. Thanks!
- 60 -
You can also help by spreading the word to your friends. Click the link in the footer, and we will write the email for you. Of course you can change the text before you send the email and you choose who to send the email to.
8.2 Simplify your email life even further with the Advanced Guide 8.2.1 What is in the Advanced Guide?
This video shows the Advanced setup using Gmail and Thunderbird: http://www.youtube.com/watch?v=uUsAo9Dijy4 The result is the same in any other email client so it's worth a look! With the Easy-Email Advanced Guide you can: Work with all your email addresses in one window with one login No need to log in to different webmail clients No need to install more than one email program on your computer Work with all your email from all your email addresses on your mobile device
Give each email address its own inbox and outbox Respond to email using the correct email address and signature automatically (most but not all email clients, see known issues) Backup all your email with one program
After John has completed the Easy-Email Advanced Guide his Gmail looks like this:
- 61 -
John has three separate inboxes for his Gmail address, work address and personal address. He can also organize his emails in To Do and To Read sections. John is managing three different email addresses in one window with one login. Note! In most email clients the inboxes, sent mail and personalized folders are shown in list form.
With the Easy-Email Essential setup, sent email may appear as sent 'on behalf of' or with 'sender' information depending on which email client the recipient is using. The Advanced Guide shows you how to set up your sent email so that, even while working in Gmail, your email is in fact sent via your own mail server!
- 62 -
- 63 -
Appendices
9 Appendix: Gmail
This appendix has more information on Gmail and how it works with Easy-Email. In this appendix: Backup and restore your emails Hide the All Mail folder from other email clients Export contacts Import contacts Create a signature Backup your Google Calendar Restore your Google Calendar Backup Google Docs
- 65 -
Important! The method described here is the recommended way to backup your emails when you have setup Easy-Email. When you use a new method of backup for the first time it is important to verify that you can restore your precious data again. Consider creating a temporary Gmail account to test the backup and restore function.
There are a number of different backup programs available. And since we promised you did not have to buy any software we will start with the free software first. Gmail Backup, which runs on both Windows and Linux, is our preferred option. Get it here: www.gmail-backup.com Note! Gmail-Backup has some limitations on label names. No special characters are allowed. IMAPSize is another free option, but it only runs on Windows. Get it here: www.broobles.com/imapsize Note! We have experienced some difficulties restoring data with this program. If you choose this program make sure you test the restore function. BackupGoo.com has both a free and a paid for version. It runs on Windows, Linux and Apple Mac. A commercial solution is Gmailkeeper. It runs on Windows only. Get it here: www.gmailkeeper.com A rather technical solution for Apple Mac can be found here.
- 66 -
When the download is complete install Gmail Backup by executing the downloaded file. Follow the instructions and keep all default values. The installation creates an icon for Gmail Backup on the desktop. Double click the icon to start the program.
Specify your Gmail login and Gmail password. For Server enter imap.gmail.com. Select your preferred backup folder and give the backup file a name. Tip! The naming of the file: GmailBackup-YYYY-MM-DD.zip is not a coincidence. The date format will ensure that your backup files are listed in date order and the .zip file - 67 Send us feedback Buy the Advanced Guide
Easy-Email Essential Guide To Windows Live Mail - Appendix: Gmail extension tells Gmail Backup to save the backup in a zip file. We do recommend that you create a folder specifically to hold the backup files. Note! If you have been using Gmail for a while you might have to change the date interval to backup all your emails. The date interval can be used to speed up subsequent backups by omitting emails which have been backed up already. Click Backup.
Note! If you see the message below after you click Backup it is because your All Mail folder is hidden. Follow the instructions in Hide the All Mail folder from other email clients on page 72 to
- 68 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Gmail unhide the folder before you start the backup
Hide the All Mail folder again as described in Hide the All Mail folder from other email clients on page 72.
- 69 -
Gmail Backup remembers your Gmail login and the name of the last backup file. Enter your password. Verify that the name of the backup file is correct. Click Restore.
- 70 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Gmail When you see the message below the restore is complete.
Tip! You can backup from one Gmail account and restore to another Gmail account. This can be useful if you want to test the restore function or if you want to move emails from one Gmail account to another Gmail account.
- 71 -
9.2 Hide the All Mail folder from other email clients
The All Mail folder in Gmail is your email archive. This is where your emails are stored when you remove them from the Inbox unless you explicitly delete them. Apart from when you want to backup your emails you have no need for this folder. That is, you do not need to synchronize this folder for offline use. The exception is if you are using Thunderbird 3, which has an archive feature that works with the Gmail All Mail folder. If you wish to make use of that feature you need to enable the All Mail folder. Otherwise you will not be able to access the archive from Thunderbird. One option is to deselect the All Mail folder in your email clients when you configure them for email synchronization. Instructions for this option are in the guides for each email program. Another option is to hide the All Mail folder in Gmail. You just need to do this once and the folder will be hidden in all email programs. Follow these steps: Log in to your Gmail account. Click Settings at the top right hand corner of the page.
Find the Advanced IMAP Controls lab feature and click Enable.
Click Settings Labels. A new option has been added for each label: Show in IMAP. For All Mail untick this option.
- 72 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Gmail Now the All Mail folder will not be made available for download for offline usage. Important! Before making a backup from Gmail you need to enable All Mails via IMAP again. Otherwise you will not be backing up your email archive.
- 73 -
In the contacts window click Export. Select Outlook CSV as the output format. Then click Export.
- 74 -
- 75 -
- 76 -
- 77 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Gmail Click Export Calendars.
Save the file in a safe place, which you include in your normal backup of your computer (you do backup, right?).
- 78 -
Inside the zip file you will find an xxx.ics file. Extract this file to your file system. The xxx.ics file can be imported to Google Calendar.
- 79 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Gmail Under My calendars click Settings.
Browse to your .ics file. Important! Make sure you select your .ics file not the .zip file. Select your new calendar, in John's case this is My new calendar.
- 80 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Gmail Click Import.
- 81 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Gmail And your new calendar has all the appointments from your backup file.
- 82 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Gmail Click Create new calendar.
Browse to your .ics file. Important! Make sure you select your .ics file not the .zip file. Select your new calendar, in John's case this is My new calendar.
- 83 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Gmail Click Import.
Make sure both calendars are selected under My Calendars. As you can see here, entries in blue are on the primary calendar and entries in green are on the new calendar. As the Lunch with the boss appointment is shown in green
- 84 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Gmail only, it has been deleted from the primary calendar.
To restore the lunch appointment click on the appointment. Then click More Actions Copy to walletpcuser1@gmail.com.
- 85 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Gmail And your appointment is restored.
Repeat for any other appointments you wish to restore. Optionally you can delete the new calendar when you are finished.
- 86 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Gmail Click More actions Export...
Select the All items tab. Click Download. Note! The export is limited to 2GB. If you have more than 2GB of documents you have to repeat the export process. Select groups of documents, that are less than 2GB in size.
Google Docs zips your files and the download will begin once the zipping process is complete. Save the file in a safe place.
- 87 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail -
10
This appendix has more information on Windows Live Mail and how it works with Easy-Email. In this appendix:
Download emails to Windows Live Mail for offline use (page 98) Copy old emails to Gmail from Windows Live Mail (page 99) Turn off an email account (page 103) Turn off the spam filter (page 105) Export contacts from Windows Live Mail (page 107) Import contacts into Windows Live Mail (page 110) Create a signature in Windows Live Mail (page 112) Group emails by thread in Windows Live Mail (page 114) How to find your mail server settings (page 115) Remove extra folders in Gmail (page 118) Tell Windows Live Mail not to save a copy of outgoing emails (page 120)
10.1.1
- 88 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Go to File Export Messages.
- 89 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Select Microsoft Windows Live Mail. Click Next.
- 90 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Select a folder to store the backup in. We recommend that you create a new folder. We created a folder in the Documents folder called Mail Backup. Within that folder we created another folder with a name of today's date. You can create the folders after you click Browse. Click Next.
- 91 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Select which folders to backup. Click Next.
- 92 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Click Finish.
You will probably want to export your contacts too. See Export contacts from Windows Live Mail on page 107 for instructions.
10.1.2
Should you need to restore your emails again follow these steps:
- 93 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Go to File Import Messages.
- 94 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Select Windows Live Mail. Click Next.
- 95 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Select which folders you wish to import. Click Next.
- 96 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Click Finish.
- 97 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Your restored messages are located in the Storage folders under Imported Folder. You can now drag and drop folders and individual messages in to your main email account.
- 98 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail -
The options are: Don't Synchronize -> Do not download messages. You can olny see the content of the folder in Gmail. All Messages -> Download all messages and their contents to the computer. You can then read and respond to messages offline. New Messages Only -> Only download messages arriving from now on. Headers Only -> Only download the subject and sender information, not the message contents. The contents can only be accessed when you are connected to the internet and will be downloaded if you click on the message.
- 99 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Go to your old inbox.
- 100 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Press Ctrl and A to select all the messages. Right click on the messages and select Copy to Folder... (or Move to Folder if you do not want to keep a copy of your messages in your old folders).
- 101 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Select the Inbox in your new account (Pogo-card (JohnDoe) and click OK.
- 102 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail If the folder does not already exist in your new account you need to create it first. Unfortunately you cannot simply drag a folder across. Once you do a sync your changes are synchronized with Gmail and can be seen online too.
- 103 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Select the old email account and click Properties.
- 104 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Uncheck Include this account when receiving mail or synchronizing. Click OK.
Click Close. Note! If you are turning off your old email setup to stay with Easy-Email please continue with Turn off the spam filter on page 105.
- 105 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Click Actions Junk e-mail Safety options...
- 106 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Select No Automatic Filtering. Click OK.
- 107 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Click on Go Contacts.
- 108 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Choose a file name and location. Click Next.
Optionally modify which fields to export. Generally the default settings are fine. Click Finish.
- 109 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Your contacts are exported.
The resulting file can now be imported in Gmail or another email client.
- 110 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Go to File Import Comma Separated Values (.CSV).
- 111 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Optionally change the field mapping. Generally the default settings are fine. Click Finish.
- 112 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Go to Tools Options. Select the Signatures tab.
- 113 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Click New... Enter the text for your signature. Click Add signatures to all outgoing messages. Optionally change the setting for Don't add signatures to Replies and Forwards. Click OK.
- 114 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail -
10.10
Follow these steps to find the current settings for your mail server:
- 115 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Select the email account you wish to view the details for. Click Properties.
- 116 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Click the Servers tab. Make a note of the details in this window. Click Settings...
- 117 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Click on the Advanced tab. Make a note of the details in this window. Click Cancel.
10.11
After you finish setting up your email you might see four extra folders in Gmail.
- 118 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail -
These extra folders will appear if you synchronize with Gmail before the manual change substituting # for / has been completed. The folders can easily be removed by clicking Settings in the top right hand corner, then Labels. For each extra folder click on remove to delete the folder.
- 119 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail -
10.12
Gmail saves sent mail for us automatically. We will now stop Windows Live Mail from saving another copy locally. Follow these steps: Click Tools Options.
- 120 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Windows Live Mail Click on the Send tab. Uncheck Save copy of sent messages in the 'Sent Items' folder if it is checked. Gmail will automatically do this for us from now on. Click OK.
- 121 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: How to find the information you need -
Often the first result will have the information you need.
- 122 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: How to find the information you need -
In this case there is no information for port number and SSL, so assume the port number is 110 and that SSL is not enabled. This is a very common setup.
- 123 -
Easy-Email Essential Guide To Windows Live Mail - Appendix: Understanding sending and receiving emails -
This appendix describes how email sending and receiving works in relation to Easy-Email. In this chapter: Understanding the three different ways of receiving emails Emails sent to our Gmail address Emails forwarded from another email address to our Gmail address Emails we have Gmail pick up from our other mailboxes So which option should I choose?
Understanding the six different ways of sending emails Outgoing mail server what it is and what your options are Sending emails using the Gmail mail server Sending emails from Gmail using your own mail server
Sending emails Using your email client to send email via the mail server of your email address Using Gmail to send email from your Gmail address Using Gmail to send email from a personalized email address via the Gmail mail server Using Gmail to send email from a personalized email address via the mail server of your email address Using your email client to send email from a personalized email address via the Gmail mail server Using your email client to send email from a personalized email address via Gmail and the mail server of your email address
- 124 -