How to remove IMAP emails from an email server and save them in a local folder

Tuesday 22nd December 2015   by Jake Tilsley Curtis

Managing storage space is one of the biggest bugbears for people with Outlook email accounts. If you do not remove unwanted emails regularly, storage space can run out, and your emails can grind to a halt.

What many people don’t realise is that when using IMAP, your emails aren’t stored on your PC. Instead they are stored on your email server, and every time you want to look at them, the computer gets them from the server and shows you them.

This means, that all the emails that show in your inbox, are all on the email server, taking up space until you delete them.

Removing IMAP emails

We have created this step-by-step guide about how to remove the emails stored on the server, while keeping them on your computer.

This guide is only for an IMAP account. If you have a POP3 account, see our guide for removing POP3 account emails from an email server.

Managing emails is easier than you may think. It can be done quickly with a few clicks. Try our step-by-step guide to see how.


Step 1: Creating a folder

First, you need to create a folder in outlook to save your emails in. To do this, you need to right click on your mailbox. This is usually your email address.

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Now, click on ‘New Folder’. You can name the folder whatever you like, “Local folder” is fine for now, though.

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Step 2: Select the Emails you want to keep

Once you’ve created the folder, you need to move your emails from the server into it. To do this, select all the emails you want to keep, if you want to keep all of them, you can select them all by holding ‘ctrl’ and press the ‘a’ key, or select them in bulk by selecting the first one, holding shift and clicking the last one.

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Once you have them selected, all you need to do is drag them into the ‘local folder’ and they will be moved across to there.

Step 3: Deleting remaining emails

Finally, to free up space on the emails server, you need to delete the remaining emails from your inbox.

It is important that you are careful when doing this, make sure you only delete them form your inbox folder, not the local folder. But don’t worry; as long as you have copied them into the local folder correctly, this won’t delete them completely, just take them off the server. Always do this with caution to make sure you don’t delete something you wanted to keep. Only the inbox and folders inside the inbox are kept on the server, and so the emails in here are the ones you need to delete, not the ones in the new local folder you just created.

 

To make sure your emails aren’t taking up too much space and to keep them clean, you should do this exercise regularly. This is because if you use up more space than you are allowed, you could end up being cut off until you reduce the size, this would mean you may not receive new emails to your account, So it is essential that you keep your mailbox under control

 

How to remove POP3 account emails from a server

Tuesday 22nd December 2015   by Jake Tilsley Curtis

 

Managing storage space is one of the biggest bugbears for people with Outlook email accounts. If you do not remove unwanted emails regularly, storage space can run out, and your emails can grind to a halt.

What many people do not realise is that when you receive an email, your email server creates and stores a copy of it before sending it on to your PC.

The good thing about this is that you can retrieve an email if it is accidently deleted. The bad thing is that it adds to the problem of your email account getting clogged up more quickly.

This blog post aims to show you that managing emails, and making sure you do not run out of server space, is easier than you may think. It can be done quickly with a few clicks.

Removing POP3 emails

We have created this step-by-step guide about how to remove the copies stored on the email server while keeping them on your computer.

This guide is only for a POP3 account – for an IMAP account, see our other guide.

A bit of email background

Before we get to the nitty gritty, a bit of background.

It is normal practice for the mail server to keep copies of all the emails for a few days. This is the basic flow of emails on the server:

  1. An email is sent to your account and picked up by the server.
  2. The server creates a copy and stores it, then sends the email to your devices.
  3. You delete the email from your computer, but that doesn’t remove the copy from the server.

You can think of it like a paper tray in an office. Important documents come in. You make a photocopy of the document so you can look at it later. Then you deliver the original to where it needs to go. If you don’t get rid of the photocopies every now and then, the tray will start to get full and overflow.

The same thing happens with your email server.

If you do not clean it up regularly, the emails can start to mount up and may stop your email account from working properly.

But don’t panic, if you follow these steps you won’t lose any emails and you can tidy up the mail server.

Step 1: Account Settings
Navigate to File Tab on the tool bar, and open up the account settings window by clicking on the ‘account settings’ drop down box, then account settings again.

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This will open a window with a list of your email accounts.

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Step 2: Select Account

Double-click on the email account you want to configure.

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Then, click on the “More Settings” button.

 

Step 3: Configuration

Click on the “Advanced” tab.

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To set up the account so the emails are regularly removed from the server after a certain number of days, make sure that ‘Leave a copy of messages on the server’ is ticked as well as ‘Remove from the server after X days’.

 

Select the number of days in the box. One week should be plenty of time.

Note, this process deletes the copy of the email from the email server but NOT from your computer.

Click “OK” to save the settings, and you’re done.

How to drive customer interest with infographic design

Friday 11th December 2015   by Neil Dicken

Would you believe it? Owners of Audis are most likely to wash their cars, while owners of Mercedes are least likely.

Men are more than twice as likely as women to wash their cars. And 1 in 4 men wash their cars, just to get out of the house.

Admit it, you are intrigued, even if just a little. It is true, if you present an engaging series of facts, people just can’t help but ponder what they mean. Which is where infographic design come in.

Carwash Infographic

Infographics are an ideal and increasingly popular way to present information bite-sized and attractive chunks. They are good for catching the eye, engaging brain, and getting people talking.

To prove the point, one of our graphic designers, Neil – a bit of a car buff – took his inspiration from research undertaken by OSV limited to find a few interesting figures about car washing.

There is growing demand for engaging factual content on websites and apps, often in list form. Simple facts about what interests people the most are easy to remember, and quickest to be shared.

That is why infographic design is in demand. Infographics are a great way to grab the attention of a target audience. They make key facts about your service easier to understand, more persuasive and more readily shared with business colleagues and friends.

So, it appears keeping up appearances on the driveway is largely a male obsession. Unless you are a Peugeot owner in Oxford, that is. Take a quick look at the infographic to see why.

Click on the image, or download it here to view the graphic in full. If you wanted to talk about infographic design with matm, get in touch. If you want to chat about car shampoos, polishing pads and detailing, talk to Neil.