If your configured using IMAP on a Mac Mail might be building up on the server and Mac Mail has no auto archive function so you need to adopt a process of manually moving mail off the server.
Here is how to create local Folders in Mac Mail:
Does Mac Mail have an Auto Archive function as mail is being stored on Server using IMAP? If your configured using IMAP on a Mac Mail might be building up on the server and Mac Mail has no auto archive function so you need to adopt a process of manually moving mail off the server. Here is how to create local Folders in Mac Mail: 1. For others, there's SheepShaver, a PowerPC emulator capable of running Mac OS 9.0.4 down to Mac OS 7.5.2 and there's Basilisk II, a 68k emulator, capable of running Mac OS (8.1 to 7.0). For everything older than System 7, you will need a Mac Plus emulator like Mini vMac NEW! This is in both Outlook and Apple Mail (both the client applications and the mobile apps) for the Archive button. If you’re using the Outlook client, you can also create a Quick Step action that marks all the selected emails as read and moves them to the Archive folder with one button click (or keyboard shortcut). In the Import window that appears, choose Mail for Mac OS X and click the Continue button. In the resulting sheet, select the folder that contains your mailbox archives and click Choose. If you only have one or two accounts in Mail, then you can skip this step, but if you have many Mail accounts, transferring Keychain makes using the new Mac easier. Before you copy the Keychain files, it's a good idea to repair or verify the file to catch any possible errors.
1. Create local folders on your computer within Mac Mail. To do this go to the bottom right corner of the column labeled 'Mailboxes' on the left side of the main Mail window. There will be a plus sign there.
2. Click on the plus sign. You will be given three options, New Mailbox..., New Smart Mailbox... and Add RSS Feeds...
3. Select 'New Mailbox' from the list. Under the Location drop down menu, select 'On My Mac.' Then give the folder a title that will help you remember what you have put in the folder.
4. You can create multiple folders if you choose to, by repeating one through three above.
5. If you would like to create sub-folders when you reach the Location drop down menu described in step three, simply select one of the folders located below the 'On My Mac' option and you will be able to create a sub-folder within that folder. Just remember that a main folder with subfolders in it can not also hold emails. Once you have created a folder with subfolders the main folder can no longer contain emails. The subfolders that you place within the parent folder then contain the emails.
6. When you have created all of the necessary folders in the 'On My Mac' section of your Mac Mail program. Click on the folder under your email account that contains the messages you would like to move. Select all the messages and drag and drop them into the folders you created under the 'On My Mac' section . This will remove them from the email servers and save them permanently on your computer for you to look at when you need to.
Backup / Archive Mac Mail Data
Everyone gets messy from time to time while backing up Mac Mail (Archive Mac Mail data). The difference is how you deal with and come back to the ordered state from chaos. Email clients, like Apple Mail, often have to face with the messy state of data. If you are frequent user of Apple Mail and receives/sends a lot of emails regularly, there would certainly come a time when your mail servers would start overflowing with extreme large data files. That is when you would need to archive your data safely.
But what exactly is data archiving, in the context of Mac Mail. Most users misunderstand what exactly is data archiving. They mistake it for data backups or data arrangement. Where as, archiving means keeping data in a safe but inactive form that cannot be used again unless it is being properly imported back to the client or program. The difference is that all kinds of data needs to be backup, but the kind of data you should archive is old.
Therefore, if you are looking to archive your Apple Mail data, know that this means keeping the data for safekeeping usually old database records.
One more important thing here is that it doesn’t necessarily mean exporting archived data to a file on local machine.
So, how exactly do you use Mac Mail’s features to archive your data?
How to Archive Mac Mail Data?
Here’s a simple tutorial:
- – Launch Mail, Choose “Mailbox” –> “New Mailbox”
- – Name this new mailbox as “Archive *date*” (or anything you like that’s easy to remember later on)
- – Choose location as “On my Mac” (This would archive data locally)
- – Check all the messages you wish to archive (usually the old ones that don’t come into use) and drag them to the above created new mailbox
If the data was online, it might take a bit of time to download all the contents offline.
Congratulations! You have successfully archived your emails.
But, wait! Just moving them from one folder to other isn’t exactly archiving. What’s missing here is exporting the data to a file. That archived file is the important part since you can keep it anywhere safe (like an external drive).
Here’s how to export your archived folder to a .mbox package file.
- – Select the archived mailbox and go to ‘Mailbox’ –> Export Mailbox. Or ctrl+click and choose “Export Mailbox”
- – Choose the location to save the exported file
- – Check “Export all Subfolders” and click ‘Choose’
- – Mac Mail will export all the selected contents into an .mbox file package
And you are done!
Keep in mind that if you want to archive everything, you can skip the part where you created a new mailbox folder and dragged your emails to that folder. You can directly go to ‘Mailbox’ –> Export Mailbox to export an entire mailbox into .mbox file package.
However, that doesn’t help you clean space from mail servers since all the messages you archived are still there. It doesn’t clean the mess. Therefore, I usually recommend to create a new extra folder.
Another very important point to mention here is that Apple Mail doesn’t let you export your data in standard MBOX files. Noticed how I kept using the phrase “.mbox file package.” That’s because it is not exactly a file but a package. You can even “ctrl+click” on it and select “show package contents,” like a folder. This is in direct conflict with the de facto standard of MBOX files that most clients and programs use.
This entire process can be overly long and tedious. For beginners, it might even be harder and they might be more anxious since dealing with huge data is always risky.
Archive Mac Mail To Dropbox
Archive Mac Mail data to Standard MBOX
Archive Mac Mail Folders
An alternative is to use a third-party tool that can offer much better way to archive data. One that truly makes the cut in all areas of a software application is “Mail Extractor Max,” from USL Software.
The reason I recommend “Mail Extractor Max” is simple – it’s simple to use, quick, and offers good features for Mac Mail data archiving into STANDARD MBOX files. One of the best features is auto-loading of entire Apple Mail profile database for conversion, but you can also manually select or de-select the folders that you don’t want to archive. It converts the Mac Mail data quickly into MBOX files without leaving any item/detail such as attachments, images, etc.
It offers a much faster, safe, and more accurate way to export/archive your Mac Mail to standard MBOX files. You can try its free demo version here.
Mac Mail Archive Folder
You can also check “Mail Extractor Pro” for converting Apple Mail to PST file format for Mac Outlook & WIndows Outlook. It will automatically pick you Apple Mail database, no need to archive Mac Mail data.