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Transferring and Archiving Important Emails

It used to be a pain to archive and transfer emails from one email client, domain or ISP to another. Each email client, such as Outlook and Lotus Notes, uses a proprietary email format, and you used to need to convert email messages from one format to another (e.g., Notes to Outlook) using a converter. Similarly, transferring emails from one domain or ISP to another required several intermediary steps. Luckily, it is a simpler world out there now thanks to cloud computing and service providers like Google. Gmail is a good example of cloud power meeting good service, in that it offers a great and simple solution to both email management and backup.

Consolidating your email archives through email

Through the functions of IMAP and POP3, you can direct, mirror and backup your emails from different email accounts to one Gmail, as well as use Gmail as your central email client for all your addresses. So if you have one email address for work, one for personal use and one for bills, you can check all your inboxes from one Gmail location and reply using whatever email address you want. This is far more convenient than opening each individual account. In addition, because all your messages are in one location, archiving them is a snap and you can still keep the folder structures you had set up for each account. The same holds true for the old messages you have archived in your email accounts.


  1. To transfer your archived messages from one account to your Gmail, enable the IMAP function on Gmail.
  2. Open the email client that you use for that email account and create another account that is linked to the Gmail address. You will need to give it the same username and password as your Gmail account, as well as pay attention to the ports and server settings.
  3. When you open the email client again, you should now see a new inbox for the IMAP account you just created, including subfolders corresponding to the Gmail labels in your Gmail account. Create a new subfolder and call it whatever you want, though the more specific you make it the better so that you can find it easily later on. A label with the same name should automatically be created in your Gmail account.
  4. Now copy (or drag and drop, if your email client allows) your archived emails to the folder and it will eventually be transferred to your Gmail under the same label. If your archives are large, it will take the servers longer to synchronise. This may take a while, so be patient.
  5. Once the transfer is done, be sure to close your IMAP account on your email client to sever the “live” link between the two.
  6. Do the same transfer method above for each of your email archives and soon you will have the satisfaction of knowing all your important correspondence is being held in one convenient and easily accessible place.

Author Bio:- Tom Mallet is an Australian freelance writer and journalist. He writes extensively in Australia, Canada, Europe, and the US. He’s published more than 500 articles about various topics, including convert email and Notes to Outlook.

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