[Hidden-tech] reducing gmail tips

[Claire Spencer]

You can create & use an archive account from gmail seamlessly. The following
looks long and complex but it's just detailed step by step instructions...
(hopefully detailed enough!)

Good luck!!

- Claire
-------------------------

1. Enable pop access from your current gmail account

   - Go to your account settings
   - In the "Forwarding and POP/IMAP" tab, go to POP Download section
   - Select "enable POP for all mail" *and* "keep gmail's copy in the inbox"
   from the drop down menu.

2. Create an archive account

   - e.g. "tomadamsarchive2011 at gmail.com" - the date is good as it allows
   you to add another archive in 5 years; I suggest using the end date of the
   information you want to keep there e.g. if you store all emails up to 2009,
   choose "tomadamsarchive2009 at gmail.com"


4. Import all your emails using the "accounts and import" tab

   - In the "Check Mail using Pop3 section, click "add pop3account"
   - import from your "tomadams at gmail.com" account (if you don't know the
   POP3 settings they are pretty easy to find out from google;
   smtp.gmail.com and port 995 i think)
   - CHECK the box that says "leave a copy of retrieved message on the
   server"

5. CONFIRM THAT EMAILS HAVE ALL BEEN IMPORTED!! The above should work but
it occasionally takes a few days. Do NOT PROCEED UNLESS YOUR EMAILS ARE
BACKED UP IN YOUR ARCHIVE ACCOUNT!!

6. Also in the "accounts and import" tab...

   - Go to "Grant access to your account"
   - Grant access to your original tomadams at gmail.com address

GO BACK TO YOUR ORIGINAL ACCOUNT

7. In your original gmail account, you will have an invitation to access
your "archive" account - accept it!!

8. Once you are SURE that your emails have been imported to your archive
account, search your current gmail account for a range or ALL dates

   - Use "*after:*YYYY/MM/DD *before:*YYYY/MM/DD" in the search box to
   select a range, or just "*before:*YYYY/MM/DD"
   - I suggest setting the "before" date to at least one year before today's
   date in order to have your most recent correspondence readily available.
   - to the left of the "archive" button, use the checkbox and select "all"
   - once you select all, at the top of the list of selected emails, there
   will be a link that says "select all conversations that match this search"
   (just to the right of where it says "All 20 conversations on this page are
   selected")
   - delete all your old messages from your current gmail account!!

TADAAAA!!

9. You can now use your original gmail account as a "current emails" account

   - at any time, you can switch to your "archives" account to search etc
   without checking out of your "current" account!!
   - do this by clicking on your name (next to the "gear" symbol") in the
   top right hand corner of your gmail screen
   - at the bottom right of the drop down from clicking your name, click on
   "switch account"
   - you will be able to view & search & manage your archive account without
   signing out of your current gmail account. woohoo!!


Claire Spencer
MBA Candidate 2012
The Isenberg School


On Wed, Apr 27, 2011 at 2:29 PM, Tom Adams ~ Reelife Productions &
Folktography <tomadams at gmail.com> wrote:

>   ** Be sure to fill out the survey/skills inventory in the member's area.
>   ** If you did, we all thank you.
>
>
>
> hi hidden techers,
>
> I am currently using 6823 MB (90%) of my 7576 MB alotted by gmail. Anyone
> have a good workflow recommendation on how to greatly reduce all the gmail
> that has piled over the last 6 years or so...
>
> I went to my oldest messages and deleted a bunch but did not make 1% of a
> difference. yowza...
>
>
> Regards,
>
>
> Tom Adams
>
> 413.575.9707, Williamsburg, MA
>
> ~~ 2011 TELLY AWARD RECIPIENT ~~
>
> Director/Owner • Reelife Productions & Folktography:
>
> Reelife Productions website <http://www.reelifeproductions.com/>
>
> Reelife Facebook Page  <http://www.facebook.com/reelife>
>
> Reelife's Youtube Channel <http://www.youtube.com/reelife>
>
> Folktography by Tom Galleries <http://folktography.zenfolio.com/>
>
> Folktography by Tom Facebook Page <http://www.facebook.com/folkography>
>
> Tom's LinkedIn Page <http://www.linkedin.com/in/tomadams2>
>
> Tom's "Other Links" Directory <http://web.me.com/ReelifeProductions>"
>
>
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