Cheat Sheet for Mail Archiver X

How you use your email client can vary very much. Many users have a complicated mailbox setup (up to hundreds). Some leave everything in the Inbox. I've also seen the trash used as sort of general storage. How you use your email client is your email workflow. The workflow for Mail Archiver X must fit to your email workflow. I can give only some general advice because Mail Archiver X must work for all situations.

Do you want to archive from an email client or account?

You can archive from both an email client or account. Archiving from an account with a short day range is fastest. But the initial download may take longer than archiving from an email client. The only exception is that archiving Gmails accounts from Mail is always slower than archiving Gmail accounts from IMAP.

Which mailboxes do you need to archive from which email client or account?

You can archive all mailboxes or you can select/exclude mailboxes.

Try to simplify the email client workflow. The less accounts and mailboxes you have the better. Which mailboxes aren't in use anymore? Think about transferring those completely to Mail Archiver X.

Do you want to archive emails in a date or day range?

You can archive all emails. Alternatively, you can archive in a fixed ("date": 1-Jan-2021 to 31-Dec-2021) or floating ("day": older than 7 days) range. Additionally, you can archive only new emails since the last archival date.

Do you want to delete emails from your email client or account?

Deleting emails or moving them to the trash is optional. If you delete emails in the email client/Account they remain in Mail Archiver X.

Without deleting emails you use Mail Archiver X as a backup. If you delete emails then you use Mail Archiver X as archive. Always remember that an archive needs a backup.

How do you need your emails?

You can archive to Internal Database, PDF or MBOX. You can export emails from the Internal Database to PDF or MBOX.

How often do you need to archive?

For a backup you want to use Mail Archiver X as often as possible. If you use Mail Archiver X as archive you may want to use the application only once a quarter or even once a year only. Or once per project.

How many emails go into an archive?

The size of the archive doesn't matter to much, only the number of email in the archive matters. The largest archive I know about has 1 million emails. Some users like yearly archives. But if you have less than 100 k emails a year then I would recommend one single archive.

Which plans do you need?

A plan allows you to conveniently save frequently-used templates for combinations of areas for later use.

All available options can be mixed and matched. Archive a mailbox from Mail in a specific date range to Internal Database. Archive another mailbox from Outlook in a day range to PDF.

Start with one plan and go from there.