With the Setup you tell Mail Archiver X, what to archive and into which format. The Setup for archival consists of four tab sheets.
With the first tab sheet "Email Info" you choose your email clients and IMAP accounts from which to archive. The Easy version only allows archiving from IMAP and not from an email client.
Select an email client and click on the checkbox in front of the name to activate archival. Then the mailboxes for the email client are loaded. You can either archive all mailboxes or select individual mailboxes. For a mailbox all child mailboxes are automatically archived, too. Except when you click on a mailbox again to show a minus sign. In this case the mailbox is excluded from archivial.
Click on the checkbox above the mailboxes to select or deselect all visible mailboxes.
You can also archive trash and spam mailboxes.
The yellow caution icon in front of one account means that not all data is downloaded for this account. Emails will have an empty message body when you archive.
Currently, the following applications are supported:
Setting up archiving from IMAP accounts just works like in your email client. Click on the plus sign to add a new account. The minus deletes the selected account. Enter the usual account details of user name, server name and password. Click on the Check button to see if a log in is possible.
Clicking the checkbox in front of the name - like for email clients - selects the IMAP account for archival and loads the mailboxes. Mailbox selection works like for email clients.
The data needed for IMAP are user name, server name and your password. You only need to change the authentication method if your server doesn't support standard authentication. The screenshot from Mail shows which data is necessary for an account in Mail Archiver. Don’t use your email address. In most cases the first part of your email address is the user name, but not always.
You can archive directly from Gmail or GSuite if you select Gmail as authentication. If your Gmail address is "firstname.lastname@example.org" then your username is "username". The servername is the usual "imap.gmail.com". The server name "imap.gmail.com is prefilled. You now need to enter your app-specific password. The Moth Software blog has instructions how to do this. Gmail's "less security" doesn't need to be used.
The second tab sheet "Options" gives you options to restrict the archival of emails by date and move archived emails to the trash.
With "Archive in Range" the archival of emails can be restricted to a range of dates or ages. In the above screenshot you will archive every email between 01-Jan-2019 and 31-Dec-2019.
You can select if you want to have an upper/lower date or a date range for archival. You can either edit the date directly or with the date picker. For a range of days the interface is similar:
Here you enter an age range. The date belonging to the age is shown next to the age. If you want to archive all emails older than a year you would select Older than and then 365.
"Download remote content" downloads images from external servers. Don't do this with spam emails. This option makes archiving a bit slower.
Mail Archiver X can move your emails to the trash of the email client after archival with the option "Move to Trash". The emails aren't deleted, but are only moved to the trash. If you made an error you can still restore the emails. However, the original mailbox can't be recovered. Also, if your email client is set to automatically delete emails after a certain amount of days your emails may be deleted automatically. The following screenshot shows this option for Mail:
The emails can be colored instead of being moved to the trash - but only for AppleMail. This is done with the option "Only color emails".
Version 5.3 has a couple of new options:
Archive duplicate emails in multiple mailboxes: the default is to have Mail Archiver filter out duplicate emails. If "archive duplicate emails" is selected then the duplicate emails won't be filtered out if they are in different mailboxes. That makes archiving slower and the archives larger. The option only works for the Internal Database.
Exclude internal emails for domain: if from has the same domain as to then the emails can be filtered out for the entered domain.
Archive emails with flag: this option can only be used when archiving from AppleMail. Archive emails with the selected flag or exclude them from being archived.
With the third tab sheet "Data Format" you can select your main format: Filemaker, Internal Database (Valentina - a fast database by Paradigma Software) or PDF. The Easy version can only use Internal Database. You can always export your data to another format when you archive to Internal Database.
If an archive is open then the emails will be archived to this database. If no database is open then the emails will be archived to the default database selected in this tabsheet.
You can reset the archive to a location in the User Documents folder. With Set you can either select from predefined locations like the User or User Documents folder. Or you can select other existing archives. With the New button you can create a new archive. The archive then will be created as soon as archival starts.
For the Easy version you can archive only to the Internal Database and you can't change the location of the archive.
Important: If you decide at any point in time not to use Mail Archiver X any longer you can access your raw data via the mbox export!
Filemaker is an end user or server database from the Apple daughter company Claris. You have to own a license of Filemaker, if you want to use the Filemaker browser. The benefit of using Filemaker is that you can use the tools and possibilities of Filemaker. The drawback is that the extensibility of Filemaker is limited.
Please note: Only Filemaker 16 and higher are being supported.
Supplied with Mail Archiver is a database, which can be used together with Mail Archiver X. This database is called eMailViewer. This database comes as is. Due to the differences in the application environment the Filemaker browser and the internal browser cannot be 100% identical. They will, however, stay similar. Click on the link to download the file.
Click on the select button to select the database you want to archive to. If no database is selected you will see an error message.
The Filemaker database uses the default username/password combination Admin/no passwword. Check out the FAQ at the Moth Software website where you find information about what you need for your own Filemaker solution.
For the versions 4.3 and 5.0 the FREE Base Elements plugin is necessary to write data to Filemaker. Download the plugin from https://docs.baseelementsplugin.com/article/522-downloads. Go to the Filemaker folder in applications and check if there is an Extensions folder. If there is no Extensions folder create a new folder and give it the name Extensions. Then copy the Base Elements plugin into the Extensions folder. Restart Filemaker.
Version 5.1 doesn't use Base Elements anymore. But you will need to update to Filemaker 16.
In eMailViewerX the Admin layout shows if the plugin was installed correctly. "DBInternal BEVersion" has the version number of the plugin:
PDF is a mostly read-only format from Adobe. The PDF export creates one PDF file for each email. There are two options: You can either export all emails into one folder. Or each email gets it's own folder. With Print Template you can select if you want to print the email with or without header information. There is also an option, if you want to include the attachments in the export. The final option is about the separator between the 2 parts of the name. The name can be "Subject, Date" or "Subject | Date".
You can add your own templates to user/Library/Application Support/Mail Archiver X/Print Templates. An example template is in the Extras folder.
The scheduler allows you to set up automatic archiving.
Not available in the Easy version.
The schedule period can be one of the following options:
Additionally, there are some other options.
Select "Quit when finished" when you want Mail Archiver X to quit after the scheduled archival is finished.
With "Email Notification" you can send yourself an email either always or only on failure. To do this you enter a valid email address.
When your computer was turned off when an archival was scheduled you can catch up with the schedule with the last option "Start the missed schedule".