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 mail applications and IMAP accounts from which to archive. The Easy version only allows archiving from IMAP and not from a mail client.
Select a mail application and click on the checkbox in front of the name to activate archival. Then the mailboxes for the mail application 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. Mails will have an empty message body when you archive.
Currently, the following applications are supported:
During archival Mail Archiver needs to access all mail data. This means if any data is corrupted Mail Archiver will show this. mbox files are very rubust. The databases of Entourage and Outlook are just a bit prone to corruption. Therefore, it is recommended to clean up the database in Entourage or Outlook before you do your first archival.
Setting up archiving from IMAP accounts just works like in your mail application. 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 mail applications - selects the IMAP account for archival and loads the mailboxes. Mailbox selection works like for mail applications.
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.
Gmail can connect to IMAP with what Google calls "less security". Their preferred authentication is a different method which can be done with Mail Archiver 4.3.
Select Gmail as authentication method. If your Gmail address is "firstname.lastname@example.org" then your username is "username". The servername is the usual "imap.gmail.com". You don't need to enter a password. After clicking on the Check button you will see a small window where you have to enter the email address followed by the password.
You can archive directly from Gmail or GSuite if you select Gmail as authentication. You will be led through the usual authentication process for Gmail. You can remove the authentication data if you click on the Remove button.
The second tab sheet "Options" (renamed from "Mailboxes" in version 5) gives you options to restrict the archival of mails by date and move archived mails to the trash.
With "Archive Mails in Range" the archival of mails can be restricted to a range of dates or ages. In the above screenshot you will archive every mail between 01-Jan-2019 and 18-Nov-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 mails. This option makes archiving a bit slower.
Mail Archiver X can move your mails to the trash of the mail application after archival with the option "Move to Trash". The mails aren't deleted, but are only moved to the trash. If you made an error you can still restore the mails. However, the original mailbox can't be recovered. Also, if your mail client is set to automatically delete mails after a certain amount of days your mails may be deleted automatically. The following screenshot shows this option for Mail:
Starting with version 5.2 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".
With the third tab sheet "Data Format" you can select your main format: Evernote, 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 mails will be archived to this database. If no database is open then mails 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 Filemaker Inc. 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 18 and higher are now 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. It's either possible to archive the attachment files in the Filemaker database or to save the attachments into a folder near the database and a reference is saved in Filemaker. Or you can select to archive no attachments.
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://www.goya.com.au/baseelements/plugin. 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. Starting with 5.2 you will need to use Filemaker 18.
In eMailViewerX the Admin layout shows if the plugin was installed correctly. "DBInternal BEVersion" has the version number of the plugin:
Select the notebook that you want to archive to. With the blue arrow you can reload the notebooks. Then select the template that you want to use. The templates are the same that the PDF export and printing uses. You can add your own templates to user/Library/Application Support/Mail Archiver X/Print Templates. An example template is in the Extras folder. You can customize the Title of the Evernote note. And finally you can change if you want to archive attachments or not.
PDF is a mostly read-only format from Adobe. The PDF export creates one PDF file for each mail. There are two options: You can either export all mails into one folder. Or each mail gets it's own folder. With Print Template you can select if you want to print the mail 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".