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Managing Your IMAP Email Account Data

The purpose of a IMAP email account is NOT to be permanent storage of emails.
There are companies that offer free virtually unlimited email acccounts. One problem your email data is mined and sold.
LPH respects and guards your privacy. All website data and email account data is stored on RAID servers - real time back up of all data to other disk drives. Also all data is backed up daily, weekly and monthly with signifigant bandwidth and storage costs.
Emails that are older than 30/60 days with access not needed in multiple locations with multiple devices should be stored locally.

IMAP email accounts are great for having all your emails available on all your devices.
The only downside is until you delete them all emails are saved on your hosting account. As a result, emails that are years old will be retained. Eventually, unless action is taken to move them, the space to store your emails soon exceeds your account storage.

There is a simple solution outlined below that should be done on all emails that are older than a 30/60 days.

Create a local folder in Outlook

To remove email messages and folders from the server local folders can be created in Outlook.

  1. Open Outlook.
  2. Navigate to All Mail Items

IMAP  email

Click the Personal Folders button.

  1. Right Click
  2. A series of options will display. Select Add folder. Be certain you are creating a local folder.
  3. Name New folder.
  4. Add sub-Folders if needed.
  5. ClickOK.
  6. ClickClose.

In the example below the local folder is named Inbox and sub-folders are also listed. To make finding email easy you may name folder for customers, proposas, projects and date ranges

Moving email messages and folders into a local folder

To move email messages and folders into a local folder, do one of the following:

Doing this monthly will allow access on all your devices on current emails and keep you from exceeding your account storage.
Sophisticated users or your IT support person can set up rules to automatically move emails to your local folders automatically after x number of days.



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