Managing Your IMAP Email Account Data

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 month.

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. Click OK.
  6. Click Close.

local email folders

In the example below the local folder is named Archive and sub-folders are also listed

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.