Protecting email files in my MAIL app?

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Level 1

112 points

Protecting email files in my MAIL app?

My server host (HostPapa.com) tells me I've gone way over my limit for mail up on the server. I never access my mail via the server, didn't even remember it was being stored there. I just want to go into my HostPapa account and delete all those old emails. Which I thought I could do without issues, because they are all collected in my Mail app on my MacBook Pro, backed up of course with Time Machine..

But! The server host tells me (because my email is IMAP and not POP) that if I delete all the email up on the server the next time I log online the server will 'sync' with my computer and automatically DELETE ALL THE EMAIL FILES ON MY COMPUTER.

Not good. I've got 10-15 years of business files in my Mail. I'm wondering if there is any Apple way to make sure the data on my computer cannot be touched by the server's automatic sync system. Any way to turn it off IN my MacBook? I want to continue to get the emails in Mail from the server obviously. But without them being saved indefinitely on the server and causing me to go over my limit up there. Ideally I'd like to be able to delete them on the server the moment they are on my computer.

All ears, Ben

MacBook Pro 15", macOS 10.14

Posted on May 8, 2019 3:23 PM

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Answer 1

Barney-15E

Level 10

125,050 points

May 8, 2019 4:30 PM in response to Ben Low

You don't have to use iCloud. You can just create folders "On My Mac" in Mail and move the files from the server folders into the On My Mac folders.

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Answer 2

DonH49

Level 6

16,726 points

May 8, 2019 4:26 PM in response to Ben Low

I sign into iCloud with my Apple ID. I made custom folders and drag my map emails to each folder. Then I delete all emails I really don't want. Have never lost one email in this manner.

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Answer 3

DonH49

Level 6

16,726 points

May 10, 2019 8:52 AM in response to Ben Low

You have two scenarios here. Create the folders and save to your Mac. This means you will need to protect those folders so action on your part is required. Examples would be if the drive crashed or burned, you erased the computer, someone stole the computer, etc.

The iCloud method would be drag the emails to a folder you created and forget about it. Even if you crashed and burned, lost the computer, erased the computer, signed out of iCloud, etc it will always be there for you when you put back your computer. After you create your folders to save to iCloud then only thing you would need to do is drag an email to some specified folder and let go.

I've been doing it this way for years without any problems. I trust Apple Computer Company.

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Answer 4

Barney-15E

Level 10

125,050 points

May 11, 2019 6:33 AM in response to DonH49

Regardless where you store your emails, iCloud or locally, when you move them out of the Inbox on the server, it will remove them from the server. You shouldn't need to go back in and remove them after the fact.

If you move them to iCloud, you could possibly run out of space there, also. In that case you would need to purchase more iCloud storage. Keeping them in iCloud would make them readily accessible if you were using another device, but you may have to pay for the extra storage necessary.

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Answer 5

Ben Low Author

Level 1

112 points

May 10, 2019 7:20 AM in response to Barney-15E

Thank you Smokerz and Barney-15E, very much appreciated...

I've got scores of folders. All related to business, and thus important. Either way it looks like a lot of time-consuming work. Here would be my next question: I want to avoid rebuilding my Mail account as a POP instead of an IMAP. It's currently an IMAP, which means it is susceptible to 'syncing'. The HostPapa techs say that the HostPapa mail server will always try to 'sync' with my Mac Mail ... thus if I delete all the emails collected on the HostPapa server ... the server will automatically delete them from my Mail on my computer. That's the real issue I'm trying to solve. I want to continue using HostPapa, they are a really good outfit, and I don't want to have to worry about a 'sync' trashing my 10-15 years of business emails. Any ideas for this second issue?

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Answer 6

Ben Low Author

Level 1

112 points

May 10, 2019 8:43 AM in response to Barney-15E

Aha! This is sounding better. Just wanting to make sure I'm getting it so I don't mess up. So is the mail in the 'InBox' susceptible to this 'synch', meaning the Host Server will delete everything out of my InBox if I delete the files up on the Host server?

And you are saying that if I move all my files from the 'Inbox' into a folder or folders in On My Mac they will be safe and secure?

So I can move all my mail from the InBox into the On My Mac, delete all the humungous collection of mail stored up on the Host Server ... and then in future just move my InBox mail over into On My Mac before I go online to delete the files on the Host Server.

I wonder if there is a setting on the Host Server that auto-deletes the mail on the server once it's been downloaded to my Mac 'InBox' ... in which case I can cease worrying about going over my email limit on HostPapa, and also not have to remember to go online to delete those files manually (which then makes my InBox susceptible to Host auto-sync and the loss of my mail. Does that sound right to you? If so, I'll go look for that setting on HostPapa.

This is great Barney-15E. Thank you X 1000. I was terrified there would be no solution and I'd have to spend days sorting this out.

Ben

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Answer 7

Ben Low Author

Level 1

112 points

May 10, 2019 9:00 AM in response to DonH49

Hi Smokerz,

Thank you. Makes perfect sense. I regularly backup my laptop, with everything on it, including the mail. I also work on projects involving sensitive proprietary technology, with non-disclosure agreements attached. That would be my reason for not using iCloud. If anything leaked – and stuff does leak, ask Facebook, and the Pentagon – I'd be held responsible.

But your help is very much appreciated. And thank you again ... Ben

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Answer 8

Ben Low Author

Level 1

112 points

May 11, 2019 5:29 PM in response to Barney-15E

Hi Barney-15E,

Maybe I'm doing this wrong. I've made an 'Inbox-Archive' in 'On My Mac'. I try to drag all the emails stored in my active 'Inbox' over into the 'Inbox-Archive' in 'On My Mac'. Curious thing. One email stayed IN the new location. None of the others STAY in this new folder! The folder stays empty, except for that one errant file it seems. But when I go back to the live 'Inbox' above ... all the files are STILL there.

Am I doing something wrong here?

Ben

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Answer 9

Ben Low Author

Level 1

112 points

May 11, 2019 7:53 PM in response to babowa

Hi Babowa,

You know. I think Mail fixed itself. I went and watched two segments of West Wing (the old TV series) and came back ... and found all my mail once in the active 'Inbox' was now in the On My Mac 'Inbox - Archive'. As Barney-15E said it would be. I guess it just needed a bit of time to transfer it all over. And I need to be more patient. In the morning I'm going up online to check my host server email and see if this computer has synced with the online server and auto-deleted all the mail up there, or if it's just a one-way thing. If so, touch wood, I'll delete everything up online. And come back to my computer knowing everything is in On My Mac and not lost. I think I'll do a careful back of the MacBook Pro tonight just to make sure.

Thank you babowa, very much appreciated. Ben

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Answer 10

babowa

Level 9

78,732 points

May 11, 2019 7:16 PM in response to Ben Low

I'm jumping in here:

First, send yourself a test email and wait until it shows in the online website inbox.

If not automatic, then you need to download email A from your online email account to your Mail app Inbox (that would be done in the regular way you always get your emails. After it is downloaded and shows in your local inbox, drag it from your inbox to your Archive inbox. Now, quit the Mail app (Command + Q) and go back online to your online inbox on the server. Delete email A and also empty the trash online. Go back and launch Mail app and see if email A is still there.

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Answer 11

Barney-15E

Level 10

125,050 points

May 10, 2019 8:25 AM in response to Ben Low

It will only sync the folders that are on the server. It cannot see your folders in the On My Mac section and doesn’t care what is in them.

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Protecting email files in my MAIL app?

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