Keep a visible archive of old emails in Mail App but remove account from the list

I have a couple of old (and now disabled) work/study email accounts (I think all were using exchange).

I want to have access to the old emails in them, if I need to find old conversations and info, but I don't want them in the top section of the Mail app with my active emails and I don't want to constantly receive a notification that I need to update my password, as the emails are inactive now. Or when I action a function that applies to ALL mailboxes 9i.e. take All accounts online), I don't want to be bombarded with notifications to update password etc.

How can I do this?

Thanks.

Note: there is an old thread on this, but the solutions in it are no longer possible in the Mail app, the settings discussed in it just no longer exist.

MacBook Pro 16″, macOS 13.3

Posted on Oct 13, 2023 12:13 AM

Reply
Question marked as Top-ranking reply

Posted on Oct 13, 2023 3:56 AM

If you are really not using the accounts anymore and never will, you can move their content to archives either "On my Mac" or in iCloud if you have the space. I recommend on iCloud because you're protected against their loss should anything happen to your computer. In both cases click on the circled + on the right of their name in the list of mailboxes, create the folders for their organisation and drag messages from the disabled accounts.


Once all of this is done and you can disable or remove the old accounts permanently.

5 replies
Question marked as Top-ranking reply

Oct 13, 2023 3:56 AM in response to Aleona

If you are really not using the accounts anymore and never will, you can move their content to archives either "On my Mac" or in iCloud if you have the space. I recommend on iCloud because you're protected against their loss should anything happen to your computer. In both cases click on the circled + on the right of their name in the list of mailboxes, create the folders for their organisation and drag messages from the disabled accounts.


Once all of this is done and you can disable or remove the old accounts permanently.

Oct 13, 2023 5:58 AM in response to Aleona

Just tested to confirm. I dragged a mailbox "test" with a nested mailbox "test 1" from one account to the iCloud account itself or onto one of its own mailbox. The hierarchy was maintained and all messages went along. The difference with dragging a single message is that it makes a copy of the structure and its content, so for a while you have your messages at two locations until you decide that all is OK in iCloud and you can get rid of the old account.

Oct 13, 2023 4:36 AM in response to Aleona

As you've notice the circled + only appears when you put the mouse cursor in the vicinity of "On my Mac", same with iCloud (visible if you have an iCloud mail account and have enabled it in the System Settings under your name / iCloud).



If you want to put the old messages in the cloud the process is not to move the messages in folders "on my Mac" but to create those folders immediately in iCloud.


Once you've dragged the messages to these folders the original folders will be empty (it's a move, not a copy unless you held the Option key). Start with only a few insignificant messages to understand and trust the process. It's basically the same process than with the Finder.

Oct 13, 2023 4:21 AM in response to Recycleur

Thank you.

I don't have a circled plus next to a mailbox name. There is an option to "Create new mailbox" which comes up after I click on a circled plus next to "On My Mac", which creates an empty folder, where I can drag emails to. How could you then duplicate/move it to the icloud?

Some of these are old accounts like my student one or from old businesses, where I no longer pay for the domains, where mailboxes were hosted. So there is no access to the server.

And removing account from Accounts/Mail will defrinitely not remove the emails from the new folder?


Thanks.

This thread has been closed by the system or the community team. You may vote for any posts you find helpful, or search the Community for additional answers.

Keep a visible archive of old emails in Mail App but remove account from the list

Welcome to Apple Support Community
A forum where Apple customers help each other with their products. Get started with your Apple Account.