Folder Management

Using IMAP mail folders

The 'Inbox' is a special folder: all incoming mail that is delivered is placed in the inbox.

'Trash' is another special folder that some e-mail software automatically creates. The trash folder takes up disk space, just like the rest of your folders, so remember to 'empty the trash' regularly. If you do not, you are not really deleting any messages, and you will eventually exceed your disk quota.

You can save incoming and outgoing mail in folders on the IMAP server. E-mail Folders can contain any number of messages. Filing incoming mail to reduce the size of the INBOX speeds up your access to new mail (especially webmail).

You can create subfolders which can contain messages and in turn can contain folders. Refer to the configuration instructions for the e-mail software you are using if you encounter difficulties creating or selecting folders.

Mail Folders on the IMAP server are backed up nightly.

The only way to access mail folders is through the features of your IMAP mail software, for example, you cannot ftp (file transfer) a mail folder to your PC. You can file messages into folders on your Local Mail to copy them from your IMAP space to your PC. Ensure the copies are complete before you delete the originals. Ensure you have a backup strategy for mail on your PC.

You can also send a request to itsupport@ucalgary.ca to request to have a copy of the IMAP folders transferred to web site as a zip file for downloading.

Viewing details about your IMAP folders

Depending upon which e-mail program you use, you may not get a complete picture of the IMAP folders that exists, their size, number of messages, and whether it is in your subscription list. As you update your program, change machines, or change programs some of that information becomes out of date or erroneous.

To view exact details about your IMAP folders:

• login to IT Webmail,
• click the Folder link to view your Subscribed and Unsubscribed folder lists. This Web page allows you update your subscription list, and to delete and rename your folders.
• click the Folder Sizes link found at the bottom of the folder list frame, to view details about the folders such as the number of new messages, the total number of messages, and the size of the folder in kilobytes.

   

Retrieving IMAP mail folders for Offline Storage

Depending upon which e-mail program you use, you may file messages or a complete folder to your PC hard disk in the Local Folders location. (This is not recommended for several reasons). In the case of archiving old mail, leaving the University, account expiry or using webmail, you may want to move large numbers of messages and folders from IMAP to local machine. The protocol is not efficient at moving large numbers of messages and folders and is prone to problems if your connection is not high-speed. You can obtain a copy of all your IMAP folders in a zip archive for faster easier download. Once downloaded to your PC you can then archive them to a backup medium such as a CD-RW or view them offline. Instructions are available here.