Inbox Archiver

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Description

The Inbox Archiver is a tool that automatically moves old and/or excessive messages from your inbox into an "old-messages" folder to prevent them from clogging up your main inbox and slowing down shell access for your user. The Inbox Archiver only operates on "fully hosted" e-mail accounts (on our servers). Messages forwarded to other accounts and e-mail accounts hosted on Google's servers will not be effected by our Inbox Archiver.

The settings for the Inbox Archiver are initially set when creating a "fully hosted" e-mail address in the control panel under (MAIL > MANAGE E-MAIL).

Settings

The settings can be viewed/managed two different ways. It does not matter where you make the changes, both methods do exactly the same thing.

Option 1: Log in to your Mailboxes account

NOTE: Control panel access is NOT required for this method.

You can log into your "mailboxes" account (if you have WebMail enabled for the domain). Your mailboxes account URL is "http://mailboxes.YOURDOMAIN.COM/". [Of course replace "YOURDOMAIN.COM" with your actual domain name].

NOTE: These screen shots show the default Inbox Archiver settings.

In the Mailboxes screen it looks like this;

InboxArchiver-mailboxes.jpg

NOTE: This screen shots show the default Inbox Archiver settings.

Option 2: Log in to the Control Panel

NOTE: Control panel access IS required for this method.

You can always change the options at any time via that control panel under (MAIL > MANAGE E-MAIL) (provided you have control panel access). Select the domain that you want to use, then click on the "Edit" link for the address in question.

In the Control Panel it looks like this;

InboxArchiver-cp.jpg

NOTE: This screen shots show the default Inbox Archiver settings.

Subscribing to the "old-messages" folder

Gaining access to the "old-messages" folder that is created for these messages is something that must be done manually. Basically you just need to subscribe to the folder where your archived messages are stored.

Checking via webmail

  1. You'll first need to login to the e-mail address with the archived messages. You can do that here or by visiting webmail.yourdomain.com.
  2. Once logged in, look for and click the Folders link at the top of the page.
  3. Scroll down and find the Unsubscribe/Subscribe section.
  4. Select the INBOX.old-messages folder in the list box to the right, then click the Subscribe button below that.
  5. Click on the (Check Mail) link that appears in the left frame of the webmail interface to refresh your folder list and view the newly subscribed to old-messages folder that appears nested under the INBOX folder.

Checking via Thunderbird

  1. Right click on the root of the IMAP folder. In most cases, this is the name you assigned to your email account or may even be your email address.
  2. Click on Subscribe from the list of options.
  3. Click the + next to the INBOX folder to expand the list of folders.
  4. You should be presented with a list of folders, including old-messages
  5. Check the box to the right of the old-messages folder and click on Subscribe.
  6. Click the Ok button.

Checking via Outlook

  1. Right click on the root of the IMAP folder. In most cases, this is the name you assigned to your email account or may even be your email address.
  2. Click on IMAP folders from the list of options.
  3. You should be presented with a list of folders, including old-messages
  4. Select the old-messages folder and click on Subscribe.
  5. Click the Ok button.

Possible Complications

If you're not aware that the Inbox Archiver is moving messages to your "old-messages" folder you may not realize that your mailbox is growing in size! It may reach or even exceed the disk limit set for it. This will cause incoming messages to bounce and most likely you'll get "IMAP connection dropped" errors when accessing the account via the WebMail interface or your stand-alone e-mail client (if you're using the IMAP protocol). If this happens see this Wiki article for more information and instructions on how to resolve that problem.

Notes

  • The Inbox Archiver ONLY acts on messages in your inbox. It does NOT have any effect on other folders you may have.
  • If you un-check the box that specified where the old messages should be stored they will be deleted rather than archived!
  • We strongly recommend that you create folders to keep your messages organized. Once you've read a message it's best to move it into a specific folder that makes sense. It's best to keep things organized rather than just keeping all of your messages in the Inbox! The fewer messages you have in your inbox the faster your mail client will be able to access it.
  • The Inbox Archiver can NOT be disabled! However, you can set the "days" and "messages" values to their max values (DAYS=9,999 MESSAGES=2,000). HOWEVER, we do NOT recommend doing this! If your inbox gets too full it will usually cause problems for your e-mail client. YOU HAVE BEEN WARNED!