Inbox Archiver

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Overview

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. The Inbox Archiver only operates on "fully hosted" email accounts (on our servers). Messages forwarded to email accounts hosted on another mail provider's servers will not be affected by our Inbox Archiver.

The settings for the Inbox Archiver are initially set when creating a "fully hosted" email address on the (Panel > 'Mail' > 'Manage Email') page.

Settings

The settings can be viewed/managed two different ways, either through:

  1. the Mailboxes interface for the user, or
  2. the ‘Manage Emails’ page on the account panel.

It does not matter where you make the changes, both methods do exactly the same thing.

Option 1: Logging in to your Mailboxes account

Note2 icon.png 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/". (Replace "YOURDOMAIN.COM" with your actual domain name).

The following screenshot shows the default Inbox Archiver settings within the Mailboxes section:

InboxArchiver-mailboxes.jpg

Option 2: Logging in to the Control Panel

Note2 icon.png Note: Control panel access IS required for this method.


You can always change the options at any time on the (Panel > 'Mail' > 'Manage Email') page. Select the domain that you want to use, then click on the Edit link for the address in question.

The following screenshot shows the default Inbox Archiver settings in the Control Panel:

InboxArchiver-cp.jpg

Explanation of fields in the above screenshots

Remove read Messages when inbox reaches xxx messages.
This field is to archive messages once the inbox reaches a certain number of messages. The example above has 250 set by default, so once your inbox reaches 250 messages total, the oldest ones will start to get archived into the archive folder, which in this case, is the ‘old-messages’ folder.
Remove read messages from inbox older than xxx days.
This field will archive messages based on the message’s age. The example above shows 45 days, which means when the message is 45 days old, it will be moved out of the inbox and into the ‘old-messages’ folder.
Even expire new messages.
If this is checked, new, unread messages will still be archived based on your archiver settings.
Archive expired messages in folder xxx.
This is the folder where the archived messages will be moved to. By default, it will set the ‘old-messages’ folder, but you can set that to anything you want.
Note2 icon.png Note: You must subscribe to the ‘old-messages’ folder manually as it won’t show up as an accessible folder until then. View instructions below on how to subscribe to this folder in Webmail.


How to subscribe 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. You simply need to subscribe to the folder where your archived messages are stored.

Checking via Webmail

  1. Log into the email 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.
    Old msgs folder.fw.png
  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 are 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 are 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 email client (if you're using the IMAP protocol). If this happens see our Disk_Usage_Warning wiki for more information and instructions on how to resolve this 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 cannot 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 email client.