Everyone is issued a maximum amount of email space and once this quota is reached at 100%, you will be unable to receive any other mail. This document shows you how to save your email to a local disk on your computer's hard drive and remove it from the mail server, thus conserving space on the mail server. At the same time, this also allows you to have a local archive of your email.
This document assumes you are using the Mac OS X Mail email client. It is also assumed that Mail has been configured to use the IMAP protocol.
The first step in reducing your disk space usage should be cleaning up your current email. Delete any emails that are no longer needed, especially emails with attachments.
The Mail window is composed of three frames. The frame on the left displays your mail folders, both local and online. This is the frame we will be most concerned about for saving your email messages. In the figure below is an example of the Mail window. Notice that in the frame on the left, there is a list of all the email folders. Under where it says UHGmail is where all the folders online are found, excluding Inbox and Sent, which are located near the top. Note, the name of the folders on your Mac may be different, depending on how you configured your Mail application.
If you do not see the listing of folders, click the "Show" button that is located above the listing of messages.
Create a new local folder where you will store the email you no longer need to have online. To create a new local folder, go to the Mailbox menu and click New Mailbox. See figure below.
Next, Give the folder a name. In the Location menu box, be sure to choose On My Mac. Then click on the OK button. See figure below.
Now, select the email you wish to move offline and have saved in your local folder. Simply drag the emails that are to be saved into the new local folder that was created in the previous step. In the figure below, the email messages from the Inbox were selected and moved into the new local folder, Saved E-mail.
To verify that the email has been saved to your local hard disk, click on the new folder you created (saved e-mail). The saved email should be displayed in the frame in the middle. See figure below.
Unlike other email clients, Mail does not require you to purge the emails from the server after saving them to a local folder. This is done automatically by the program.
There may come a time when you wish to move the emails you saved onto your local hard disk back online to be accessed from different locations. The process of moving the email back online is very similar to the process of saving them to your local hard disk.
Go to the Mailbox menu and then click New Mailbox. Next, Give the folder a name and change the Location drop down menu to UHGmail (Substitute UHGmail for the name of your online folder if it is different). Click on the OK button to create the folder. See figure below.
Now, select the email you wish to move online to be accessed from multiple locations. Simply drag the emails that are to be uploaded into the new online folder that was created in the previous step. In the figure below, the email messages from Saved E-mail was selected and moved into the new online folder, Upload E-mail.
That's it, your email is now back online. The email messages have been moved from the local folder and placed in the newly created folder online. These email messages now count against your quota, but they are able to be accessed from multiple locations.