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Naughty Outlook
Before you set up Easy-Email synchronization for Outlook, there is one issue that we want to be sure you know about. We refer to it as Naughty Outlook because Outlook sends emails on your behalf without asking your permission and quite frankly we think that's a bit naughty! And it is something Microsoft has known about since 2007 and hasn't fixed which makes it a Double Naughty... It's not in all versions of Outlook and it only affects emails requesting read receipts so it may not ever be an issue for you. Fortunately it looks as if Outlook 2010 does not suffer from this problem. Please click here to read an article for a full discussion of this issue - and your choices.
Table of Contents
1 Introduction................................................................................................................................. 10
1.1 Who can use these guides?............................................................................................. 10 1.2 How to use this document............................................................................................... 11
2 Getting Started.......................................................................................................................... 14
2.1 Try before you decide...................................................................................................... 14 2.2 The example used in the guide.......................................................................................14
5 Setting up Gmail for multiple email addresses...................................................................52 6 Setting up Outlook 2010 for multiple email addresses....................................................54 7 Optimize your settings............................................................................................................. 56
7.1 7.2 7.3 7.4 7.5 7.6 7.7 Downloading emails for offline use..................................................................................56 Deleting messages and the Gmail All Mail folder.............................................................58 Using the Gmail Spam filter for all your messages..........................................................59 Why is my unread count different in my email client and on Gmail?...............................59 Storage space on Gmail.................................................................................................. 59 Turn off your old email and stay with Easy-Email............................................................60 Turn off Easy-Email and stay with your old email setup...................................................61
8 Now what?................................................................................................................................... 63
8.1 Donations gladly accepted!............................................................................................. 64 8.2 Simplify your email life even further with the Advanced Guide.......................................64
9 Appendix: Gmail.......................................................................................................................... 68
9.1 9.2 9.3 9.4 9.5 9.6 9.7 9.8 Backup and restore your emails......................................................................................69 Hide the All Mail folder from other email clients..............................................................75 Export contacts............................................................................................................... 77 Import contacts............................................................................................................... 78 Create a signature........................................................................................................... 79 Backup your Google Calendar......................................................................................... 80 Restore your Google Calendar......................................................................................... 82 Backup Google Docs........................................................................................................ 89
Overview
1 Introduction
Easy-Email extends your existing email setup, so you can: Manage all your email addresses in one window with one login on any computer! Work with your webmail offline on your own computers. Read and write emails on the plane, the bus and the beach! Synchronize your email on as many computers as you would like. Automatically! Get your Outlook email anywhere! (...or any other email client)
Easy-Email is changing the way people use email. No more: Logging in to several different email accounts to check all your email addresses. Difficulties using email clients on more than one computer. Emailing yourself copies of emails from one email account to another just so you can keep yourself informed :-)
Your email is streamlined, efficient, accessible anywhere, from any computer easy! Whether you currently use webmail or an email client, whether you use one email address on multiple computers or you have multiple email addresses on multiple computers, we can save you heaps of time and hassle. You do not need to purchase new software you simply setup your existing email client software or use free email software. In fact, our favorite email client, Thunderbird, is free to download and works on Mac, Linux and Windows. The Easy-Email solution works with most popular email clients (Outlook, Thunderbird, Live Mail, Apple Mail etc.), you can use webmail and many mobile devices (Android, iPhone, BlackBerry, Palm webOS, Symbian, Windows Mobile and more) to access your email. The solution also works on Windows, Mac OS X and Linux. Gmail is used as your webmail client. You can still send and receive email with your Hotmail and other webmail addresses except the free Yahoo Mail. For more details read Will I have to use Gmail as my webmail client? See it in action in our videos here. And you can find real life use cases on our website here.
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The first hour Easy-Email saves you pays for the Advanced Guide!
If we save you just one hour
(and we will save you much, much more)
you have already earned back what you paid for the Advanced Guide
(depending on how much you make per hour of course!)
Preparation
2 Getting Started
This section contains important information to help you get the job done smoothly.
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He can also neatly manage all of his email addresses in one window with one login. He can use Gmail, Thunderbird, Outlook or any other email client.
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John's multiple inboxes in Gmail John wants each email address to have a separate Inbox and Sent Mail. And he wants to be able to manage all his addresses from Windows Live Mail on his home computer, from Outlook Express on his netbook and from Gmail when he is on the road without the netbook. John will be able to send an email from JohnDoe@pogo-card.com using Gmail and no one can tell it was not sent from the office. Note! Part 2 is only included in the Advanced Guides.
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Email Synchronization
Easy-Email Essential Guide To Outlook 2010 - Setting up Gmail for email synchronization -
Note! The purpose of the Essential Guide is to show you the value of the Easy-Email system by setting up Email Synchronization for one Gmail address. We recommend you set up the system on two or more computers or mobile devices. After you have completed the setup you can see the advantages of the Easy-Email system in live action, specifically: Read an email on one computer and it is marked as read on all your computers Send an email from one computer and it will appear in the Sent Mail folder on all your computers Move an email to a folder on one computer and it will be moved automatically on all your computers Your email Inbox is automatically synchronized on all your computers You can synchronize your email on your mobile device too You can access your email from Gmail when you are away from your own computers
Once you have seen the system in action you can purchase the Advanced Guide to extend the Easy-Email system to include sending and receiving email from your own personal email addresses. Another advantage of the Easy-Email Advanced system is that you can manage all your personal email addresses with one login from Gmail when you are away from your own computer.
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Easy-Email Essential Guide To Outlook 2010 - Setting up Gmail for email synchronization In this chapter: Setup a Gmail account Setup Gmail to download emails from webmail accounts Transfer contacts and email from your webmail account to Gmail Setup Gmail to download new email from your webmail account
Setup Gmail to download email from other email accounts Enable Email Synchronization Summary More stuff you can do
3.2.1 Transfer contacts and email from your webmail account to Gmail
3.2.2 Setup Gmail to download new email from your webmail account
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Easy-Email Essential Guide To Outlook 2010 - Setting up Gmail for email synchronization -
3.5 Summary
Gmail will now: on a regular basis download emails from your mailbox at your Internet Service Provider or Webmail provider (only included in the Advanced Guide). send mails as if you were sending them from your other addresses (only included in the Advanced Guide). allow other email clients to synchronize email with Gmail
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Easy-Email Essential Guide To Outlook 2010 - Setting up Gmail for email synchronization -
You can find many more tips and tricks on using Gmail and managing your email on the website: www.Easy-Email.net
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Access all your email from one window with one login and respond from any email address you choose!
Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization -
Important! Backup your emails before you start! You can find instructions for how to do this in Backup and restore your emails on page 92. Easy-Email does not accept responsibility for any data loss under any circumstance.
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization -
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization Click File Add Account.
Enter the following information: For Your Name enter your name, for John that is John Doe. For E-mail Address enter your Gmail address, which for John is walletpcuser1@gmail.com. For Password enter your Gmail password twice.
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization Click Next.
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization Wait while Outlook searches for your account settings. This can take a couple of minutes.
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization Tick Manually configure server settings. Click Next.
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization Click More Settings...
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization On the general tab enter a descriptive name for the mail account. For John we enter My Mail (IMAP).
Click on the Sent Items tab. Select Do not save copies of sent items. Gmail automatically does this for us now.
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization Click OK.
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization Click Finish.
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization Your mail is synchronized with Gmail. This could take some time depending on how many emails you have. You can Delete the test email from Outlook.
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization Select the [Gmail] Sent Mail folder. The sent folder view includes From instead of To. What you want to see here is who you sent emails to.
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization Click on View Change View Save Current View As a New View
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization Click View Settings.
Click Columns...
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization Select the Sent and To fields. Tip! Hold down the Ctrl key when you click on the second field to select both fields at the same time. Click Add.
Move the fields so To is located below From and Sent is below Received.
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization Select the From and Received fields. Click Remove. Then click OK.
Click OK.
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization Now we can see who we sent our emails to.
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization -
4.3 Set the Gmail account as the default email account (optional)
If you want your new Gmail account to be the default when you send email follow these steps: Go to File Account Settings Account Settings..
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization Select the My Mail (IMAP) account. Click Set as Default. Click Close.
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization -
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization -
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization -
The first time Outlook 2010 synchronizes with Gmail it can take a long time please be patient.
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization -
Start Outlook 2010 on computer 2. Verify that you have the Test 2 email in your inbox and that it is marked unread. Verify that you have the Test Folder and that the Test 1 email is in the folder marked as read. Verify that you have the reply to the Test 1 email in your [Gmail]->Sent Mail folder. Open the Test 2 email so it is marked as read. Close down Outlook 2010 on computer 2.
Open your Gmail account in an internet browser. Verify that you have the Test 2 email in your inbox and that it is marked read. Verify that you have the Test Folder and that the Test 1 email is in the folder marked as read. Verify that you have the reply to the Test 1 email in your [Gmail]->Sent Mail folder.
If you have a mobile device setup the Gmail account on that device too, and complete the tests. You can find instructions for setting up mobile devices by clicking here.
Now that you have seen how easy the Easy-Email system is (it works automatically once it has been set up), you are most likely eager to expand the system to work with your personal email address(es). Configuring multiple email addresses and Sent Mail from your personal email addresses is not trivial. However we have made it easy for you by documenting every step in the Easy-Email Advanced Guide. You can purchase the Advanced Guide from our web site by clicking here. You have already seen how much time you can save with a fully automated email synchronization system, so you know the guide will pay for itself very quickly.
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization An added benefit of the Advanced version of the system is that you can manage all your email addresses from Gmail with one login when you are away from your own computers. No more logging into several different email accounts!
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for email synchronization -
And that completes the setup of Outlook 2010 for email synchronization.
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Easy-Email Essential Guide To Outlook 2010 - Setting up Gmail for multiple email addresses -
This chapter explains how to setup Gmail to work with multiple email addresses. You will be guided through creating labels, setting up email receiving and sending, creating filters and signatures. At the end of the chapter you will find advice on writing and replying to emails and a few tricks on how to make your Gmail experience even better. In this chapter: Create labels Setup email receiving Setup email sending Setup filters Setup signatures Write emails Reply to emails Other recommended options
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Easy-Email Essential Guide To Outlook 2010 - Setting up Outlook 2010 for multiple email addresses -
This chapter explains how to take the basic email synchronization setup for Outlook 2010 to the next level with multiple email addresses. You will be guided through renaming your My Mail (IMAP) account, adding accounts to send email via your own outgoing mail server and via Gmails outgoing mail server. You will change the setup of Outlook 2010 so only one account downloads email and finally you will create multiple signatures and learn how to write and reply to emails. In this chapter: Refresh the folder list from Gmail Rename the My Mail (IMAP) account to Gmail Add account to send email via your own outgoing mail server Add account to send email via Gmail's outgoing mail server Set the default account Select folders for each email account Create multiple signatures Write emails Reply to emails
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Finishing Touches
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Easy-Email Essential Guide To Outlook 2010 - Optimize your settings Folder Inbox All Mail Synchronization Option Comment All Messages Don't Synchronize Hmm... yes, you guessed it: your inbox Contains your messages archive. See Deleting messages and the Gmail All Mail folder on page 58 for more details. Drafts Sent Mail Spam All Messages All Messages All Messages Draft messages. Includes draft messages composed on other email clients. Useful! Sent Mail. Also very useful if you need to remind yourself what you have told people. Why synchronize the spam folder? Because you want to see if any real mails end up in the spam filter. It does happen occasionally even with the best spam filters! These are the messages marked with a flag or a star because you want them to get special treatment. Useful to synchronize in case you ever need to pull something back up from the trash can. These are the folders you create to organize your email. You may not need to synchronize all folders on all email clients. For instance you might leave out work folders on your home computer.
Starred
All Messages
Trash
All Messages
In the guide for each email client we have described where to adjust the Synchronization Settings. For Outlook 2010 you can find the instructions in Download emails to Outlook 2010 for offline use on page 100. For other email clients please see the corresponding documentation. The options are generally: Don't Synchronize -> Do not download messages. You can only see the content of the folder in Gmail. All Messages -> Download all messages and their contents to the computer. You can then read and respond to messages offline. New Messages Only -> Only download messages arriving from now on. Headers Only -> Only download the subject and sender information, not the message contents. The contents can only be accessed when you are connected to the internet and will be downloaded if you click on the message.
Tip! On Gmail you can hide the All Mail folder from your all of your email clients in one go. See Hide the All Mail folder from other email clients on page 75 for more information.
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On an email client other than Gmail, pressing Delete will remove the email from the current folder. If an email exists in more than one folder it will still appear in the other folders. In other words pressing Delete is the same as archiving in Gmail. If you do want to send an email to the trash can you may do so by dragging the email to the Trash folder under [Gmail].
So the All Mail folder has a copy of every email you have sent or received apart from the emails you have sent to the trash can. You can also change this behavior so an email is automatically moved to the Trash instead of the All Mail folder. Read this article for more information: How to delete Gmail IMAP emails. If you wish to access the All Mail folder offline you will need to synchronize it for offline use. However you will most likely have all the messages you need in your Inbox, Sent Mail and your personal folders. Google has a great article on How do actions sync in IMAP?
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7.3 Using the Gmail Spam filter for all your messages
Since you are now receiving all your email messages through Gmail, their spam filter will automatically catch any baddies coming in. Gmail's spam filer is extremely good. Effectively this means you do not have to purchase a separate spam filter. Once you decide to stay with Easy-Email you can turn off your email clients spam filter. You will find the instructions for how to do this in the appendix if this is relevant for your preferred email client. This is only relevant for some email clients, like Outlook and Windows Live Mail. For other email clients such as Thunderbird this is not relevant. If you occasionally do find a spam message in your Inbox you can mark the message as spam by dragging it into the [Gmail]/Spam folder. Gmail will pick it up from there.
You should make a habit of regularly verifying that the emails in the [Gmail]/Spam are really spam messages every now and again a real email ends up in the spam folder. If this happens you can mark it as not spam in Gmail and it will be moved back to your inbox. On your email client you can drag the message from the spam folder to any other folder and it will also mark the message as not spam. Tip! It is a good idea to save the email addresses of newsletters and mailing lists that you are expecting to receive in your Contacts. That way Gmail recognizes them as wanted emails.
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7.6 Turn off your old email and stay with Easy-Email
You need to: Tell Gmail to remove downloaded email from the mailbox Turn off your old way of downloading emails Change your email forwarding addresses
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7.7 Turn off Easy-Email and stay with your old email setup
We would love to hear why you do not think Easy-Email is for you! Please send us an email at feedback@easy-email.net and tell us what we can do to make this work better for you. Turning off Easy-Email is very easy to do: If you are using Outlook 2010 you can find the instructions for how to do this in Turn off an email account on page 108. Otherwise please refer to the corresponding document for the email client you are using. Remember to turn off all the accounts you might have created with Easy-Email, and ensure that your old account is turned on.
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8 Now what?
Make sure you sign up for news and updates at www.Easy-Email.net/easy-email-news so we can keep you informed. We continue to develop and search for improvements for these guides and we often send out free bonuses or tips that will be very useful.
Now your email life is really simple! You can access your work emails from home, your home emails from an internet cafe, your hotmail emails from Outlook, your Outlook emails from Gmail... it's brilliant! Have fun! You probably recall that we designed the Easy-Email instructions so you will keep the old way of working with your email active while you try out the new solution. It does mean that you will be downloading your emails twice until you decide which solution to keep. Remember! Once you are comfortable that Easy-Email works for you, you can turn off the old way of getting your emails. See Turn off your old email and stay with Easy-Email on page 60 and Turn off Easy-Email and stay with your old email setup on page 61 for specific instructions on how to do this. And don't forget to send us feedback and testimonials on how it's helped you in your life. Just click on the feedback link in the footer. We review all feedback and incorporate comments and suggestions to improve the quality of our products and website. Thanks!
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You can also help by spreading the word to your friends. Click the link in the footer, and we will write the email for you. Of course you can change the text before you send the email and you choose who to send the email to.
8.2 Simplify your email life even further with the Advanced Guide 8.2.1 What is in the Advanced Guide?
This video shows the Advanced setup using Gmail and Thunderbird: http://www.youtube.com/watch?v=uUsAo9Dijy4 The result is the same in any other email client so it's worth a look! With the Easy-Email Advanced Guide you can: Work with all your email addresses in one window with one login No need to log in to different webmail clients No need to install more than one email program on your computer Work with all your email from all your email addresses on your mobile device
Give each email address its own inbox and outbox Respond to email using the correct email address and signature automatically (most but not all email clients, see known issues) Backup all your email with one program
After John has completed the Easy-Email Advanced Guide his Gmail looks like this:
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John has three separate inboxes for his Gmail address, work address and personal address. He can also organize his emails in To Do and To Read sections. John is managing three different email addresses in one window with one login. Note! In most email clients the inboxes, sent mail and personalized folders are shown in list form.
With the Easy-Email Essential setup, sent email may appear as sent 'on behalf of' or with 'sender' information depending on which email client the recipient is using. The Advanced Guide shows you how to set up your sent email so that, even while working in Gmail, your email is in fact sent via your own mail server!
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Appendices
9 Appendix: Gmail
This appendix has more information on Gmail and how it works with Easy-Email. In this appendix: Backup and restore your emails Hide the All Mail folder from other email clients Export contacts Import contacts Create a signature Backup your Google Calendar Restore your Google Calendar Backup Google Docs
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Important! The method described here is the recommended way to backup your emails when you have setup Easy-Email. When you use a new method of backup for the first time it is important to verify that you can restore your precious data again. Consider creating a temporary Gmail account to test the backup and restore function.
There are a number of different backup programs available. And since we promised you did not have to buy any software we will start with the free software first. Gmail Backup, which runs on both Windows and Linux, is our preferred option. Get it here: www.gmail-backup.com Note! Gmail-Backup has some limitations on label names. No special characters are allowed. IMAPSize is another free option, but it only runs on Windows. Get it here: www.broobles.com/imapsize Note! We have experienced some difficulties restoring data with this program. If you choose this program make sure you test the restore function. BackupGoo.com has both a free and a paid for version. It runs on Windows, Linux and Apple Mac. A commercial solution is Gmailkeeper. It runs on Windows only. Get it here: www.gmailkeeper.com A rather technical solution for Apple Mac can be found here.
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When the download is complete install Gmail Backup by executing the downloaded file. Follow the instructions and keep all default values. The installation creates an icon for Gmail Backup on the desktop. Double click the icon to start the program.
Specify your Gmail login and Gmail password. For Server enter imap.gmail.com. Select your preferred backup folder and give the backup file a name. Tip! The naming of the file: GmailBackup-YYYY-MM-DD.zip is not a coincidence. The date format will ensure that your backup files are listed in date order and the .zip file - 70 Send us feedback Buy the Advanced Guide
Easy-Email Essential Guide To Outlook 2010 - Appendix: Gmail extension tells Gmail Backup to save the backup in a zip file. We do recommend that you create a folder specifically to hold the backup files. Note! If you have been using Gmail for a while you might have to change the date interval to backup all your emails. The date interval can be used to speed up subsequent backups by omitting emails which have been backed up already. Click Backup.
Note! If you see the message below after you click Backup it is because your All Mail folder is hidden. Follow the instructions in Hide the All Mail folder from other email clients on page 75 to
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Gmail unhide the folder before you start the backup
Hide the All Mail folder again as described in Hide the All Mail folder from other email clients on page 75.
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Gmail Backup remembers your Gmail login and the name of the last backup file. Enter your password. Verify that the name of the backup file is correct. Click Restore.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Gmail When you see the message below the restore is complete.
Tip! You can backup from one Gmail account and restore to another Gmail account. This can be useful if you want to test the restore function or if you want to move emails from one Gmail account to another Gmail account.
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9.2 Hide the All Mail folder from other email clients
The All Mail folder in Gmail is your email archive. This is where your emails are stored when you remove them from the Inbox unless you explicitly delete them. Apart from when you want to backup your emails you have no need for this folder. That is, you do not need to synchronize this folder for offline use. The exception is if you are using Thunderbird 3, which has an archive feature that works with the Gmail All Mail folder. If you wish to make use of that feature you need to enable the All Mail folder. Otherwise you will not be able to access the archive from Thunderbird. One option is to deselect the All Mail folder in your email clients when you configure them for email synchronization. Instructions for this option are in the guides for each email program. Another option is to hide the All Mail folder in Gmail. You just need to do this once and the folder will be hidden in all email programs. Follow these steps: Log in to your Gmail account. Click Settings at the top right hand corner of the page.
Find the Advanced IMAP Controls lab feature and click Enable.
Click Settings Labels. A new option has been added for each label: Show in IMAP. For All Mail untick this option.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Gmail Now the All Mail folder will not be made available for download for offline usage. Important! Before making a backup from Gmail you need to enable All Mails via IMAP again. Otherwise you will not be backing up your email archive.
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In the contacts window click Export. Select Outlook CSV as the output format. Then click Export.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Gmail Click Export Calendars.
Save the file in a safe place, which you include in your normal backup of your computer (you do backup, right?).
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Inside the zip file you will find an xxx.ics file. Extract this file to your file system. The xxx.ics file can be imported to Google Calendar.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Gmail Under My calendars click Settings.
Browse to your .ics file. Important! Make sure you select your .ics file not the .zip file. Select your new calendar, in John's case this is My new calendar.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Gmail And your new calendar has all the appointments from your backup file.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Gmail Click Create new calendar.
Browse to your .ics file. Important! Make sure you select your .ics file not the .zip file. Select your new calendar, in John's case this is My new calendar.
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Make sure both calendars are selected under My Calendars. As you can see here, entries in blue are on the primary calendar and entries in green are on the new calendar. As the Lunch with the boss appointment is shown in green
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Gmail only, it has been deleted from the primary calendar.
To restore the lunch appointment click on the appointment. Then click More Actions Copy to walletpcuser1@gmail.com.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Gmail And your appointment is restored.
Repeat for any other appointments you wish to restore. Optionally you can delete the new calendar when you are finished.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Gmail Click More actions Export...
Select the All items tab. Click Download. Note! The export is limited to 2GB. If you have more than 2GB of documents you have to repeat the export process. Select groups of documents, that are less than 2GB in size.
Google Docs zips your files and the download will begin once the zipping process is complete. Save the file in a safe place.
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10
This appendix has more information on Outlook 2010 and how it works with Easy-Email. In this appendix:
Download emails to Outlook 2010 for offline use (page 100) Copy old emails to Gmail from Outlook 2010 (page 106) Turn off an email account (page 108) Export contacts from Outlook 2010 (page 111) Import contacts into Outlook 2010 (page 115) Create a signature in Outlook 2010 (page 119) Group emails by thread in Outlook 2010 (page 122) How to find your mail server settings (page 123)
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So please make sure that you backup the main file too for the Calendar, main Contacts and other information if required.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 Go to File Open Import.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 Select Export to a file. Select Next.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 Select the folder to export from. Click Next.
Choose the destination where you want the backup file to be saved. Click Finish.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 Optionally enter a password to secure the backup file. Click OK.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 Select Import from another program or file. Click Next.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 Select Outlook Data File (.pst). Click Next.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 If you protected your backup with a password enter it here. Click OK.
Select the folder to import from. Select the folder you wish to import the email and contacts to. Click Finish.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 To modify the synchronisation settings go to the Send / Receive tab. Click Send/Receive Groups Define Send/receive Groups...
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 Click Edit...
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 Select the account you wish to change the settings for. Select Use the custom behaviour defined below. You can now modify the settings for each folder individually. If you download headers only you will not be able to see the contents of emails offline. Click OK when you are done.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 You can also choose which folders you wish to have access to on Outlook. Right click the name of your IMAP account. Click on IMAP Folders...
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 Folders you subscribe to will be available from Outlook. Here you can unsubcribe any folders you do not want to download. If you did not hide the Gmail All Mail folder in Gmail you can unsubscribe the folder here. Click [Gmail]/All Mail and Unsubscribe. Then click OK.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 Select your new email account. For John this is My Mail (IMAP). Click OK.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 Click Edit...
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 Select the account(s) you want to turn off and uncheck Include the selected account in this group. Note! Make sure you disable either your old account or the Easy-Email account(s) not all of them. Then click OK.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 Select Export to a file. Click Next.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 Select the Contacts folder. Make sure you select the correct Contacts folder if there is more than one. Click Next.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 Verify the action to be performed. Here you can also control which fields to export. Click Finish.
The resulting file can now be imported in Gmail or another email client.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 Select Import from another program or file. Click Next.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 Select the file you wish to import. Choose how you wish to handle duplicates. Click Next.
Select the contacts folder where you want the new contacts to be stored. Make sure you select the correct Contacts folder if there is more than one. Click Next.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 Verify the action to be performed. Click Finish.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 Click Mail, then Signatures...
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 In the Signatures and Stationary window you can create, edit and remove your signatures. Remember to specify if you want your signature attached to New messages and replies/forwards. Click OK when you are done.
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10.10
Gmail organizes emails in threads. Responses to an email are grouped with the original email making it easy to follow an entire conversation. In Outlook email threads are called conversations. To view messages in conversation order go the View tab. Click on Show as Conversations.
You can now choose to use conversation view for this folder only or for all folders.
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10.11
Follow these steps to find the current settings for your mail server:
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 Select the account you wish to view the details for. Click Change...
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 Make a note of the details in this window. Click More Settings.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 Click on the Outgoing Server tab. Make a note of the details in this window.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Outlook 2010 Click on the Advanced tab. Make a note of the details in this window.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: How to find the information you need -
Often the first result will have the information you need.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: How to find the information you need -
In this case there is no information for port number and SSL, so assume the port number is 110 and that SSL is not enabled. This is a very common setup.
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Easy-Email Essential Guide To Outlook 2010 - Appendix: Understanding sending and receiving emails -
This appendix describes how email sending and receiving works in relation to Easy-Email. In this chapter: Understanding the three different ways of receiving emails Emails sent to our Gmail address Emails forwarded from another email address to our Gmail address Emails we have Gmail pick up from our other mailboxes So which option should I choose?
Understanding the six different ways of sending emails Outgoing mail server what it is and what your options are Sending emails using the Gmail mail server Sending emails from Gmail using your own mail server
Sending emails Using your email client to send email via the mail server of your email address Using Gmail to send email from your Gmail address Using Gmail to send email from a personalized email address via the Gmail mail server Using Gmail to send email from a personalized email address via the mail server of your email address Using your email client to send email from a personalized email address via the Gmail mail server Using your email client to send email from a personalized email address via Gmail and the mail server of your email address
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