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How to setup an IMAP account in Apple Mail

This article explains how to setup Apple Mail for email synchronization. You will be guided through modifying your existing accounts (if you have any) and configuring Apple Mail to synchronize with Gmail.

At this point you should have completed the setup of Gmail for email synchronization.

 

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At the end of the article you will find references to more information which is relevant for working with Apple Mail and Easy-Email.

Important! Backup your emails before you start! Easy-Email does not accept responsibility for any data loss under any circumstance.

Modify existing accounts

If you have existing email accounts setup in Apple Mail we need to make sure they will work well with Easy-Email. For email accounts using POP we need to make sure they leave new emails in the mailbox long enough for Gmail to pick up a copy of the email too. For accounts using IMAP we need to tell the account to forward a copy of incoming email to your Gmail account.

Note! These changes do not affect the way you manage your email today.

Follow these steps:

Note! Click on the images to see a larger version.

  • Go to Mail → Preferences...
    Preferences

  • Go to the Accounts tab.
    Select your existing email account. In our case, it is My Old Email Setup (POP).
    Your Account Type will be either POP Mail Server or IMAP Mail Server.
    02_accounts

Accounts using POP

If you already have email accounts setup in Apple Mail we need to ensure they leave new email in the mailbox on the mail server for one day.

Gmail is also downloading email from the same mailbox, so Apple Mail will have to leave the email on the mail server long enough for Gmail to get hold of a copy too. Gmail automatically checks your mailboxes for new mail once every hour. If a new email arrives in your mailbox and Apple Mail downloads and removes the email from the mailbox before Gmail gets to it you will not see that email in Gmail and it will not be synchronized with your other email clients.

This modification does not change the way your current email setup works.

Do the following for each Apple Mail account that downloads email from a mailbox:

  • Go to Mail → Preferences...
    Preferences

  • On the Accounts tab select your existing email account. In our example, it is My Old Email Setup (POP).
    Go to the Advanced tab.
    If Remove copy from server after retrieving a message is checked make sure that the selected delay is not Right away. In our example, it is After one week.
    04_advanced 

Accounts using IMAP

If you have any email accounts that use IMAP you need to tell them to forward a copy of incoming email to your Gmail account.

The way to do this depends on the IMAP server you are using.

In Gmail you would go to Settings → Forwarding and POP/IMAP and enable Forward a copy of incoming mail to.
05_settings

Make sure you still keep a copy of incoming email as well. If there is no setting for this on your IMAP server it will do this by default.

Create a new email account in Apple mail to access Gmail

Gmail has already been setup to pick up your email for you. This step tells Apple Mail to synchronize with Gmail so you can download copies of your emails.

If you have more than one email address, work with the email address you use most often. For John Doe this is This e-mail address is being protected from spambots. You need JavaScript enabled to view it . Setting up multiple email addresses is explained in the Advanced section of the guides.

 

Note! Apple Mail in this setup will always send email from your Gmail account.


The Apple Mail Advanced Guide details how you can send mail from your personalized email addresses such as This e-mail address is being protected from spambots. You need JavaScript enabled to view it and This e-mail address is being protected from spambots. You need JavaScript enabled to view it .

 

 Essential Guide (email is sent from your Gmail account):
Assential guide

Advanced Guide (email is sent from your personalized email address):
Advanced guide 

Follow these steps:

  • Go to File → Add Account...
    Add account

  • For Full Name, enter your name. In our example, it is John Doe.
    For Email Address, enter your new Gmail address. In our example, it is This e-mail address is being protected from spambots. You need JavaScript enabled to view it .
    For Password, enter your gmail password.
    Click Create.
    09_create

  • Right click on the new Gmail account inbox. In our example, it is Gmail.
    Click Edit “Gmail”...
    11_edit_gmail

  • Go to the Advanced Information tab.
    For Description, enter My Mail IMAP.
    For Email Address, enter your old email address. In our example, it is This e-mail address is being protected from spambots. You need JavaScript enabled to view it
    12_account_information

  • Go to the Mailbox Behaviors tab.
    For Drafts, uncheck Store draft messages on the server.
    For Sent, uncheck Store sent messages on the server.
    For Junk, check Store junk messages on the server, and select Never for Delete junk messages when.
    For Trash, first uncheck Store deleted messages on the server and then uncheck Move deleted messages to the Trash mailbox.
    Close the window.
    13_mail_box 

  • Click Save.

     14_save

If you would like help with synchronizing Apple Mail on multiple computers you can download and follow the Easy-Email Essential Guide. See how this brilliantly simple solution will simplify your life by watching our quick demo video. Or go to the download section to get your guide.

 

 

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