Saving Gmail to I-drive Projects Folder 1 Rev. 2014-01-07 Effective Date: November 20, 2013 (Procedure checked using Mozilla Thunderbird 24.1.0) Title: Saving Gmail to I-drive Projects Folder Purpose: A method whereby Gmail may be saved offline and made openly accessible using the email client, Mozilla Thunderbird. The procedure includes several methods for accessing saved email files. Required Prerequisites: Two preparatory installations requiring Admin-level computer access are necessary in order to successfully complete this procedure (see, Section 1: Configuration of Mozilla Thunderbird). Both are required only once. 1. Acquire, install, and setup Mozilla Thunderbird – Contact OIT: [email protected]2. Download and install the ImportExportTools add-on for Mozilla Thunderbird a. Note: Add-ons do not require Admin level computer access. Procedure to Save Email to the Projects Folder 1- In Thunderbird right-click on the relevant folder, select ImportExportTools Export all messages in the folder EML format. 2- Select the destination folder, for example: I:\Staff\Facilities\Projects\241_SRTC\2012SRTC-Projects\ 2012_SB212C02_SRTC-Cooling-Tower- Replacement\1_Administration\1-1_Correspondence-Email 3- After selecting the destination Thunderbird will automatically move all files to that destination. Capital Projects and Construction Post Office Box 751 503-725-3738 tel Portland, Oregon 97207-0751 503-725-4329 fax www.fap.pdx.edu
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Procedure to Save Email to the Projects Folder · Saving Gmail to I-drive Projects Folder 3 Rev. 2014-01-07 Appendix 1: Definitions Add-ons - In this procedure, an add-on refers specifically
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Saving Gmail to I-drive Projects Folder
1 Rev. 2014-01-07
Effective Date: November 20, 2013 (Procedure checked using Mozilla Thunderbird 24.1.0)
Title: Saving Gmail to I-drive Projects Folder
Purpose:
A method whereby Gmail may be saved offline and made openly accessible using the email client, Mozilla
Thunderbird. The procedure includes several methods for accessing saved email files.
Required Prerequisites:
Two preparatory installations requiring Admin-level computer access are necessary in order to successfully
complete this procedure (see, Section 1: Configuration of Mozilla Thunderbird). Both are required only once.
1. Acquire, install, and setup Mozilla Thunderbird – Contact OIT: [email protected]
2. Download and install the ImportExportTools add-on for Mozilla Thunderbird
a. Note: Add-ons do not require Admin level computer access.
Procedure to Save Email to the Projects Folder 1- In Thunderbird right-click on the relevant folder, select ImportExportTools Export all messages in the
Contents Procedure to Save Email to the Projects Folder ..................................................................................................... 1
Appendix 2: Configuration of Mozilla Thunderbird ................................................................................................ 5
Explanation of Procedure: .............................................................................................................................. 5
Preparing Your Gmail Account ........................................................................................................................ 5
Prepare Mozilla Thunderbird .......................................................................................................................... 6
Download the ImportExportTools Add-On ..................................................................................................... 9
Appendix 3: Saving Email to I:\Drive Projects....................................................................................................... 10
Explanation of Procedure: ................................................................................................................................ 10
Explanations, Notes, Tips, and a Warning ........................................................................................................ 10
Note Regarding Saving and Backing-up Email: ............................................................................................. 10
Tip: Arrange Email Prior to Moving to the Shared Projects Folder .............................................................. 11
EML Format Explanation ............................................................................................................................... 11
Appendix 4: Accessing Saved Email and Attachments ......................................................................................... 13
Explanation of Procedures: ............................................................................................................................... 13
Note on Selecting EML Files to View ................................................................................................................ 13
Procedure: Viewing EML in Thunderbird .......................................................................................................... 13
Procedure: Importing EML into Gmail with Thunderbird ................................................................................. 13
Procedure: EML as Text .................................................................................................................................... 14
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Appendix 1: Definitions
Add-ons - In this procedure, an add-on refers specifically to small pieces of software that add new features,
functionality, or customization to an installation of Thunderbird. Add-ons do not require IT administrative
access or support to implement and are installed separately as-needed following a successful installation of
Thunderbird. While there are several types of add-ons this procedure only addresses the add-on extension
ImportExportTools.
Email Client – An email client, also called a mail user agent (MUA), is a program used to access and manage
email. While an email client can be considered to be any system capable of interfacing with a user’s email
mailbox (as defined by RFC 5321 and RFC 5322) it is used within this procedure to refer to “locally installed
email clients” as opposed to web-based clients or webmail. Locally installed email clients are those email
clients installed on a particular computer and include Mozilla’s Thunderbird, Microsoft Outlook, and Apple’s
Mail. Webmail on the other hand includes any system requiring internet access to interface with such as
Gmail, Yahoo! Mail, Outlook.com, etc.
EML – EML files are a proprietary open email format specified in RFC-822 and RFC-2822. In a single file, they
can contain the email message (text and html formatting), the message header, message path information,
time/date information, file attachments, and information.
Folder – A method of organizing email within Mozilla Thunderbird. ’Labels’ from Gmail are converted into
folders when imported into Thunderbird. A message with multiple labels will be duplicated into each folder.
Format – Refers to File Formats, or the extension appending any given electronic file (i.e. ‘.doc’ or ‘.txt’). For
this procedure, ‘format’ will almost invariably refer to EML, a common email file format.
Header – An email header is the information embedded into an email message by the software that executes
the transaction. This information provides a trail of evidence for how the message was executed and routed.
IMAP - Internet Message Access Protocol (IMAP) is an application layer Internet protocol that allows an email
client to access email on a remote server. IMAP allows multiple email clients to manage a single mailbox. What
this is means that any changes to stored messages on one client will be applied to all other clients - so if a
message(s) is written, deleted, or filed in Thunderbird, IMAP will synchronize those changes to a Gmail
account and vice versa. IMAP supports both on-line and off-line operations.
ImportExportTools – A free add-on extension for Mozilla Thunderbird that allows the user to export and
import folders and messages.
Index – Refers specifically to the “index.HTML” file automatically created when messages are saved to EML
using the Saving Email to I:\Drive Projects (Appendix 3). This index file contains the following contextual
information about the emails in a saved folder: Title of folder with date of back-up; Subject of emails; Sender
information (i.e. From:); Receiver information (i.e. To:); Date message was sent; and the presence of an
attachment(s).
Label – A method of organizing email into categories within Gmail. Labels are similar to ‘folders’. Beyond
terminological differences the unique feature of labels is that unlike folders more than one label can be
applied to a given message thus causing that message to appear under each label.
MBOX – Another popular email file format. MBOX refers to a family of four related, but only semi-compatible, formats for the storage of one or more email messages and attachments. Generally, a single file with the extension .mbox or .mbx contains the contents of an entire folder, with MIME content stored directly in the file. Files can and do grow to astronomical sizes, and even slight file corruption may affect the ability of certain clients to access individual messages or even the entire folder. MBOX files also include the attachments in their MIME format, meaning that actions will likely need to be taken to migrate them, if they are to remain accessible in the future. POP – Post Office Protocol is an application layer Internet protocol that allows simple download-and-delete requirements for access to remote email mailboxes. Generally, email clients using POP connect to the mailbox, retrieve all email messages, store them on the user’s computer as new messages, and then delete them from the server. Thunderbird – A free, open-source, multi-platform email, news, and chat client developed by the Mozilla Foundation.
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Appendix 2: Configuration of Mozilla Thunderbird Explanation: Appendix 1 provides a procedural walkthrough for enabling Thunderbird to capture a Gmail
account. The purpose of this procedure is to prepare the Thunderbird email client to be able to accept email
records from a pdx.edu Gmail account and then to be able to back these up to the network I-drive. Typically if
OIT installs Thunderbird they will have completed the “Prepare Gmail Account” and “Prepare Mozilla
Thunderbird” procedures; if this did not happen or a new account needs to be added to Thunderbird then
follow these procedures.
Note: All users must complete the “Download ImportExportTools Add-On” procedure.
Preparing Your Gmail Account
1- Login to your Gmail account.
2- Click on the Settings Cog Wheel in the upper right corner and select Settings:
3- From the Settings screen select the Forwarding and POP/IMAP tab.
4- In the Forwarding and POP/IMAP screen make sure that the Enable IMAP radio is selected, if not select it and click
Save Changes.
5- Optional: While still in Settings, select the Labels tab and check or uncheck the labels you wish to respectively
include or exclude in Thunderbird by clicking on the Show in IMAP checkboxes. When Show in IMAP is checked any
e-mail with that label will be imported into Thunderbird.
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Prepare Mozilla Thunderbird
1- Open Thunderbird for the first time and a configuration screen (below) pops up. Uncheck the checkmark
boxes, and click Skip this and use my existing email.
2- At the Mail Account Setup pop-up screen, enter your pdx.edu email and password and click Continue.
NOTE: This will NOT work initially; select Manually Config for proper setup.
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3- Configure the incoming server settings as below & click Done: