David Buxton at Reliably Broken has written a good explanation of the way Apple Mail treats email in POP and IMAP accounts, contrasting it (at the end) with the way Entourage handles each protocol.

As he notes:

Now when you go to remove an IMAP account Mail.app deletes all the local mailboxes for that IMAP account. This is not a problem, after all those local mailboxes are simple caches; the only reason the client keeps a copy is as a performance optimisation (as noted above).

Now when you remove a POP account Mail.app deletes all messages sent or received via that account, even though there will be no copy of those messages on the server (especially true for sent messages).

Not paying attention to this often has tragic results, as you can read in “The Mail POP Disaster: When it’s gone, it’s gone” and in Apple’s Mail Discussions (passim).

David dislikes this behaviour for POP accounts. He concludes: “This is not useful or intuitive – it is a bad design.” And he is not alone, by any means.

What do you think?

Not normally a huge Apple fan-boi, I actually side with the company on this one.

First, Apple gives you a big, fat warning when you attempt to delete a POP account, telling you quite plainly what will happen next — that this action will delete the settings, mailboxes and messages associated with that account:

Secondly, this behaviour makes sense. When you think of “an email account”, do you think of just the settings, or the mailboxes and email in that account as well? When users want to delete an account, Apple is right to take them at their word, and to delete everything.

Or to put it another way, to what extent are companies like Apple obliged to protect users from themselves? Some of my friends in User Support have strong (maximised) views on this, but may not be completely disinterested.

I might be wrong. I am open to persuasion. It just looks to me like Apple is getting panned for designing a process that actually does what the user wants.

Of course, the real moral of the story is not about design. It is backup, backup, backup!

It’s not Apple’s fault that so few people make them. I remember being appalled to learn during the 2006 WWDC Keynote that “only about four percent of users are utilizing automated software for backing up important files — only a quarter of users back up in any way whatsoever on a regular basis.” (Thanks to MacWorld for a transcript of the event)

Since Leopard, there’s no reason (apart from the performance hit and a few small annoyances) why people aren’t running Time Machine. Or one of the many other excellent backup solutions.

Just make sure that you are backing up up all the Mail files you should be.

Bare Bones has announced a new public beta of Mailsmith, its (once upon a time) landmark email client.

Mailsmith 2.2 (beta) is a universal build, so it runs with all the grunt that an Intel Mac can provide.

It also changes the way in which email data is stored. Once you start using it, you can’t go back to Mailsmith 2.1.5.

The new version features an updated user interface:

Mailsmith picks up numerous changes to the UI, built-in text editing, and transformation abilities, all derived from BBEdit 8/TextWrangler 2. They are too numerous to list here, but generally fall into the realm of Unicode support, improved Mac OS X appearance and behavior, and various performance and behavior refinements.

Other updates include more options for handling compressed archives, the ability to import gzipped mbox files, a new “flag” option for messages, a new top-level menu for Bare Bones “Clippings” feature, improved display of emails composed with the “format=flowed” option (hurrah!) and more.

The full list of improvements is provided in an email from Bare Bones CEO Rich Siegal on the Mailsmith mailing list along with this warning:

Mailsmith 2.2 is not ready for release to the general public. It is pre-release software, which has not been completely tested or debugged. We will do our best to fix any bugs that are reported; but you must acknowledge, at least to yourself, that you are assuming a certain amount of risk by using this pre-release version; and that by assuming that risk, you accept all responsibility for the consequences of doing so.

If you dare, you can download a copy of the new beta from Bare Bones web site.

Mailsmith doesn’t support new-fangled things like IMAP or Exchange accounts.

[Via TUAW ]mailsmith, bare bones, email, not mail.app, not apple mail, format=flowed, POP

UPDATE: A number of posters in the comments have pointed out that it is possible to run this command on just one line in the Terminal and to leave some of it out. See the comments if you are interested in more fancy ways to get the job done.

As everyone knows, it is possible to get quite a speed boost out of Mail.app by stripping all the bloat out of its Envelope index, an SQLite database Mail uses to store senders, recipients, subjects and so on.

In a past Hawk Wings tip , I suggested that quitting Mail, deleting the Envelope file and restarting Mail would force a rebuild that produces a leaner, faster email experience.

In October last year Dallas noticed a faster way to get the same result and posted it in the comments to that tip.

And there it remained until I noticed that Shaun Inman (an iCelebrity and developer of Mint which counts the peeps on Hawk Wings) had noticed it.

Here it is.

1. Quit Mail.

2. Open Terminal.

3. Type the following:

cd ~/Library/Mail
sqlite3 Envelope\ Index

An sqlite> prompt will appear.

At that prompt, type vacuum subjects;.

After a short delay, the prompt will return. Type Control-D to exit.

4. Restart Mail and enjoy the extra speed.

The first time he tried this, Rob Griffiths of macOSXHints reduced his Envelope index from 25.9MB to 4.5MB. My result was less dramatic (21.6MB -> 17.6MB) but Mail.app still felt a lot more zippy.

Some anecdotal evidence suggests that POP users don’t see the same reductions. Can any POP user out there confirm this?

UPDATE: It is easy to automate this using iCal and an applescript. See “Automating the Envelope speed trick“.mail.app, apple mail, sqlite, envelope, speed boost, tips, productivity, POP

Brad Garland has a problem. He wants to keep the email in a Desktop email client (Apple Mail), a web-based service (Gmail) and on his mobile phone (Samsung Blackjack) in sync.

For me that’s not too hard. With Mail.app, an IMAP-based email service and a Nokia E60, it all syncs very nicely. If I wanted to, I could pipe my Gmail account through Fastmail as well, following Mike Davidson’s excellent walk-through.

Brad has set himself a harder target. He doesn’t like to use Google Mobile because it’s a pain to access.

And he likes to make the web-based interface his primary client, so he is connecting his Blackjack to Gmail via POP. It’s not much fun:

I am unable to delete any message from my phone and have it know to sync back up to Mail. When I send/receive again it just brings the message right back. So no deleting is possible from my mobile. But marking things as read/unread are… that’s strange to me. Why can it do one and not the other?

Finding a way to sync these three things can only get more important as more people look for more ways to access more of their email in more places.

Dan Warne finds a way to keep Mail.app, Gmail and his mobile email in sync with a Blackberry.

As he explains in an email:

The Blackberry can check up to 10 different mail accounts (including Gmail thanks to its POP access). But actually, I just forward all my email from all my different accounts into my Gmail account and have the Blackberry download from there.

The clever part is the autoconfiguration — you just put in your email address, username and password, and RIM’s database of mailservers works out the rest. As a result, all email sent FROM your blackberry is sent via Gmail’s SMTP and stored in the ‘sent’ folder at Gmail. You can also choose to cc: all sent emails to an address of your choice.

And because Blackberry’s access to Gmail is “non-destructive” he gets a full POP download of all his messages in Mail.app. A neat but expensive solution.

Short of something unexpected like, say, Gmail offering IMAP connectivity or Blackberry giving him a free phone, I wonder what the solution for someone in Brad’s position is. It seems harsh just to say, learn to live with the pain of Google Mobile.mail.app, apple mail, gmail, syncing, imap, pop, email, mobile phone, cell, blackjack

According to a report on MacNN, Yahoo! has withdrawn POP3 access for external mail clients like Mail.app. Yahoo! webmail users will now only be able to use the service’s webmail interface.

The news item points to a Yahoo! Mail support statement that reads:

As a web-based email service, Yahoo! Mail does not currently offer access to POP or SMTP servers. This means that you will not be able to use an external email client such as Netscape Mail, Eudora, or Outlook to access your Yahoo! Mail account.

This seems to be a odds with other information (still?) on the Yahoo! Mail support site about POP3 access for Yahoo! Mail Plus accounts, and with my recollection that POP access has always been denied to users with free accounts.

Can anyone shed any more light on this?

UPDATE: Hmmm…. This may be a false alarm. Light shed in the comments suggests that no major change to existing restrictions has occurred. [Thanks, Ivan et al.]mail.app, apple mail, yahoo, webmail, POP, external access

Not long ago Mail.app guru Joe Kissell was talking up the virtues of IMAP for email.

Now PC World has a post on the advantages of IMAP over POP as the protocol that should be handling your email.

It points out the gains of having email stored on a remote server, especially if you move around or need to access the same email at home and at work (or anywhere else). Storing your email remotely also allows you the freedom to use different email clients—Thunderbird on a PC at work, Mail.app on the Mac at home or whatever.

Needless to say it is also nice to have the security of remote storage. Whatever happens to my MacBook Pro or its harddrive, I know my mail is safe.

For example, deleting the settings for a POP account in Mail can delete all the messages stored in that account’s local folders. When they are gone, they are really gone. With IMAP, I know that can never happen. I just download them again into Mail.app’s local cache. That’s saved my bacon a few times.

Of course, you need to have the IMAP option in order to use it. Many ISPs still don’t offer it. I have been a long-time and very happy Fastmail user.

Geir at codehaus has just jumped from POP to IMAP. He gives tuffmail (another specialised email service provider) a glowing review.

A quick glance at the features tuffmail offers (cf. Fastmail’s features ), suggests that it is more flexible and more expensive than Fastmail.

You can build your own package with the mailboxes, storage and features that you need. It offers Roundcube as an interface for its webmail service. On the other hand, you don’t get the WebDAV disk that an enhanced Fastmail account offers.

No doubt there are other providers with IMAP offerings just as rich and useful. It’s the best USD 40 that I spend each year.

In return I get an utterly dependable, first-class IMAP service. If only all the things to which I am addicted were that cheap!mail.app, apple mail, thunderbird, imap, pop, storage, tuffmail, fastmail, specialist email providers

.Mac users who have their email set up as a POP account but would like to change it to the newer (and better) IMAP format, can find help in a thread on the Apple Discussion Boards.

A user in that situation asked for guidance and received two useful replies which set out different methods for making the switch.

Allan Sampson’s procedure (the second reply) seems simplest.

Following the steps set out there will make sure no emails are lost or accidently deleted by Mail.app’s unpleasant POP account ambush.mail.app, apple mail, tips, pop, imap, switching, dotmac, .mac, ambush