Thunder Bird 3.0 Essential Guide

Easy-Email Essential Guide
to Thunderbird 3.0
Document Release Date: 09 March 2010

Copyright © 2010 Ayoro SAS
The Easy-Email guides are the copyright of Ayoro SAS, Cap Omega, Rond Point Benjamin Franklin, CS
39521, 34960 Montpellier, CEDEX 2, France.
All rights reserved.
No part of this guide may be reproduced in another format or altered in any way without prior written
permission from the authors.
Disclaimer:
Every effort has been made to ensure that this guide contains accurate and current information. However
Ayoro SAS, Easy-Email guides and the authors shall not be liable for any loss or damage incurred as a result
of following these instructions.
We are not responsible for how the software referenced or recommended in this document works.
Unless expressly mentioned, we receive no commissions or other payments from the suppliers or owners of
software mentioned in this book.
Important!
Before you begin setting up the Easy Email solution
we highly recommend that you make a backup of your emails.
As a courtesy, we provide information about how to use certain third-party products, but we do not endorse
or directly support third-party products and we are not responsible for the functions or reliability of such
products.
Apple Mail®, Mac® and iPhone® are registered trademarks of of Apple Computer, Inc.
Entourage®, Outlook®, Exchange®, and Outlook Express® are registered trademarks of Microsoft
Corporation.
Thunderbird™ is an unregistered trademark of the Mozilla Foundation.
All other company and product names may be trademarks of the respective companies with which they are
associated.
Important!
This document is protected by copyright.
You are welcome to distribute this document,

however you are not allowed to modify it in any way.
Table of Contents
1 Introduction...................................................................................................................................9
1.1 Who can use these guides?.................................................................................................................10
1.2 How to use this document....................................................................................................................10
2 Why Easy-Email?........................................................................................................................12
2.1 Common email problems.....................................................................................................................13
2.2 How does Easy-Email help me?..........................................................................................................16
2.3 How does Easy-Email work?...............................................................................................................17
2.4 Why Gmail? ........................................................................................................................................18
3 Where to get more information.............................................................................................20

3.1 www.Easy-Email.net............................................................................................................................20
3.2 Available Easy-Email Guides...............................................................................................................20
3.3 News and updates...............................................................................................................................20
3.4 Known issues.......................................................................................................................................20
3.5 FAQs....................................................................................................................................................20
3.6 Forum...................................................................................................................................................21
3.7 Terminology and email explanations ...................................................................................................21
3.8 Feedback.............................................................................................................................................21
3.9 Tell your friends!...................................................................................................................................21
4 The Easy-Email guides .............................................................................................................23
5 Getting Started.........................................................................................................................27
5.1 Try before you decide..........................................................................................................................27
5.2 The example used in the guide............................................................................................................27
5.3 What do you need to get started?........................................................................................................29
6 Setting up Gmail for email synchronization........................................................................34

6.1 Setup a Gmail account.........................................................................................................................34
6.2 Setup Gmail to download emails from webmail accounts....................................................................35
6.3 Setup Gmail to download email from other email accounts.................................................................42
6.4 Enable Email Synchronization.............................................................................................................47
6.5 Summary.............................................................................................................................................48
6.6 More stuff you can do..........................................................................................................................48
7 Setting up Thunderbird 3.0 for email synchronization....................................................50

7.1 Modify existing accounts......................................................................................................................51
7.2 Create a new email account in Thunderbird 3.0 to access Gmail........................................................55
7.3 Smart Folders......................................................................................................................................71
7.4 More stuff you can do..........................................................................................................................74
8 Optimize your settings.............................................................................................................77

8.1 Downloading emails for offline use......................................................................................................77
8.2 Deleting messages and the Gmail All Mail folder.................................................................................79
8.3 Using the Gmail Spam filter for all your messages..............................................................................80
8.4 Why is my unread count different in my email client and on Gmail?....................................................81
8.5 Storage space on Gmail......................................................................................................................81
8.6 Turn off your old email and stay with Easy-Email................................................................................82
8.7 Turn off Easy-Email and stay with your old email setup.......................................................................83
9 Now what?...................................................................................................................................84
9.1 Donations gladly accepted!..................................................................................................................85
9.2 Simplify your email life even further with the Advanced Guide............................................................85
10 Appendix: Gmail........................................................................................................................89
10.1 Backup and restore your emails........................................................................................................90
10.2 Hide the All Mail folder from other email clients (recommended).......................................................99
10.3 Export contacts................................................................................................................................101
10.4 Import contacts................................................................................................................................103
10.5 Create a signature...........................................................................................................................104
11 Appendix: Thunderbird 3.0 .................................................................................................105

11.1 Backup and restore your emails......................................................................................................105
11.2 Download emails to Thunderbird 3.0 for offline use.........................................................................115
11.3 Copy old emails to Gmail from Thunderbird 3.0...............................................................................118
11.4 Turn off an email account................................................................................................................119
11.5 Synchronize contacts between Thunderbird 3.0 and Gmail.............................................................125
11.6 Create a signature in Thunderbird 3.0.............................................................................................130
11.7 Group emails by thread in Thunderbird 3.0......................................................................................132
11.8 Gmail Conversation View Add On....................................................................................................133
11.9 How to find your mail server settings...............................................................................................137
12 Appendix: How to find the information you need...........................................................140

12.1 Check the setup in your current email program...............................................................................140
12.2 Search on Google............................................................................................................................140
12.3 Visit www.Easy-Email.net.................................................................................................................141
12.4 Contact your email provider.............................................................................................................141
Overview
Easy-Email Essential Guide To Thunderbird 3.0
- Introduction -
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.
1
The Easy-Email solution works with most popular email clients (Outlook, Thunderbird, Live Mail, Apple Mail
2
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.
See it in action in our videos here. And you can find real life use cases on our website here.
1 Visit www.Easy-Email.net for the latest information on available guides

2 The Easy-Email solution uses Gmail 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? on page 19.
Email a friend -9- Send us feedback

Did we help you? Buy us a coffee!
- Introduction -
1.1 Who can use these guides?

These guides are designed to be used by anyone with a moderate level of computer ability. There are
screenshots and step by step instructions for almost every step, even showing you where to find menu items
and what buttons click on.
This is the reason why a simple solution needs such a long explanation!
For example:
➢ Click Settings at the top right hand corner of the page.
➢ Click Accounts and Import.
➢ Click Import mail and contacts.
If you have set up your own email accounts with incoming and outgoing servers (not just webmail) you
should be fine!
If you are not comfortable doing the setup yourself just call your IT “go to” person or a handy teenager and
give them this guide! Once Easy-Email is set up you do not need to do anything to enjoy the benefits.
If you are a more technical user you will find plenty of interesting tips in this document and the forum on our
website for discussions and questions. And of course following this guide will still save you lots of time over
researching it yourself.
1.2 How to use this document

This document contains a fair number of pages but as you'll see most of the pages are screenshots!
You can make it easier to find your way around the document if you open the Table of Contents on the left
hand side of the PDF reader.
Email a friend - 10 - Send us feedback

- Introduction -
The way to do this varies from PDF reader to PDF reader, but here is a screenshot showing you what it looks
like:

- Why Easy-Email? -
2 Why Easy-Email?
Because people just want their email to work, simply, on any computer. With Easy-Email it's brilliantly simple!
Here's an overview of what we found in researching people's email use.
✔ Most people use more than one computer
✔ Others would like to use other computers but they have to lug their laptop everywhere because that's
where their emails are stored
✔ Well over 70% have more than one email address
✔ Many have 3 or 4 or even more email addresses which they use for different purposes (one guy had
eleven email addresses!)
✔ Most people tend to use webmail for their personal email and an email client for their work email but
the lines are blurring.
✔ Many use a combination of webmail and an email client and send themselves emails from one
address to another so they can work on work related emails at home or personal emails at work (and
various other messy combinations!)
People we've talked to go to enormous lengths and formulate elaborate methods to access their email. Here
are some of the things people do “in real life” to access their email when they are away from their main
computer:
“I get my wife to forward me the important emails to a webmail address when I'm traveling.”
“I use a service that lets me view my emails from another computer.” (around $20 per month)
“I can get access to new emails that arrive from my netbook so when I respond I just copy myself on
the email. Actually it got messy having these mails end up in my inbox so now I've made up an email
address which I bring into my main account. I have a filter set up sending these emails directly to a
special folder. When I send an email I copy this “person” on my mails so I know anything in the
special folder is actually a sent mail.” Clever eh?
“I tell my clients to email me on my Yahoo address while I'm traveling. It's not very professional but
it's more reliable and much cheaper than trying to login with the vpn in a hotel.”

- Why Easy-Email? -
“I just use Gmail but occasionally my internet connection at home drops out. It's OK not to get new
emails for a few hours but what's annoying is not being able to access any of the information in my
emails. The last time this happened I was supposed to be doing a translation for someone – the
document was an attachment to an email so I couldn't start work on it.”
“I carry my netbook and pay for wireless internet – which is OK unless I'm overseas, then I get the
access code for the internet of wherever I am. It works but it means I have to configure it each time
I'm in a new place. It's often easier to go to a cafe that has WiFi than to work in our partner offices!”
“Well if I don't have internet access then obviously I don't have access to anything, it's just one of
these things you have to work around. I suppose I make sure my phone numbers are all up to date.”
Definitely not modern technology at its best!
Actually the technology we've used for the Easy-Email solution does already exist, it's just not all together in
one place in an easy to follow format. It has taken our IT expert months to come up with this solution and to
get it to work seamlessly across several email clients.
Hopefully we've now made it easy for you to enjoy Email as it should be: Easy!
A big thank you to all of the “real life” people who helped with the research, our testers and all of the people
who have given feedback on the guides, the website and the general concept.
2.1 Common email problems
2.1.1 The problem with webmail

If you use webmail the main problem you encounter is if you have a poor internet connection or no
connection at all. See the video http://www.youtube.com/user/easyemailvideos
No connection means no access – you cannot read stored emails, start replies to emails already in your
inbox, you cannot look up contacts or access information stored in your emails.
And if your connection is poor you may lose emails you have started to write, attaching documents or
pictures is time consuming and it is generally a pain in the neck!
With Easy-Email this problem is solved!

- Why Easy-Email? -
2.1.2 The problem with email clients

If you use an email client such as Outlook, Live Mail, Apple Mail or Thunderbird, you have the benefit of
being able to work offline. You can do all the things webmail users cannot do if they do not have an internet
connection.
The problem is that you cannot easily access your email from any computer other than your main computer.
Some people work around this problem by using POP to view unread mail from computers other than their
main computer.
John Doe is our example throughout these guides. He uses Windows Mail on his main computer. He also
has a netbook on which he uses Outlook Express. When he is away from home without his netbook he
accesses his email from a Gmail account.

- Why Easy-Email? -
John downloads his emails to his main computer. His emails are stored here so once downloaded from the
mailbox they are not accessible from other computers.
He can access any new emails from both the netbook and Gmail until they are downloaded to his main
computer.
This all sounds great... but it does not work all that well.
Firstly he can only see and respond to new emails. Any emails he sends from his netbook do not appear on
his main computer so he has to remember to copy himself on his own emails!

- Why Easy-Email? -
Once John returns to his main computer and downloads his emails, he can't see which emails he has read
already – all the emails he downloads are marked unread. And the emails he sent and copied himself on,
appear in his inbox and not the Sent Mail folder!
With Easy-Email, anything he does on one computer is reflected on any other computer!
2.1.3 The problem with multiple email addresses

If you use several email addresses for different purposes you probably spend a lot of your time logging in
and logging out of different webmail clients and email clients.
It's a pain having your eLife all over the place. There's a risk of missing important emails if you do not
remember to check all of your accounts. Certain email addresses are set up to download to your computer,
others are on webmail, others might download to a club computer or a specific work computer.
You spend time emailing yourself from one email address to the other, copying yourself on emails and
generally wasting a lot of time.
Easy-Email solves all of these issues!
2.2 How does Easy-Email help me?
2.2.1 Webmail users - work offline using an email client

✗ Work on a plane or in a park, no need for a connection
✗ Look up the meeting address or find a phone number, no need to login and wait
✗ Compose emails, read and respond to downloaded emails, then send and receive when you have a
connection again.
All emails are automatically synchronized with Gmail so they can still be accessed from any computer.
2.2.2 Email client users - access all your email from anywhere
➢ Use your favorite email client on your own computers
➢ use Gmail from any other computer

- Why Easy-Email? -
➢ Sent mail, read mail, unread mail, mail in folders is all synchronized across all your computers and
Gmail. Use your main computer, laptop, netbook, mobile device... or any other computer with an
internet connection and work with all your email as if you were sitting by your main computer.
Any action taken on one computer is reflected on the other computers.
2.2.3 Multiple email addresses - all your email in one window with one
login
➢ Each email address has its own inbox, sent mail and folders.
➢ Send emails from any of your email addresses as if they are sent from that address, even if you are
working in Gmail.
➢ Login once and access all your emails in one window
This is efficient, streamlined and professional email management.
You can synchronize as many email clients, computers and mobile devices as you like.
2.3 How does Easy-Email work?

The Easy-Email solution works by synchronizing all of your email via a central point. All emails from all your
addresses come in to this central point and all email clients on all your computers are synchronized with this
central point. This gives you the best features of an email client and the best features of webmail.
Easy-Email uses Gmail as the synchronization hub. The Easy-Email guides show you step by step how to do
this. The basic steps are:
• Set up Gmail to download all your email from all your email addresses.
• Set up Gmail to act as a synchronization hub
• Configure your email clients to synchronize with Gmail.

- Why Easy-Email? -
You only need to set it up once and your email will synchronize automatically from then on.
2.4 Why Gmail?

We have used technology criteria in deciding to use Gmail. Gmail has both POP and IMAP capabilities.
POP is the technology that allows Gmail to collect emails from other mailboxes. Gmail can pick up emails
from any other webmail or email provider that allows POP access.
IMAP is the function that allows Gmail to act as a synchronization hub for other email clients. Gmail is the
best email provider we have found that supports IMAP. It is widespread, easy to use, free and has a
powerful spam filter.
Check our web site for the latest list of available email clients: www.Easy-Email.net/download

- Why Easy-Email? -
If you do not want to use Gmail our solution can still work for you! You will need another IMAP
server as your central synchronization point and you will have to modify the configuration. Visit our web site
at www.Easy-Email.net for more details.
2.4.1 Will I have to use Gmail as my webmail client?

Yes, you will need to use Gmail to manage your emails from the web. If you continue to send email from
another webmail client those emails would not be synchronized with any of your other email clients. If you
use Gmail, Outlook, Thunderbird, Windows Live Mail, Apple Mail and any of the many other email clients
which support IMAP, your email will automatically be synchronized everywhere.
The good news is that if you currently use Hotmail, AOL or an Yahoo Mail Plus account you can continue
to send and receive emails using your current email address. You just need to do it from Gmail or
any of the other email clients listed here. So there is no need to tell everyone you have changed address.
And it is very easy to transfer all your contacts and email from most webmail providers to
Gmail! This also includes the free Yahoo Mail.
2.4.2 Which other webmail can I use with Gmail?

Hotmail, AOL and Yahoo Plus do allow POP access. Unfortunately the free Yahoo Mail does not allow you to
access your Yahoo email from another email client via POP. You can use any webmail provider, which allows
POP access to your email with Easy-Email.
If you do use the free Yahoo Mail your best options are either to stop using your Yahoo address or to
upgrade to the paid version. You can upgrade here: http://overview.mail.yahoo.com/enhancements/mailplus.
We are looking into ways of including free Yahoo Mail in the Easy-Email solution, so please visit our web site
www.Easy-Email.net for the latest news on this topic.

- Where to get more information -
3 Where to get more information

3.1 www.Easy-Email.net
Check out our website for lots more information, videos and discussions.
3.2 Available Easy-Email Guides

We have written Easy-Email guides for several email clients and we continue to update the list of guides
available. Check our web site for the latest list of available easy-email guides: www.Easy-Email.net/download
3.3 News and updates

Want to make sure you hear the latest news?
Are you waiting for an Easy-Email guide for a particular email client?
Do you want to know when the guide for calendar synchronization is ready?
Sign up for news and updates, and we will keep you informed.
We will only send you information related to Easy-Email and of course we treat your email address with
dignity.
Sign up for news and updates at http://www.Easy-Email.net/easy-email-news
3.4 Known issues

We recommend that you check the known issues section for the email client you use before you start so you
can avoid any disappointments. Please also read about our recommended solution using Thunderbird:
recommended solution
3.5 FAQs
If you have any questions you can most likely find the answers at www.Easy-Email.net/faq

3.6 Forum
On our web site you will find a forum where you can post questions and find answers. We will answer
questions and provide help on the forum on a best effort basis. You can find the forum at www.Easy-
Email.net/forum
3.7 Terminology and email explanations

For an explanation of technical terms please see www.Easy-Email.net/explaining-email. If you do not find
what you are looking for please post a question on the forum.
3.8 Feedback
We love getting feedback. We review all feedback and incorporate comments and suggestions to continue
improving our guides and website. Please click on the feedback link in the footer if you have any feedback or
testimonials to share.
3.9 Tell your friends!
If you like Easy-Email please tell your friends.

Simply click the Email a friend link in the footer. Your default email client will be started and a pre-written
email will be presented to you.
All you need to do is add your friends' email addresses and enter your name... and of course you can modify
the text in the email before you send it.
The more people use Easy-Email the more guides we can develop for you ;-)
Note! Depending on your pdf reader you may see a “do you want to connect” box. Just choose Yes.

- The Easy-Email guides -
4 The Easy-Email guides

There are two types of Easy-Email guides; Essential and Advanced.
We strongly advise you to work from the latest release of the guides. We continuously improve the guides
and add new content. Go to www.Easy-Email.net/download and find the release date of the guide currently
available for download. Compare that to the release date of this guide (09 March 2010).
Essential Guides: Email Synchronization
The Essential Guides show you how to synchronize one email address across all your computers and mobile
devices. With the Essential Guide you can try the solution and make sure it is right for you. And once you try
it we are sure you will be delighted with how easy your email life has become!
You'll see that the Essential Guide offers a powerful solution and a huge amount of value. We would love to
hear how much time it saves you!
Advanced Guides: Multiple Email Addresses
If you have multiple email addresses the Advanced Guides offer the ultimate in efficient email management.
They show you how to set up email synchronization and how to manage all your email addresses from one
window with one login. Each email address has its own inbox and sent mail box. You can send business
email from Gmail and nobody will be able to tell it was not sent from the office.
For more details see the table below.
Add-On Guides: Multiple Email Clients
In addition to the Essential and Advanced Guides for each client, there are Add-On Guides. If you use more
than one email client you will need the Essential or Advanced Guide for your primary email client and an
Add-On Guide for your secondary email client.
An example: You use Outlook 2003 as your main email client and you have Thunderbird on your netbook.
You want to setup both Email Synchronization and Multiple Email Addresses. You will need:
• The Easy-Email Advanced Guide for Outlook 2003.
• The Easy-Email Advanced Add-On for Thunderbird.
You only need one Guide and you can get as many Add Ons as you need.

Comparison: Essential vs. Advanced Guides
The difference between the Essential Guides and the Advanced Guides are shown in the table below.
Topic Essential Advanced
Work with your email anywhere. All your email is automatically

synchronized on all your computers. note: note:
one inbox multiple
only, inboxes,
➢ Read an email and it will be marked as read everywhere
email sent email sent
via Gmail via your
➢ Move an email to a folder and it will be in the same folder everywhere own email
server
➢ Delete an email and it will be deleted everywhere
➢ Sent emails are stored everywhere no matter which computer they were
sent from
➢ Start an email on one computer and finish it on another computer (does

not work with Outlook)
Work with your email without an internet connection on your own

computers (you still need internet to send and receive new emails)
➢ Read and write emails on the bus, the plane and at your favorite café
using your netbook or laptop
➢ Access emails offline even if you use Gmail, Hotmail, AOL or Yahoo
Plus as your main email provider
Email using your favorite email clients and mobile devices
➢ Use your favorite email clients on your own computers:

Outlook, Windows Live Mail, Thunderbird, Apple Mail and
more...
➢ Use your favorite mobile devices: Android, iPhone, BlackBerry,

Palm webOS, Symbian, Windows Mobile, and more...
➢ Use Gmail via a web browser from any other computer
Use Gmail's spam filter – no need to buy a spam filter

Topic Essential Advanced
Backup your email – even if it is web based
Manage all your email addresses with one login from one window
➢ No need to log in to different webmail clients
➢ No need to install more than one email client 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
Send email from your personalized email addresses, even when sent from
Gmail. No one will know they were not sent from the office!
Respond to an email and you automatically respond from the correct email
3
address with the correct email signature
Backup all your email with one program
3 Some email clients have limitations. Our recommended solution uses free software and gives you all the benefits.

Preparation
- Getting Started -
5 Getting Started
This section contains important information to help you get the job done smoothly.
5.1 Try before you decide

We have 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. However it also means that you can – at any time – go back to your old
system. And it is easy!
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 82 and Turn off Easy-Email and stay with your
old email setup on page 83 for specific instructions on how to do this.
5.2 The example used in the guide

To make the instructions easier to follow we have created an example person, John Doe, who we use
throughout the Easy-Email guides.
He has four email addresses:
 Gmail: walletpcuser1@gmail.com
This email address is mainly used for email synchronization.
 Work: JohnDoe@pogo-card.com
This is John's work email address, and it has a mailbox attached.
Gmail needs to pick up the mail from the pogo-card mailbox.
 Personal: JohnDoe@acango.com
This is John's personal email address and it is forwarded to the Gmail address, it does not have its
own mailbox.
 Webmail: walletpcuser1@hotmail.com
This is a personal email address which John uses when he is away from his computers.

- Getting Started -
5.2.1 Part 1: Email synchronization (Essential and Advanced guides)

In part 1 we will setup email synchronization for John. All his email clients will automatically be updated no
matter what he does to his email on any of his email clients. Once he has completed the email
synchronization setup, all of his email will come into one inbox and outgoing email will be sent via Gmail.

- Getting Started -
5.2.2 Part 2: Multiple email addresses (Advanced Guide only)

In part two we will extend John's setup, so he can neatly manage all of his email addresses in one window
with one login. He can use Gmail, Thunderbird, Outlook or any other email client.
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.
We will also change John's setup so his email is sent using the correct email address as sender. 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.
5.3 What do you need to get started?

You will need:
• Enough time to work through the guides without being interrupted
• The relevant guides
• Information on your current email accounts

- Getting Started -
5.3.1 Time to get set up

Please set aside a full evening to get this set up. You will need to familiarize yourself with the Easy-Email
solution, check your existing setup and backup your emails before starting the process. Once you are
familiar with the process, setting up a new email client or computer is easy and will probably only take half an
hour.
5.3.2 The relevant guides

We strongly advise you to work from the latest release of the guides. We continuously improve
the guides and add new content. Go to www.Easy-Email.net/download and find the release date of the guide
currently available for download. Compare that to the release date of this guide (09 March 2010).
If you use other email clients than Thunderbird 3.0 please make sure you have downloaded the Add On
guides for those email clients too.
5.3.3 Information on your current email accounts

Before you start setting up Easy-Email you need to collect some information on your email accounts.
We have entered the details of our sample user (John Doe) in the table. This will make it easier for you to
'translate' from our example to your details when following the instructions.
If you do not know where to find the information please see Appendix: How to find the information you need
on page 140 for help.
If you do not have a Gmail address already create one now. Go to www.gmail.com and sign up. It is free.

- Getting Started -
There are three types of email addresses:
➢ Those that have a mailbox attached. These are usually downloaded directly to your computer via
an email client. With Easy-Email they will be downloaded to the Gmail server.
➢ Those that simply forward emails to another address with a mailbox and do not have their own
mailbox.
➢ Webmail. These addresses are accessed via a web browser for example Hotmail, AOL and Yahoo.
With Easy-Email your webmail will be downloaded to the Gmail server.
Enter your Gmail address here:
Johns details Your details

Gmail address walletpcuser1@gmail.com
For each webmail address you need the following details:

Webmail address walletpcuser1@hotmail.com
For each email address with forwarding you need the following details:

Email address JohnDoe@acango.com
(Johns personal address)

- Getting Started -
For each email address with a mailbox you need the following details:

Email address johndoe@pogocard.com
(Johns work address)
Host name for POP server mail.pogo-card.com
or incoming mail server
User name for POP server johndoe@pogocard.com
Password for POP server XXXXXXXX
Port number for POP server 110
SSL enabled for POP server No
For the advanced setup only:

Host name for SMTP server smtp.pogo-card.com
or outgoing mail server
User name for SMTP server johndoe@pogocard.com
Password for SMTP server XXXXXXXX
Port number for SMTP server 465
SSL enabled for SMTP server Yes

9TxJ191mFrnf2DZHRGi5
Email Synchronization
- Setting up Gmail for email synchronization -
6 Setting up Gmail for email synchronization

This chapter explains how to setup Gmail for email synchronization. You will be guided through downloading
emails from other email accounts (both webmail and non-webmail accounts) and configuring Gmail for email
synchronization.
At the end of the chapter you will find references to more information which is relevant for working with Gmail
and Easy-Email.
In this chapter:
➢ Setup a Gmail account (page 34)
➢ Setup Gmail to download emails from webmail accounts (page 35)
➢ Transfer contacts and email from your webmail account to Gmail (page 35)
➢ Setup Gmail to download new email from your webmail account (page 41)
➢ Setup Gmail to download email from other email accounts (page 42)
➢ Enable Email Synchronization (page 47)
➢ Summary (page 48)
➢ More stuff you can do (page 48)
Don't forget to back up your email! See Backup and restore your emails
on page 90 for instructions on how to do this.
Note: Easy-Email and Ayoro do not accept any resposibility for data loss under any
circumstances.
The next steps show you how to setup Easy-Email alongside your old
way of managing your email. When you are comfortable that everything
works the way you want, turn off the old way. See Turn off your old
email and stay with Easy-Email on page 82
6.1 Setup a Gmail account

If you do not have a Gmail address already create one now. Go to www.gmail.com and sign up. It is free.

6.2 Setup Gmail to download emails from webmail accounts

Gmail can download email from webmail accounts provided they give you POP access to your email. POP is
short for Post Office Protocol and it is the feature that allows an email program to download emails from a
mail server. This is the case for most webmail providers with one exception being the free Yahoo Mail. If you
use the free Yahoo Mail check www.Easy-Email.net for the latest information on how to work around this
problem.
Gmail can also transfer all of your contacts and email from another webmail account. Most webmail
providers are supported, such as Hotmail, Yahoo (both Plus and free!), and AOL. For the latest list of
supported email providers check here: http://mail.google.com/support/bin/answer.py?
hl=en&ctx=mail&answer=117173.
First we will transfer your contacts and email, then we will setup Gmail to automatically download new email
coming in to your webmail account.
Note! The steps in this guide are for Hotmail. If you use another webmail provider you will need to follow the
same steps.
6.2.1 Transfer contacts and email from your webmail account to Gmail
For John we will transfer from his Hotmail account to Gmail.
In Hotmail John has:
➢ Three emails in his inbox, one of which is unread:
➢ One sent mail:

➢ One personal folder, Party Invitations, with one email:
➢ And one contact:
Gmail's Import mail and contact function does not transfer Sent Mail for some reason. To work around
this we create a new folder in Hotmail and move all the sent mail into that folder. Once the sent mail has
been transferred to Gmail we can move it back to the sent folder in Hotmail.
Follow these steps.
➢ Log in to your Hotmail account.
➢ Click Manage folders.

➢ Click New.
➢ Give the folder a name – for John we use Hotmail Sent Mail.
Click Save.
➢ Click Sent to go to the Sent Mail folder.

Click the check box below New to select all email in the folder.
Click Move to and select the folder you created in the previous step.
Note! If you have more sent emails than will fit on one screen you have to repeat the Move to
exercise for each screen.
➢ Log in to your Gmail account.

➢ Click Import mail and contacts.
➢ Enter your webmail address, for John this is walletpcuser1@hotmail.com.

Click Continue.
➢ Enter the password for the account.

Click Continue.
➢ Click Start import.

➢ Read the message and note that the process can take a while to complete.
You can continue with your email setup while this is going on in the background.
Click OK.
➢ Back in the main Gmail window you will be notified when the import has completed.
➢ Under the Send mail as heading, the hotmail address has automatically been setup, so we can
send email from Gmail using this email address.
➢ Once the Account Import has completed, go back to Hotmail and move the sent mails back to the
Sent folder.
Click Hotmail Sent Mail (or whatever name you gave your folder).
Click the check box below New to select all email in the folder.
Click Move to and select the Sent.

Note! If you have more sent emails than will fit on one screen you have to repeat the Move to.
In Gmail we can see the transferred emails and contact:
➢ Three emails in the Inbox:

Note! The unread status is not transferred.
➢ One sent email:
➢ One personal folder, Party Invitations, with one email:
➢ And the transferred contact:

6.2.2 Setup Gmail to download new email from your webmail account
We want Gmail to collect new email coming in to our old webmail account automatically, and download it to
our Gmail inbox.
Follow these steps:
➢ Go to Settings → Accounts and import .
➢ Under the Check mail using POP3 heading click Add POP3 email account.
POP3 or POP is short for Post Office Protocol and it is the feature that allows an email program to
download emails from a mail server. For an explanation of POP and IMAP see www.Easy-Email.net.
➢ Enter your email address.

Click Next Step >>.

➢ Enter your password.

Check Leave a copy of retrieved message on the server.
Check Label incoming messages.
Note! Gmail will typically guess the right settings for your POP server – but if you have problems,
please verify the name is correct.
Click Add Account.
➢ Gmail will now check Hotmail for new email. Since this is the first time Gmail checks Hotmail this way
it will download all the email from the Hotmail inbox to your Gmail inbox. If you have many emails
this might take a while. This is actually repeating the import of email from the previous step for the
inbox only, but Gmail is smart enough for the emails only to appear once in Gmail.
Gmail will only collect new emails coming in to your inbox in your other
webmail account. If you have any filters set up that send incoming email
directly to a certain folder, bypassing the inbox, we recommend that you
disable these filters.
6.3 Setup Gmail to download email from other email accounts

Gmail can download email from your other email accounts with mailboxes attached. For John Doe this is the
pogo-card email address.

Note! For webmail accounts please follow the instructions in Setup Gmail to download emails from webmail
accounts on page 35.
➢ Log on to your Gmail account.
➢ Click Add POP3 email account under the Check mail using POP3 heading.
POP3 or POP is short for Post Office Protocol and it is the feature that allows an email program to
download emails from a mail server. For an explanation of POP and IMAP see www.Easy-Email.net.
➢ Enter your email address.

Click Next Step >>.
➢ Enter the information for your email settings.

Check Leave a copy of retrieved message on the server.
Note! Gmail might try to guess what your POP server is called – this is not necessarily the correct
POP server, so please verify the name is correct.

Click Add Account.
➢ You can allow Gmail to send email from the email address as well.
Leave the default setting of Yes selected.
Click Next.
➢ Enter the display name for the email address.

This is the name that will be shown on the emails you send.
Click Next Step >>.
➢ You have the option to send outgoing email via the mail server of your other email address or via
Gmail.
Leave the default setting selected which is to send through Gmail.

Click Next Step >>.
➢ A verification email is sent to your email address to ensure that it is in fact your address.
Click Send Verification.
➢ Since we have just configured Gmail to pick up email from pogo-card, the verification email will arrive
in the Gmail inbox.
For now close the window. We will verify the address using the email when it arrives.
Click Close Window.
➢ Gmail will now connect to your mail server and retrieve any new emails.
If this works your settings are correct.

➢ Successful connection.
➢ Click Check mail now to force Gmail to download the verification email now.
Note! If you do not receive the verification email in your Gmail inbox, the email has probably ended
up in the junk or spam folder of your other email account. Check your old email account, mark the
email from Gmail as not junk/spam and open the verification email from the inbox.
➢ Go back to your Gmail inbox and open your verification email.
➢ Click on the verification link.

➢ A new browser window or tab opens to confirm the verification.

Close the window/tab.
➢ In the main Gmail window go to Settings → Accounts and Import .

Your email address has been added.
Click make default.
Click Reply from the same address the message was sent to.
When you compose a new email it will be sent from the default address. You can choose a different
email address as you compose each email. You should set the address you most often want to send
new emails from as your default address.
When you reply to an email it will automatically be sent from the address it was sent to.
6.4 Enable Email Synchronization

IMAP stands for Internet Message Access Protocol and it is the function that allows you to synchronize mail
between different accounts.

➢ Click Forwarding and POP/IMAP.
➢ Click Enable IMAP then Save Changes.
6.5 Summary
Gmail will now:
• on a regular basis download emails from your mailbox at your Internet Service Provider or Webmail
provider
• send mails as if you were sending them from your other addresses.
• allow other email clients to synchronize email with Gmail
This completes the Gmail setup.
6.6 More stuff you can do

In the appendix you will find more interesting information on how to get the most out of your email:
➢ Backup and restore your emails

We strongly recommend you backup your emails before you setup Easy-Email.
This section explains how you do this. And it explains how you restore your emails if you should
need to do that.
➢ Hide the All Mail folder from other email clients (recommended)
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. Typically you do not need to
synchronize this folder for offline use with other email clients.
This section explains how to hide the All Mail folder from your other email clients.

➢ Export contacts from Gmail

If you have contacts stored on Gmail and you want to copy them to other email clients this section
explains how you do this.
➢ Import contacts into Gmail

If want to copy contacts stored on other email clients to Gmail this section explains how you do this.
➢ Create a signature in Gmail

This section explains how you create a signature in Gmail.
You can find many more tips and tricks on using Gmail and managing your email on the website: www.Easy-
Email.net

- Setting up Thunderbird 3.0 for email synchronization -
7 Setting up Thunderbird 3.0 for email

synchronization
Thunderbird 3.0 is a free email client. It is fast, small and it works very well with Easy-Email.
We like it, use it and recommend it.
Thunderbird 3.0 works on Windows, Mac OS and Linux and is translated into many different languages.
You can download Thunderbird 3.0 from Mozilla here.
Note! The names of some menus vary on different operating systems:
Windows Linux Mac

Tools → Account Settings... Edit → Account Settings... Tools → Account Settings...
Tools → Options... Edit → Preferences Thunderbird → Preferences...
The steps you need to take to configure Thunderbird 3.0 are the same though. The screenshots below are
from Windows Vista.
This chapter explains how to setup Thunderbird 3.0 for email synchronization. You will be guided through
modifying your existing accounts (if you have any) and configuring Thunderbird 3.0 to synchronize with
Gmail.
At this point you should have completed the setup of Gmail for email synchronization.
At the end of the chapter you will find references to more information which is relevant for working with
Thunderbird 3.0 and Easy-Email.
In this chapter:
• Modify existing accounts (page 51)
• Accounts using POP (page 53)
• Accounts using IMAP (page 55)
• Create a new email account in Thunderbird 3.0 to access Gmail (page 55)
• Smart Folders (page 71)
• More stuff you can do (page 74)

Important!
Backup your emails before you start!
You can find instructions for how to do this in Backup and restore your emails on page 105.
Easy-Email does not accept responsibility for any data loss under any circumstance.
7.1 Modify existing accounts

If you have existing email accounts setup in Thunderbird 3.0 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.
If you do not know whether your email account is POP or IMAP follow these steps:
➢ Go to Tools → Account Settings...

➢ Select your existing email account.

Click Server Settings.
Your Server Type will be either POP Mail Server or IMAP Mail Server.

7.1.1 Accounts using POP

If you already have email accounts setup in Thunderbird 3.0 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 Thunderbird 3.0 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 Thunderbird 3.0 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 Thunderbird 3.0 account that downloads email from a mailbox:

➢ Select your existing email account.

Click Server Settings.
Check Leave messages on server.
Change the number of days to 1 (or more).
Click OK.

7.1.2 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.
Unfortunately 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.
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.
7.2 Create a new email account in Thunderbird 3.0 to access Gmail

Gmail has already been setup to pick up your email for you. This step tells Thunderbird 3.0 to synchronize
with Gmail so you can download copies of your emails.
Note! If you have more than one email address, work with the email address you use most often. For John
Doe this is JohnDoe@pogo-card.com. Setting up multiple email addresses is explained in the Advanced
section of the guides.
Follow these steps:
➢ Start Thunderbird.
➢ If this is the first time you start Thunderbird the Mail Account Setup window will automatically
appear.
Skip the next two steps.

➢ If you have used Thunderbird before click Tools → Account Settings...

➢ Then click Account Actions → Add Mail Account...

Note! You might have other email accounts defined already.

➢ For Your Name enter your name, for John that is John Doe.
For Email Address enter your Gmail address, which for John is walletpcuser1@gmail.com.
For Password enter your Gmail password.
Check Remember password.
Click Continue.
➢ Thunderbird automatically finds the correct settings for your email account.
Click Create Account.

➢ Your folders and email are synchronized with Gmail.
➢ Note! If you already have other email accounts setup in Thunderbird 3.0 your Smart Folders will look
like this.
For more information on the Smart Folder layout see Smart Folders on page 71.

➢ To complete the setup we need to make a few modifications.

Click Tools → Account Settings...

➢ In the Account Settings window click on your new account. The name is the same as your Gmail
address, so for John this is walletpcuser1@gmail.com.
Change the Account Name to My Mail IMAP.
Change the Email Address to your primary email address, for John this is JohnDoe@pogo-
card.com.

➢ Click on Server Settings.

In Server Settings → When I delete a message: select Just mark it as deleted.

➢ Gmail's spam filter processes all incoming mail. We will tell Thunderbird's spam filter to work with
Gmail, so any messages flagged as spam by Thunderbird will be moved to the Spam folder in Gmail.
Click on Junk Settings.
Check Move new junk messages to:
Click on Other:
Click on My Mail IMAP → [Gmail] → Spam .
Note! The account name change we made above might first be effective after you close this
window, so My Mail IMAP might still be walletpcuser1@gmail.com.
When set correctly it should read: Spam on My Mail IMAP.
Click OK to close the Account Settings window.

Note! When you start using a new spam filter make sure you check the spam folder often until you
are comfortable that the spam filter works as you would like it to.
➢ There are a few other settings we can change in Thunderbird to make it work better with Gmail.
Select Tools → Options .

➢ Click the Security tab.

Check When I mark messages as junk:
Select Move them to the account's “Junk ” folder .
When you manually mark a message as Junk in Thunderbird it will now be moved to the Gmail
Spam folder.

➢ Click the Advanced tab then Config Editor...

➢ Read the warning. Rest assured you are in safe hands!

Click the button.
➢ In the Filter box, type browser.cache.memory.capacity.

Double click on the only remaining line of text.

Set the value to 30720.

Then click OK.


➢ In the Filter box type in mail.server.default.fetch_by_chunks.

➢ Double click the line to set the entry to false.
➢ Close the configuration editor, then close the options window.
7.3 Smart Folders

Thunderbird 3.0 has introduced a new concept: Smart Folders.

Thunderbird 3.0 creates a consolidated view of your Inboxes and Sent Mail mailboxes for all your email
accounts.

If you prefer you can still work with a traditional folder layout. Click the > next to Smart Folders and the
layout changes.

7.4 More stuff you can do

In the appendix you will find more interesting information on how to get the most out of your email:
➢ Backup and restore your emails

We strongly recommend you backup your emails before you setup Easy-Email.
This section explains how you do this. And it explains how you restore your emails if you should
need to do that.
➢ Download emails to Thunderbird 3.0 for offline use

This section explains how to make your emails available for use without an internet connection. You
will be able to read and respond to emails on a plane or train for instance. Once you get an internet
connection again your emails will be sent.
➢ Copy old emails to Gmail from Thunderbird 3.0

This section explains how you can copy your old emails from Thunderbird 3.0 to Gmail. This will
make the emails available to any client you synchronize with Gmail.
➢ Turn off your old email account

You have setup email synchronization without making changes to your old email setup. This allows
you to try out Easy-Email without affecting the way you manage your email today.
This section explains how to phase out your old email setup once you are comfortable with Easy-
Email.
➢ Export contacts from Thunderbird 3.0

If you have contacts stored on Thunderbird 3.0 that you want to copy to other email clients this
section explains how you do this.
➢ Import contacts into Thunderbird 3.0

If want to copy contacts stored on other email clients to Thunderbird 3.0 this section explains how
you do this.
➢ Create a signature in Thunderbird 3.0

This section explains how you create a signature in Thunderbird 3.0
➢ Group messages by thread in Thunderbird 3.0

If you like the way Gmail organizes emails in threads or conversations this section explains how you
can get a similar view in Thunderbird 3.0.

➢ How to find your mail server settings

If you do not know your mail server settings this section explains where you can locate this
information in your current setup.
And that completes the setup of Thunderbird 3.0 for email synchronization.

Finishing Touches
- Optimize your settings -
8 Optimize your settings

When you have completed the Easy-Email setup there are a some things you should be aware of. A few
things work in a slightly different way than you might expect, and you need to make some choices as to how
you would prefer to work.
In this chapter:
➢ Downloading emails for offline use (page 77)
➢ Deleting messages and the Gmail All Mail folder (page 79)
➢ Using the Gmail Spam filter for all your messages (page 80)
➢ Why is my unread count different in my email client and on Gmail? (page 81)
➢ Storage space on Gmail (page 81)
➢ Turn off your old email and stay with Easy-Email (page 82)
➢ Turn off Easy-Email and stay with your old email setup (page 83)
8.1 Downloading emails for offline use

What do you want to have available offline?
All your emails will be stored on Gmail from now on. You can choose which emails to have a local copy of on
your computer(s) by adjusting the Synchronization Settings.
If you do not have many emails or if you have plenty of disk space on your computer you can safely
download all emails to each email client. This will be the case for most people.
When you download emails they will be available offline. So if you like to do your email on the bus in the
morning this is the way to go. Synchronize before you go to work and then you can read and reply to your
emails on the bus. Once you get an internet connection again your emails will automatically be synchronized
with Gmail. Easy!
If you have a large number of emails you can select certain folders to download for offline use. Some Wallet-
PCs and netbooks have limited disk space for instance.
We recommend that you work with the following settings:

Folder Synchronization Option Comment
Inbox All Messages Hmm... yes, you guessed it: your inbox
All Mail Don't Synchronize Contains your messages archive.
See Deleting messages and the Gmail All Mail folder on

page 79 for more details.
Drafts All Messages Draft messages. Includes draft messages composed on

other email clients. Useful!
Sent Mail All Messages Sent Mail. Also very useful if you need to remind
yourself what you have told people.
Spam All Messages 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!
Starred All Messages These are the messages marked with a flag or a star
because you want them to get special treatment.
Trash All Messages Useful to synchronize in case you ever need to pull
something back up from the trash can.
Personal folders All Messages 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.
In the guide for each email client we have described where to adjust the Synchronization Settings. For
Thunderbird 3.0 you can find the instructions in Download emails to Thunderbird 3.0 for offline use on page
115. 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 99 for more information.
8.2 Deleting messages and the Gmail All Mail folder

Gmail's system for managing and searching for emails is very efficient however it may take a bit of getting
used to if you do not know it.
Gmail works with the concept of labels. Labels correspond to folders on other email clients. When an email is
received, Gmail automatically labels it 'Inbox'.
When you read your email you might want to add another label, say 'Work' for example. Doing this will make
the message appear under both the Inbox and Work labels. In other words, an email can have more than
one label, which means it exists in more than one folder if you're comparing it to other email clients.
In Gmail you can Archive a message or you can Delete it.
➢ Archiving a message basically just removes the Inbox label. The message still exists in the All Mail
folder and you can still search for it. It's a great way of cleaning up your Inbox.
➢ Deleting a message moves it to the Trash folder, where it will wait for 30 days before it is finally
deleted. This gives you some time to change your mind.
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.
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?
8.3 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.
8.4 Why is my unread count different in my email client and on Gmail?

Gmail organizes emails in threads. In some email clients threads are called conversations. Therefore Gmail
looks at the unread count in a slightly different way than other email clients. Don't worry – you still have all
your emails.
8.5 Storage space on Gmail

If you find you are running out of space on Gmail you have a lot of emails! They give you 7.5Gb of space for
free.
Fortunately it is easy to buy more Gmail space... in Gmail go to Settings → Accounts and Import →
Add additional storage for the details.

8.6 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
8.6.1 Tell Gmail to remove downloaded email from the mailbox

For each email address where Gmail is picking up the emails you need to tell Gmail to remove downloaded
email from the mailbox. This ensures you will not run out of space.
For your webmail addresses we recommend that you still leave email on the server.
To have Gmail remove downloaded emails follow these steps:
➢ Go to Settings → Accounts and Import and click edit info.
➢ Uncheck Leave a copy of retrieved messages on the server.

Click Save Changes.

8.6.2 Turn off your old way of downloading emails

If you are using Thunderbird 3.0 you can find the instructions for how to do this in Turn off an email account
on page 119.
Otherwise please refer to the corresponding document for the email client you are using.
8.6.3 Change your email forwarding addresses

Gmail only collects email from your mailboxes once per hour. If you have email addresses forwarding mail to
your other mailboxes you might want to change the forwarding address to be your Gmail address instead.
This will ensure your email arrives as soon as possible.
8.7 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 Thunderbird 3.0 you can find the instructions for how to do this in Turn off an email
account on page 119. 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.

- Now what? -
9 Now what?
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!
And don't forget to send us feedback or 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!

- Now what? -
9.1 Donations gladly accepted!

The Easy-Email Essential solution makes your life a lot easier. Even if you do not need the Advanced Guide
you can still help us to extend Easy-Email to include more email clients and other useful guides such as
Calendar Synchronization etc.
How much is the Essential Guide worth to you? How much easier is your life after Easy-Email? Only you
know, so feel free to donate an amount of your choice to support the further development of Easy-Email.
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.
9.2 Simplify your email life even further with the Advanced Guide
9.2.1 What is in the Advanced Guide?

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

- Now what? -
After John has completed the Easy-Email Advanced Guide his Gmail looks like this:
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.

- Now what? -
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!

Appendices
- Appendix: Gmail -
10 Appendix: Gmail
This appendix has more information on Gmail and how it works with Easy-Email.
In this appendix:
➢ Backup and restore your emails (page 90)
➢ Hide the All Mail folder from other email clients (recommended) (page 99)
➢ Export contacts (page 101)
➢ Import contacts (page 103)
➢ Create a signature (page 104)

- Appendix: Gmail -
10.1 Backup and restore your emails
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.
➢ 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.

- Appendix: Gmail -
10.1.1 Backup your emails in Gmail using Gmail Backup

The instructions here are for Windows, but the Linux version is virtually identical. If you do use another
platform please check our web site www.Easy-Email.net for the latest backup instructions.
To get your backups going on Windows follow these steps:
➢ If you have hidden your All Mail folder as described in Hide the All Mail folder from other email clients
on page 99 you should unhide it before you start the backup.
➢ Download Gmail-Backup here: www.Gmail-Backup.com/

Download the .exe file for Windows. You have to scroll down to find the link.
➢ When the download is complete install Gmail Backup by executing the downloaded file.
Follow the instructions and keep all default values.

- Appendix: Gmail -
➢ The installation creates an icon for Gmail Backup on the desktop.

Double click the icon to start the program.

- Appendix: Gmail -
➢ 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 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.

- Appendix: Gmail -
Click Backup.

- Appendix: Gmail -
➢ 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 99 to unhide the
folder before you start the backup
➢ When you see the message below the backup is complete.
➢ Hide the All Mail folder again as described in Hide the All Mail folder from other email clients on page
99.

- Appendix: Gmail -
10.1.2 Restore your emails to Gmail using Gmail Backup

To restore your emails from a backup follow these steps:
➢ Start Gmail Backup.

- Appendix: Gmail -
➢ 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.

- 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.

- Appendix: Gmail -
10.2 Hide the All Mail folder from other email clients (recommended)
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.
 Click the Labs tab.
 Find the Advanced IMAP Controls lab feature and click Enable.

- Appendix: Gmail -
 Click Save Changes.
 Click Settings → Labels .
 A new option has been added for each label: Show in IMAP.
For All Mail untick this option.
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.

- Appendix: Gmail -
10.3 Export contacts

It is easy to copy the contacts you have stored on Gmail to other email clients. You simply export them from
Gmail and import them on the other email client.
With some email clients you can automatically synchronize contacts with Gmail. This is true with Thunderbird
for example. Visit the web site www.Easy-Email.net for the latest information or see the documentation for
your preferred email client.
To Export your contacts, i.e. send them from Gmail to another email program:
➢ In the main Gmail window click Contacts.

- Appendix: Gmail -
➢ In the contacts window click Export.

Select Outlook CSV as the output format.
Then click Export.
➢ Save the file in a place where you can find it again.

- Appendix: Gmail -
10.4 Import contacts

It is easy to copy the contacts you have stored on another email client into Gmail.
First you export them from the other client, then you import them into Gmail.
With some email clients you can automatically synchronize contacts with Gmail. This is true with Thunderbird
for example. Visit the web site www.Easy-Email.net for the latest information or see the documentation for
your preferred email client.
To import contacts:
➢ In the main Gmail window click Contacts then Import.

Browse to the file you wish to import and click Import.

- Appendix: Gmail -
10.5 Create a signature

To create a signature:
➢ Click on Settings.
➢ Under the General tab, enter the signature.
➢ Click Save Changes at the bottom of the page.

- Appendix: Thunderbird 3.0 -
11Appendix: Thunderbird 3.0

This appendix has more information on Thunderbird 3.0 and how it works with Easy-Email.
In this appendix:
• Backup and restore your emails (page 105)
• Backup your emails in Thunderbird 3.0 (Windows) (page 106)
• Restore from backup in Thunderbird 3.0 (Windows) (page 110)
• Download emails to Thunderbird 3.0 for offline use (page 115)
• Copy old emails to Gmail from Thunderbird 3.0 (page 118)
• Turn off an email account (page 119)
• Turn off a POP account (page 121)
• Turn off an IMAP account (page 123)
• Synchronize contacts between Thunderbird 3.0 and Gmail (page 125)
• Error: Reference source not found (page Error: Reference source not found)
• Group emails by thread in Thunderbird 3.0 (page 132)
• Gmail Conversation View Add On (page 133)
• How to find your mail server settings (page 137)
11.1 Backup and restore your emails

Windows users can download a free program, MozBackup, to make the backup easier. Follow our
instructions below.
Linux and Mac users can get advice on how to backup their emails in this article:
http://kb.mozillazine.org/Profile_backup
Mac users can also find a free program here: http://www.versiontracker.com/dyn/moreinfo/macosx/30601.
Important! This way of backing up your emails is not suitable for IMAP. Once email synchronization is set
up you will need to use a different system of backup. Refer to Backup and restore your emails on page 90 for
instructions on how to backup your emails with Easy-Email.

11.1.1 Backup your emails in Thunderbird 3.0 (Windows)

Follow these steps:
➢ Download the program here: http://mozbackup.jasnapaka.com/
➢ Install the program.
➢ Close Thunderbird 3.0 if it is open.
➢ Go to Start → All Programs → MozBackup → Mozbackup to start the program.
➢ Click Next.

➢ Select Backup a profile.

Select Mozilla Thunderbird.
Click Next.

➢ Select your profile.

Optionally change the Backup directory.
Click Next.
➢ Choose to use a password or not. We don't, so click No.

➢ Leave the default settings to backup emails, contacts and other settings.
Click Next.
➢ The backup is created.

Click Finish.

➢ If you use this program you should consider making a donation here.
11.1.2 Restore from backup in Thunderbird 3.0 (Windows)

Should you need to restore your emails again follow these steps:
➢ Close Thunderbird 3.0 if it is open.
➢ Go to Start → All Programs → MozBackup → Mozbackup to start the program.
➢ Click Next.

➢ Select Restore a profile.

Select Mozilla Thunderbird.
Click Next.

➢ Select your profile.

Optionally change the Backup directory and file.
Click Next.

➢ Leave the default settings to restore emails, contacts and other settings.
Click Next.
➢ Read and understand the warning message.

Thunderbird 3.0 will be in exactly the same state after you restore as it was when you did the
backup. This means any emails you have received after you made the backup will be lost and any
new contacts you added will disappear.
Click Yes.

➢ The restore is completed.

Click Finish.
➢ If you use this program you should consider making a donation here.

11.2 Download emails to Thunderbird 3.0 for offline use

All your email is now stored on Gmail.
Thunderbird 3.0 works as you are used to, however it will synchronize with Gmail instead of downloading
emails.
By default Thunderbird 3.0 will download a copy of your emails so you can work offline as well. This means
you will be able to read and respond to emails when you are on a plane or a train for instance. Once you get
an internet connection again your emails will be sent.
You can choose which emails to have a local copy of on your computer by adjusting the Synchronization
Settings. See Downloading emails for offline use on page 77 for a discussion of these settings.
To set the synchronization settings follow these steps:

 Go to Tools → Account Settings → My Mail IMAP → Synchronisation & Storage .

If you wish to save space on your computer you can adjust the settings in the Disk Space section.
Then click Advanced...

 Deselect any folder you do not need offline access to on your computer.
Note! In Gmail on the Settings → Labels tab you can uncheck Show in IMAP for the All Mail
folder. If you have done this the All Mail folder will not appear here.
If you wish to use the new Archive function in Thunderbird 3.0 you will need to check Show in
IMAP for the All Mail folder. Otherwise you will not be able to work with the archive in Thunderbird.
Click OK twice.

11.3 Copy old emails to Gmail from Thunderbird 3.0

If you have your old emails stored in Thunderbird 3.0 you will probably want to copy them to Gmail. This will
make the emails available to any client you synchronize with Gmail.
This is easy to do.
For the special folders (Inbox, Sent Items/Mail, Drafts, Trash, Spam and Starred) you have to select all the
emails in the folder and drag them to the corresponding folder under your new My Mail IMAP account.
If you want to copy emails to a folder with a different name you also need to select all the emails in the
original folder and drag them into the new folder.
Hint! Ctrl + A selects all emails in the current folder.
For folders you have created yourself (i.e. not the Inbox etc.) you can copy them simply by dragging them
onto My Mail IMAP in the folder view.

11.4 Turn off an email account

Initially you setup email synchronization without making changes to your old email setup. This allows you to
try out Easy-Email without affecting the way you used to do email.
When you have decided which solution is right for you, you need to turn off either your old email setup or the
Easy-Email setup. This section explains how to turn off an email account.
In this context an email account is simply the settings in Thunderbird 3.0 you use for downloading your
emails. Turning off an account just means you will stop downloading emails the way you used to. You can
always come back at a later time and turn the account back on again should you wish to do so.

There are two types of accounts: IMAP and POP. Your old email account is most likely a POP account. In the
Account Settings window the IMAP accounts have a tab called Synchronisation & Storage, while POP
accounts have a tab called Disk Space.

11.4.1 Turn off a POP account

To turn off a POP account follow these steps:

➢ Select the Server Settings tab for your POP account.

Uncheck Check for new messages at startup.
Uncheck Check for new messages every 10 minutes.
Uncheck Automatically download new messages.
Click OK.

➢ You can manually check mail on this account if you should wish to do so.
Click the little arrow next to Get Mail.
Click on your old account name.
11.4.2 Turn off an IMAP account

Unfortunately you cannot just turn off an IMAP account. You will have to remove it. If you wish to keep your
account settings make sure you make a note of them before removing the account.
Follow these steps:

➢ Select the account you wish to remove.

Click Remove Account.

11.5 Synchronize contacts between Thunderbird 3.0 and Gmail

Thunderbird 3.0 has an add on, which automatically synchronizes its address book with Gmail.
Follow these steps:
 Go to Tools → Add-ons

 In the Search All Add-ons field enter zindus and press enter.
Then click Add to Thunderbird.
 Click Install Now.

 Wait for the installation to complete then click Restart Thunderbird.
 When Thunderbird 3.0 has restarted go to Tools → Zindus .

 Click Add.

 Enter your Gmail address and password.

Click Test Connection.
 Click OK twice to get back to the Zindus Configuration Settings window.

 Click Sync Now to start the initial synchronization.

Click OK to close the window.
From now on your contacts are automatically synchronized with Gmail. No further action is required on your
part. Any contacts added or changed in Thunderbird will be updated in Gmail and any contacts added or
changed in Gmail will be updated in Thunderbird.
11.6 Create a signature in Thunderbird 3.0
To create a signature follow these steps:

 Go to Tools → Account Settings .

Select the your account, for John this is My Mail IMAP.
In the Signature text field enter the text for your signature.
Note that you can also use HTML in the text box or attach a file with text, HTML or an image if you
prefer. It is also possible to use vCards.
Click OK.
And your new signature is working.

11.7 Group emails by thread in Thunderbird 3.0

Gmail organizes emails in conversations. Thunderbird can order emails in a somewhat similar way by
enabling Threads. Responses to an email are grouped with the original email making it easy to follow an
entire conversation.
To view messages in thread order go to View → Sort By → Threaded .
In View → Threads you can fine tune the settings.

Unthreaded message pane.
Threaded message pane.
You can also toggle threads by clicking the thread symbol next to the star.
11.8 Gmail Conversation View Add On

Jonathan Protzenko from http://www.xulforum.org/go_code has developed an add on for Thunderbird 3.0,
which gives you a conversation view even more like the Gmail view.
To install it follow these steps:

➢ Go to Tools → Add-ons
 In the Search All Add-ons field enter Gmail Conversation and press enter.
Then click Add to Thunderbird.

 Click Install Now.
 Wait until the installation is complete then click Restart Thunderbird.

The add on works as follows:
➢ if it is a collapsed thread, that means you want to see the full conversation
➢ if it is an expanded thread, that means you want to see the individual messages
➢ if there is no thread, automatically fetch the conversation (can be disabled through the options. It is
on by default).
➢ if you want to see the conversation without collapsing the thread, add the button called View full
conversation to the main toolbar. Go to View → Toolbars → Customize... to add the button.
This button allows you to trigger the conversation view manually (or install customizeheadertoolbar
and add the even smaller button to the mail toolbar).

If you like this add on please consider making a contribution towards its continued development:
https://addons.mozilla.org/en-US/thunderbird/addon/54035.
11.9 How to find your mail server settings

Follow these steps to find the current settings for your mail server:

Select your old email account.
Make a note of the name of the Outgoing mail server.

➢ Click on Server Settings.

Make a note of the information on this tab.
➢ Click on the Outgoing Server (SMTP) tab.

Click on the name you recorded in the first step.

Make a note of the details on this tab.
➢ Click OK to close the window.

- Appendix: How to find the information you need -
12 Appendix: How to find the information you

need
This appendix has more information on how you can find the information about your current email
configuration you need to complete the Easy-Email setup.
Note! If you are not given any information about the port numbers and whether SSL is enabled or not
assume your settings are the same as for our sample user, John Doe.
In this appendix:
➢ Check the setup in your current email program (page 140)
➢ Search on Google (page 140)
➢ Visit www.Easy-Email.net (page 141)
➢ Contact your email provider (page 141)
12.1 Check the setup in your current email program

If you have an email program already setup with the email address you want to use with Easy-Email you can
get the settings from there.
If you do not know where to find your settings see How to find your mail server settings on page 137.
12.2 Search on Google

Go to Google and search for “the name of your email provider” + “email pop settings”. For example if you
use Bigpond then you would search for “Bigpond email pop settings”.

- Appendix: How to find the information you need -
Often the first result will have 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.
12.3 Visit www.Easy-Email.net

If you are using a well known email provider our web site might have the information for you.
Look in the forum, and if you have no luck you can always post a question there.
12.4 Contact your email provider

If you have not found the settings using the methods above it is time to contact the help desk of your email
service provider.


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Easy-Email Essential Guide

Document Release Date: 09 March 2010

All rights reserved.

Before you begin setting up the Easy Email solution

we highly recommend that you make a backup of your emails.

Thunderbird™ is an unregistered trademark of the Mozilla Foundation.

This document is protected by copyright.

You are welcome to distribute this document,

3 Where to get more information.............................................................................................20

4 The Easy-Email guides .............................................................................................................23

6 Setting up Gmail for email synchronization........................................................................34

7 Setting up Thunderbird 3.0 for email synchronization....................................................50

8 Optimize your settings.............................................................................................................77

11 Appendix: Thunderbird 3.0 .................................................................................................105

12 Appendix: How to find the information you need...........................................................140

✔ Work with your webmail offline on your own computers.

✔ Synchronize your email on as many computers as you would like. Automatically!

Easy-Email is changing the way people use email.

✗ Difficulties using email clients on more than one computer.

1 Visit www.Easy-Email.net for the latest information on available guides

Email a friend -9- Send us feedback

1.1 Who can use these guides?

➢ Click Settings at the top right hand corner of the page.

➢ Click Accounts and Import.

➢ Click Import mail and contacts.

1.2 How to use this document

Email a friend - 10 - Send us feedback

Email a friend - 11 - Send us feedback

Here's an overview of what we found in researching people's email use.

✔ Most people use more than one computer

✔ Well over 70% have more than one email address

Email a friend - 12 - Send us feedback

Definitely not modern technology at its best!

2.1 Common email problems

2.1.1 The problem with webmail

With Easy-Email this problem is solved!

Email a friend - 13 - Send us feedback

2.1.2 The problem with email clients

Email a friend - 14 - Send us feedback

Email a friend - 15 - Send us feedback

2.1.3 The problem with multiple email addresses

Easy-Email solves all of these issues!

2.2 How does Easy-Email help me?

2.2.1 Webmail users - work offline using an email client

➢ use Gmail from any other computer

Email a friend - 16 - Send us feedback

Any action taken on one computer is reflected on the other computers.

➢ Login once and access all your emails in one window

This is efficient, streamlined and professional email management.

2.3 How does Easy-Email work?

• Set up Gmail to act as a synchronization hub

• Configure your email clients to synchronize with Gmail.

Email a friend - 17 - Send us feedback

2.4 Why Gmail?

Email a friend - 18 - Send us feedback

2.4.1 Will I have to use Gmail as my webmail client?

2.4.2 Which other webmail can I use with Gmail?

Email a friend - 19 - Send us feedback

3 Where to get more information

3.2 Available Easy-Email Guides

3.3 News and updates

Sign up for news and updates at http://www.Easy-Email.net/easy-email-news

3.4 Known issues

Email a friend - 20 - Send us feedback