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Downloading ALL archived & sent GMAIL emails using OUTLOOK

Posted on 2011-03-19
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Last Modified: 2012-05-11
I setup my customer with google apps email (gmail really).

They were using Outlook (pop3) to send/receive all emails. He was also using rules to put the messages in custom folders on his PC, etc... This week his computer crashed completely and he needed a new one.

Now he has Outlook installed. Empty data. I setup Outlook to access the gmail account and connect via pop3. (Gmail ARCHIVES all messages automatically downloaded by pop3).

Question: How can I download ALL archived and SENT messages from gmail to his new install of Outlook? There are over 3,000 archives messages and many sent messages.

STEP BY STEP PREFERRED
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Question by:RobertNZana
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LVL 93

Expert Comment

by:John Hurst
ID: 35173649
If it was POP3 (not IMAP), then isn't all the mail on the local computer after downloading? And does not sent mail stay on the local computer? That is the way my Outlook POP3 accounts work (whatever web mail they are attached to). If the flag in Options was set to Leave mail on the server, the received mail might still be in Gmail.

... Thinkpads_User
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Author Comment

by:RobertNZana
ID: 35173681
On the gmail server all mail is in "all mail" and "sent  items".

On outlook there are no emails.

I want to download everything again ("all mail" and "sent items") into Outlook.
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LVL 93

Expert Comment

by:John Hurst
ID: 35173690
Thank you for the clarification. Given the nature of POP3, there must be a setting to keep mail in Gmail. I am not familiar enough to comment on the latter. Sorry.  ... Thinkpads_User
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LVL 7

Expert Comment

by:DIIRE
ID: 35173951
The easiest suggestion would be to grab the old .pst file from the old hard drive and import everything from that.

To see all the Archived email click 6 more and select all mail.  Then tick anything without the inbox tag and click Move to Inbox.  I'd move the sent items to the inbox first and download them - then you can move them straight into sent in Outlook then do the archived items.

You may also need to tick each of the messages and mark them as unread.
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LVL 9

Author Comment

by:RobertNZana
ID: 35173953
Good suggestions. I actually tried that earlier but Outlook did not download them. Here's what I did...

I "moved" "All Mail" items into the Inbox and marked them as unread. Hit "send and receive" in Outlook. Nothing downloaded.

Any more suggestions? Thanks
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LVL 7

Expert Comment

by:DIIRE
ID: 35173979
Go into Settings > Forwarding and IMAP/POP settings.

Make sure Enable POP for all mail (even mail that's already been downloaded) is selected.

Hopefully that should fix it.
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LVL 9

Author Comment

by:RobertNZana
ID: 35175211
There is not a setting for "Enable POP for all mail".
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Accepted Solution

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RobertNZana earned 0 total points
ID: 35175218
Remember this is a google apps implementation so that option is not available apparently.
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Author Closing Comment

by:RobertNZana
ID: 35372997
No answer.
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