Exchange File on Mac is getting too large - how to split, archive and still access with Apple Mail

User has iMac with latest Yosemite 10.10
Email is on an Exchange Server at Intermedia, accessed through ActiveSync.
Exchange mailbox is greater than 15 GB, mostly because of lots of photos that have been emailed over time.

Intermedia support recommends against having an Exchange mailbox larger than 5 GB, and suggests archiving old mail.

How can I implement a system of small Exchange mailbox, yet still have connection to archives and use the Apple Mail program?


Thanks.
computerlarryAsked:
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Tej Pratap Shukla ~DexterServer AdministratorCommented:
Davis McCarnOwnerCommented:
The first big question is how Mail is setup.  Are you using IMAP or POP?
Delphineous SilverwingGood Ol' GeekCommented:
Ideally, unneeded message would be deleted, however in many cases it is necessary to retain some old messages. Since your email is hosted (Intermedia), you need a local solution for archiving.

A tool like Outlook Email Archive X - http://softhing.com/oeax.html - might work best for you. Messages archived are added to the OS Indexing so that it is searchable via Spotlight.
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computerlarryAuthor Commented:
Is there any way to archive, but still continue to use the Apple Mail application?

Outlook Mac solutions look very good.  Thanks.
Davis McCarnOwnerCommented:
2nd try:
The first big question is how Mail is setup.  Are you using IMAP or POP?
computerlarryAuthor Commented:
The Apple Mail is set up using Exchange
Delphineous SilverwingGood Ol' GeekCommented:
In Apple Mail, you can archive messages to a local file to clean up the mailbox and retain the messages, including keeping the messages searchable.

This link gives step-by-step instructions for creating an Archive store on the Mac and even setting up a rule for automatically archiving older items.
http://computing.fnal.gov/xms_content/services/pdfs/FermiMail/Mac%20Mail%20how%20to%20archive%20mail.pdf

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computerlarryAuthor Commented:
Delphineous -  The user has two computers, and would like to see the Archive store on both.  Can we copy the archive to the second computer, and have Apple Mail recognize it?
Delphineous SilverwingGood Ol' GeekCommented:
If you are using iCloud and the archive is included with iCloud synchronization - yes it can be done.
computerlarryAuthor Commented:
Forgive my ignorance, but are you referring to   having  Mail checked off in the iCloud settings?
computerlarryAuthor Commented:
I created my new archive in the iCloud drive, which I am testing to make sure that it is accessible from multiple computers using the same iCloud account.

Would you know of an application that could move Mail folders and their content to this iCloud archive - right now I am duplicating the folder structure, and then moving.  I can handle that, but an app would be a time saver.
Delphineous SilverwingGood Ol' GeekCommented:
As far as I know, it can only be handled individually or by using a rule for archiving, but nothing that will create and maintain folder structure in Apple Mail.
computerlarryAuthor Commented:
I called Apple support on this after reading Delphineous's suggestions, and refined the solution.  The iCloud account is set for 200 GB, which provides enough space.  

I can create a new folder inside of iCloud drive, called eMail Archive.  I can then export mailboxes to this folder.  
they don't seem to be in usable format, and seem to  an intermediary for importing to another mailbox.
Apple's article on this is:    https://support.apple.com/kb/PH19174?locale=en_US  

I can also duplicate the folder structure inside of my iCloud email account, and then  MOVE  messages, folder by folder to this duplicated structure.
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