Base de connaissances

Syncing Your Sent Mail Across Devices

This tutorial will guide you on how to sync your sent emails so that emails sent from one device will appear in the Sent Items folder of any other device using the same email account.

Introduction

Managing your sent emails can be much easier if you synchronize them into one folder. By doing this, you can access your sent emails across multiple devices. Here’s how you can set it up:

1. Set Up IMAP for Mail on Your Server

• Ensure that your email account is set up using IMAP on the StickyHosting mail server. IMAP is essential for syncing your sent mail across devices.

2. Ensure You Have a Sent Folder on the Server

• Check if a Sent Items folder exists in your StickyHosting Webmail.

• If there is no Sent folder, click on the settings/cog icon in Webmail, select Folders, and then check the box for Sent to subscribe to it.

• If there is no Sent folder, send a quick test email from Webmail. This will automatically generate a Sent Items folder that email clients like Outlook, Apple Mail, and others can reference.

3. Configure Your Mail Applications

• Configure your email clients to recognize the Sent folder so that all sent emails are directed to this folder.

• Usually, this configuration happens automatically when you set up your email address in the mail program, and a folder called Sent Messages is created.

• In some cases, however, the email sync program may default to saving sent emails locally on your computer instead of saving them on the server. If this happens, you will need to manually set up the folder to ensure your sent emails sync correctly.

Manual Setup (Final Resort)

• Manual setup should only be done if automatic syncing fails.

4. Outlook Configuration

• In Outlook 2007 and 2010, there are account settings that let you choose whether or not to save sent mail in a folder called Sent Mail.

• In Outlook 2013 and later, emails are automatically saved in the Sent Items folder.

• For Gmail users, the Gmail IMAP automatically saves sent emails to the Sent folder.

If Outlook fails to determine the correct folder, follow these steps to sync your sent emails manually in Outlook:

Subscribe to a Folder in Outlook

1. Open the Outlook email client.

2. Right-click on the Inbox folder and select IMAP Folders.

3. Uncheck the box that says “When displaying hierarchy in Outlook, show only subscribed folders” so that all folders are visible.

4. Click on Query.

5. Select the folders that you are not subscribed to.

6. Click Subscribe for each folder (one by one).

7. Click OK to close the dialogue boxes.

Subscribe to an Outlook Folder on an Apple Device

You can sync your IMAP email account settings from an Apple device (iPhone, iPod, Mac). Unlike other devices, you must define the IMAP path prefix when using an Apple device.

To set the IMAP path prefix on Apple devices:

1. Open Settings (mobile) or System Preferences (desktop).

2. Click on Mail (mobile) or Internet Accounts (desktop).

3. Select the relevant email account.

4. Click Advanced.

5. Set the IMAP Path Prefix by typing INBOX.

6. Save the changes, and the folder will now appear.

Root Your Mailbox

Sometimes Outlook may not recognize your folders due to errors. Rooting your mailbox helps set the IMAP structure correctly, and Outlook will recognize all the folders.

To root your mailbox in Outlook:

1. Go to File and click Account Settings.

2. Open your IMAP account and click More Options.

3. Open the Advanced tab.

4. Under options, click Root Folder Path.

5. Click OK to close the dialogue boxes.

If your new folders don’t appear among the folders in the IMAP dialogue box, update the folder list by following these steps:

1. Open the mail client.

2. Right-click on the first folder in your IMAP account.

3. Click on Update Folder List.

How to Determine the Root Folder Path

To find the root folder path for your StickyHosting mailbox:

1. Right-click on your IMAP mailbox.

2. Select IMAP Folders.

3. Click on Query.

4. The root name is the common name before the dot.

Outlook 2010 Configuration

To assign a folder for sent items in Outlook 2010:

1. Open your IMAP settings by clicking on File, Account Settings, and double-clicking on your IMAP account.

2. Click on More Settings.

3. Select Sent Items.

4. Enable the option “Save sent items in the following folder on the server”.

5. Choose your preferred folder and save the changes.

Performance Notes

As the Sent folder size increases, your mail application may become slower, especially on mobile devices like iPhones. To improve performance:

• Create a Sent Archive folder on your local computer or a backup drive.

• Every year, move year-old sent emails to the archive.

These old emails are less likely to be referred to regularly but can still be accessed if needed.