Email accounts
The Archivist can read an email account itself and keep your archive up to date as new mail arrives. Most providers work. A few large ones don’t yet, so check the lists below before you start.
How it works
Section titled “How it works”The archive reads your mailbox over IMAP, the standard way mail apps read mail, using an app password you make for it. An app password is a separate password your provider gives you for one app. It isn’t your normal password, and you can revoke it with your provider at any time without changing anything else.
- The first time, the archive reads the whole mailbox, oldest first, 2,000 messages at a time.
- After that, it checks for new mail every 15 minutes.
- What it reads: every folder except Trash, Junk and Drafts. On Gmail it reads All Mail, which holds every message once, sent mail included.
- Gmail only: you can leave mail out with a Gmail search. Promotions and Purchases are left out unless you change it.
- Attachments are listed by name, but their contents aren’t imported.
- Your app password is stored encrypted in your archive and is never shown again.
- Removing an account in Settings stops reading it and deletes the password. Mail already in your archive stays.
The archive connects only over TLS, the secure connection every major provider uses, on port 993.
Providers that work
Section titled “Providers that work”“Should work” means the provider supports IMAP with a password and nothing is known to stop it, but no account on it has been connected yet. “Tested” means one has.
| Provider | Server | Before you connect | Status |
|---|---|---|---|
| Gmail | imap.gmail.com | Turn on 2-Step Verification for your Google account, then make an app password. How to make one | Should work |
| iCloud | imap.mail.me.com | Make an app-specific password for your Apple Account. How to make one | Should work |
| Fastmail | imap.fastmail.com | In Fastmail's settings, make an app password with IMAP access. | Should work |
| Yahoo | imap.mail.yahoo.com | In your Yahoo account's security settings, generate an app password. | Should work |
| AOL | imap.aol.com | In your AOL account's security settings, generate an app password. | Should work |
| Zoho Mail | imap.zoho.com | Turn on IMAP access in Zoho Mail's settings. If you use two-factor sign-in, make an application-specific password. | Should work |
| mailbox.org | imap.mailbox.org | Use your mailbox.org password, or an app password if you use two-factor sign-in. | Should work |
| Posteo | posteo.de | Use your Posteo password. | Should work |
| GMX (gmx.com) | imap.gmx.com | Turn on IMAP access in GMX's settings, then use your GMX password. | Should work |
| GMX (gmx.de, gmx.at, gmx.ch) | imap.gmx.net | Turn on IMAP access in GMX's settings, then use your GMX password. | Should work |
| WEB.DE | imap.web.de | Turn on IMAP access in WEB.DE's settings, then use your WEB.DE password. | Should work |
Any other provider whose IMAP server accepts TLS connections should work too. Choose Other and enter its server name, which is usually in its help pages under “IMAP settings”.
Mail it can’t read yet
Section titled “Mail it can’t read yet”- Outlook.com, Hotmail and Microsoft 365
- Microsoft only lets mail apps in through Microsoft sign-in, not with a password. A Microsoft connector is planned. Until then, these accounts can't be connected.
- Proton Mail
- Proton encrypts mail so only your own devices can read it. IMAP is available only through Proton Mail Bridge, an app on your own computer, which the archive can't reach. These accounts can't be connected.
- Tuta and Hey
- They don't offer IMAP. These accounts can't be connected.
- Accounts whose administrator has turned off IMAP or app passwords
- Companies and schools often do, including on Google Workspace and on Exchange servers they run themselves. Ask your administrator whether IMAP with an app password can be allowed for your account.
- Google Advanced Protection
- Accounts in Google's Advanced Protection Program can't make app passwords. These accounts can't be connected.
Connecting an account
Section titled “Connecting an account”- Make an app password with your provider, using the steps in the table above. Some providers ask you to switch on IMAP or two-step sign-in first.
- In The Archivist, open Settings → Email accounts → Connect an email account.
- Choose your provider. This fills in the server and shows how to make an app password.
- Enter your email address and paste the app password.
- Choose a name for where the mail goes in your archive, or keep the one suggested.
- Press Connect. The archive signs in once to check the password, lists the folders it will read, and starts the first import.
When something goes wrong
Section titled “When something goes wrong”These are the messages the app shows, and what to do about each.
“The server refused the address or password. Gmail, iCloud and Yahoo need an app password, not your normal one.”
Check the address, and make a new app password if you’re not sure of the old one. Most providers that offer app passwords refuse your normal password over IMAP.
“The username or password has characters the archive can’t send. App passwords never do.”
IMAP can only carry plain letters, digits and common symbols. Make an app password instead of using your normal one.
“Couldn’t reach the server. Check its name and port; the archive only connects over TLS.”
Check the server name for typing mistakes. If it’s right, the server may not accept TLS on port 993, and the archive can’t use it.
“The provider is limiting this account for now. Try again later.”
Your provider has a daily download limit, and the archive has reached it. Gmail allows about 2.5 GB a day. Nothing is lost: the archive waits and carries on.
“The server answered in a way the archive didn’t expect.”
Try again in a few minutes. If it keeps happening, the server may not follow the IMAP standard closely enough.
“The account has no folders the archive can read.”
The account only has Trash, Junk or Drafts folders, or none at all.
“Gmail didn’t accept that search.”
The search for leaving mail out isn’t one Gmail understands. Try it in Gmail’s own search box first.
In the list of accounts
Section titled “In the list of accounts”Needs a new password
The provider stopped accepting the app password, usually because it was revoked or expired. Make a new one and use Change password. Reading resumes once it’s accepted.
Can’t reach the server; trying again hourly
The archive couldn’t connect. It tries again every hour by itself.
Paused by the provider until…
The provider’s download limit was reached. The archive tries again after six hours.