I'm going to tell you all about how I migrated my ancient email store up to an online service I'll describe why I did this, how I did this, and where I am now and what I think of it all.
You know you're an Internet old-timer when…
… you're the only guy still using Outlook Express.
I'm one of those guys you hear about that used Outlook Express 6 for, what…. forever? I didn't want to use the full blown Outlook to manage my mail since I really only needed mail,and not calendar and all that jazz., and didn't like the idea of having to start up a pretty big application just to do a quick email check. I have a number of active email addresses, a couple primary (Geeqs.net, and Hotmail), as well as a couple secondary (Shaw.ca and Gmail), and one I use as a placeholder (live.ca).
Within the last year I migrated to Outlook 2003 and imported all of my email and contacts. I think the main reason I finally cut over to Outlook was because Microsoft announced they'd no longer support Outlook Express and wanted everyone still using it to move to Windows Live Mail.
Windows Live Mail was released in November 2007. In the future, support for Outlook Express and Windows Mail will be discontinued in favor of Windows Live Mail.
I tried Windows Live Mail, but I just hated the UI. In Outlook Express and Outlook 2003, I liked having mail from my multiple accounts appearing in a single inbox. I did NOT like having to expand multiple tree nodes, one for each account, to read all of my email. I gave it a chance, but I just couldn't live with it. So Live Mail was not an option.
Outlook has a lot going for it. it's a first class email, calendaring, contact, etc… program. For work I'd use nothing other. (Note to self: I will likely regret saying that in a few years when everyone's then switched over to something like "Outlook On-line 2012"!)
The only remaining option seemed to be Outlook. At home it really feels like I'm launching a big application just to read my home email on multiple accounts. It takes significantly longer to load up Outlook than it does Outlook Express, and that's annoying. It's especially annoying when you click on a mailto: link in a web page and it has to fire up all of Outlook to send a 1 line text email.
Use web based email client? Are you crazy?
Outlook and incoming spam was annoying me while I was off on Christmas holidays, so I started looking into using Gmail's web based mail. I've seen a lot of co-workers use it for their personal mail and I thought, "it can't be that bad if so many people are using it". I had to give it another try.
Coming from Outlook Express and Outlook I was a "folders" kind of guy. These "labels" metaphor I just didn't understand why I would want to do that rather than good old folders… Then it occurred to me that I wasn't giving it a real chance. The labels are a means to organize your email, just like folders are. The main difference is that multiple labels can be assigned to a single email, whereas when using folders, the email can exist in only 1 folder. Interesting…
I started to see some benefit to this so I ran a tool called the "Google email uploader". What this tool does is take all of your email and contacts and pushes them up to a Gmail account you have set up. I had a bunch of email from as far back as 1999 that I would like to keep, and if it didn't work out, I always had my local copy of email and mail client I could return to. I ran the uploader and it took about 40 minutes I think to upload all of my contacts and emails.
The revelation!
The uploader automatically assigned labels to emails that were stored in folders. It created label names using the folder names I had messages stored in and assigned those labels to those messages that were uploaded. That was a good start for me, but here's where it finally clicked for me. I started to organize my email by using the Gmail search to find emails of a certain type and assign a label to all of them. The search was very effective at finding all emails such as DNS registrations, orders I've placed through NCIX, etc… and made it very easy to assign a given label to all of those emails.
Once I started organizing my email like this, Gmail was seeming easier and easier to use. I then clued in to what "archive" is good for in Gmail. I ended up using it to move completed emails out of my inbox. The mail is still accessible, but it's not up front demanding my attention. All I have to do is search for it, or open a label other than Inbox, and I've got it.
The archive feature was what finally sealed the deal for me. I now had a really good way of cleaning out my inbox. I'm a big proponent of having no unread email. This doesn't mean I answer all my email, it just means I read, or at least cursively scan all email sent to me. I've seen some people with literally thousands of unread emails in their inboxes and I don't know how they can get anything done. Anyway, my email habits may be a topic of another post…
That's it! I'm now a Gmail convert! The main benefits I've realized though my conversion to Gmail are:
- Web based email is a very lightweight application that doesn't take long to start up.
- Very good search functionality that doesn't require you to install some 3rd party search tool like Live Search, Google Desktop, Yahoo Desktop Search, etc…
- Very good spam filtering built-in.
- Very good rules based filtering capability.
- "Labels" and "archiving" organization of email is easy to use and an efficient way to tidy up your inbox.
- Easy to set up to pull mail from other accounts into a single Gmail account to rule them all!
- Works extremely well with my iPhone.