How do I organize my destination account's emails like my source account?

IMPORTANT: Before starting this checklist, please read it through entirely and consider the value you get from “merging” your emails vs. simply keeping or renaming the Copy Label. We have seen customers merge their emails, only to later regret it and later start all over with a new copy.

Why is my stuff under a Copy Label?

There are several reasons VaultMe creates a label for your copied emails and doesn’t “merge” them from your source account into the same labels in your destination account:

  • Easy verification that everything was properly copied from the source.
  • Leaves the option of simply changing the name of that label to something like “Old Work Emails” to keep everything separate (we recommend this).
  • Much easier to “undo” a copy if it was made in error.

Part A: Steps to move copied Inbox emails to destination account’s “System” Inbox

  1. Wait until your migration is complete. You will know it’s complete when you receive the “Migration Complete!” email from VaultMe (sent to your destination account).

  2. Go to https://mail.google.com and log in to your destination account
  3. In the left hand navigation, find your Copy ID and click the "" (right-pointing triangle) next to it to "open" the list of sub-labels.
  4. In the list of labels, find and click on Inbox. This will display all emails with this label.
  5. Using the Select button at the top of the screen, select All messages.
  6. If there are more than 50 messages in “source@gmail.com/Inbox” you will see a message that only the 50 conversations on the page are selected with a link to Select all conversations in “source@gmail.com/Inbox”. Click the link to select all conversations.
  7. Once all conversations are selected, Drag the entire group of emails to the system "Inbox" label. This will add the “Inbox” label to all of the conversations, but will not remove the Copy ID labels (we will remove these later).

Part B: Steps to move copied “Sent Mail” and “Drafts” to the main folders

  1. Wait until your copy is complete. You will know it’s complete when you receive the “Copy Complete!” email from VaultMe (sent to your destination account).
  2. Click the Settings button (with “Gear” icon) at the top of the screen and in the drop-down menu click Settings
  3. At the top of the Settings page, click the Forwarding and POP / IMAP tab
  4. On the Forwarding and POP / IMAP tab, find the "IMAP Access" section and select Enable IMAP
  5. At the bottom of the page, click the Save Changes button. This should “kick” you out of the Settings page.
  6. Return to the Settings page by again clicking the Settings button and in the drop-down menu clicking Settings.
  7. At the top of the Settings page, click the Labels tab.
  8. On the Labels tab, find the System Labels section (usually at the top) and make sure all checkboxes for Show in IMAP are checked.
  9. If you haven’t already done so, connect your destination account to an email client like Outlook, Mac Mail, or Thunderbird. Many smartphones also have email clients. This step is required to move emails from “source@gmail.com/Sent” to “Sent Mail” and from “source@gmail.com/Drafts” to “Drafts” in your destination account. If you have never connected your Gmail account to a client, see this article from Google for more information.
  10. If you are using a computer, open your email client and:
    1. Find and open the “source@gmail.com/Sent” folder so you can see all the messages
    2. Select all messages in this folder. You can often do this by clicking the first one, then scrolling down to the bottom, and, while holding down the Shift key, clicking the last one.
    3. Drag the emails into the “Sent Mail” folder.
  11. If you are using an iPhone (Android phones should be similar), open your email app and:
    1. Find and open the “source@gmail.com/Sent” folder so you can see all the messages
    2. Tap “Edit” at the top-right of the screen.
    3. Tap “Move All” at the bottom of the screen.
    4. On the next screen, tap "Sent"
  12. Repeat the steps above for “Drafts”

How is this better than just using IMAP to copy from one account to another?

If you've tried it, you already know Google places strict limits on IMAP message copying between accounts.

However, once your VaultMe copy is complete, moving emails between folders using a client takes only seconds since they are only being moved 'within' an account.

This is one of the key values of VaultMe, and saves most users many hours or even days of frustration.

Part C: Steps to move user-created custom labels (“folders”) so they are no longer nested under the Copy Label

  1. Wait until your copy is complete. You will know it’s complete when you receive the “Copy Complete!” email from VaultMe (sent to your destination account).
  2. Go to https://mail.google.com and log in to your destination account
  3. In the left hand navigation, scroll down to find and click the Manage labels link. (Note: you may first have to click More▾ to reveal the Manage labels link in the left navigation)
  4. On the Labels Settings page, scroll down to find your Copy Label, and look for the sublabel called "User Labels" - these should match the labels you created in your source account.
  5. Click edit to open the Edit Label dialog. In this example we're going to move the "Design" label.
  6. In the Edit label dialog, uncheck “Nest label under”, then click Save. This will move the label “Designs” to the destination account’s ‘Top Level’, as it was in the source account. Any ‘child’ labels that were under "Design" will remain nested under it.
    Note: If the label you are trying to “de-nest” has the same name as another label at the top level, you will first have to change the name, or if that is not possible, move the emails contained in that label using the method described in Part B above.
  7. Repeat steps 5-6 above for any other custom labels which need to be de-nested.
  8. [Optional] If desired, delete the Copy Label (this is permanent).