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Safely archive thousands of emails
Access your email with all the power of a relational database
Have you ever wished you could find all those emails between you and your client, Joe, during August and September of last year, that mention the word 'contract'? Now you can. And you can sort them, print them, save them, and export them in several standard formats. MailSteward elegantly solves your email archiving, accessing, and management problems.
Email clients, like the Apple OS X Mail application and Gmail, are very good at sending and receiving email, and doing simple searches, but they are not really designed to efficiently and safely archive and do sophisticated searches on tens of thousands of emails.
Email has become a vital part of many professional and personal lives. For many, it is not unusual to send and receive thousands of emails every month. Businesses and individuals with large amounts of important email need to be able to:
- safely archive email text and attachments so that none of it is ever lost.
- easily and effectively find particular emails, by any combination of sender, recipient, date range, keywords, and tags.
- export email in standard formats to prevent data obsolescence.
The first time you launch MailSteward, this is what you will see:
To get started, create a new database file. Locate and name the file however you wish. By default MailSteward will automatically select all of your Apple OS X Mail application email accounts to be archived. Then all you have to do is click on the archive button, and MailSteward will begin copying your email into the database file that you have created. Or if you use Gmail instead of Apple Mail, you can periodically download your email from your online Gmail account and import it into your MailSteward database and thereby have not only the peace of mind of having a local backup of all of your Gmail but also access to all of MailSteward's sophisticated search, tagging and other capabilities.
Any of the settings can be changed by clicking on the settings button. The database file is a single file, like any other file, and can be named anything, and located anywhere, and you can copy it or move it or rename it at any time.
You don't have to worry about doing anything to your email files. They are left untouched.
You don't have to worry about duplicates. If an email is already in the database and you archive it again, MailSteward will skip it rather than add a new entry.
Once they have all been copied into the database, you can delete all or most of the email from your In and Sent boxes, if you wish. MailSteward will archive the attachments, HTML, enriched text, and the original raw source of your email, as well as the plain text.
Then, whenever you need to find an email, you can use MailSteward.
Once your email is in a database, it can be retrieved by clicking on the search button and specifying any combination of:
- A range of beginning and ending dates.
- keywords or phrases in the From address.
- keywords or phrases in the To address.
- keywords or phrases in the Subject line.
- keywords or phrases in the Body text.
- text strings in the Mailbox name.
- text strings in an attachment file name.
- Text inside attachments that contain text.
- Tags - category, keywords, notes, and/or priority.
- Or, if you know SQL, by editing the generated SQL statement.
And you can sort the retrieved emails by:
- Date
- From
- To
- Subject
- Mailbox
- Or by the unique ID that is assigned to each email
Features:
- Works seamlessly with the Mac OS X Mail application to archive all your email in a relational database.
- Will import most mbox format files exported from Gmail and other email clients such as Microsoft Entourage X and Outlook.
- Works with all locally stored POP and IMAP email accounts.
- Select emails from archive by date range and keywords in the To, From, Subject, Mailbox, Body fields, and tags.
- Sort by date, To, From, Subject, or unique ID.
- Print email list, or individual email, or all emails in a list.
- Save email list, or individual email, or all emails to a text file.
- Save all the attachments of selected emails as separate files.
- Reply to or forward individual emails.
- Add your own tags to email.
- Search attachments, such as word processing documents, that contain any text.
- Schedule MailSteward to archive your email automatically.
- Export emails to a tab-delimited text file, a new MailSteward database file, an mbox file, or an SQL file.
- Merge database files together.
- All Apple Mail email and folders are left undisturbed.
- Options to store all attachments, attachments less than a given size, or no attachments.
- Native Cocoa application that supports OS X 10.15 or greater (Catalina, Big Sur, Monterey, Ventura, Sequoia, Tahoe).
- The free version of MailSteward has full functionality, but is limited to a capacity of 15,000 emails.
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