Gmail: Comparing IMAP and POP

        John Carter responds to questions about Gmail.  "Regarding the difference (as a user) between IMAP and POP for a Gmail incoming account, using an IMAP Gmail incoming account actually provides two benefits over a POP Gmail incoming account, but one of those benefits can appear to be an inconvenience and confusing if not clearly understood.

        Let’s start with a simple display of what Mail looks like with an IMAP Gmail account:

Figure 1

With a POP Gmail account, the GMAIL mailbox you see above wouldn’t exist.  

The arrows for Inbox, Sent, Trash, and Junk indicate that there are subaccounts. I have three subaccounts aside from Gmail, and the messages in those accounts are being collected by Gmail. If you have only one account, you won't see those arrows.

Figure 2 shows what an IMAP account provides that a POP account does not:

Figure 2

Everything you see in Figure 2 under [Gmail] are references to the actual mailboxes in the remote Gmail repository, and you can actually play around with the messages in those mailboxes as though they were local in your computer.

Let me expand those mailboxes under MAILBOXES in Figure 1 to show you:

Figure 3

“jrcarter” is my primary email. “AstroGimmicks” and “Sunrise Trust” are business accounts. The reality is that those three accounts actually forward their messages to the Gmail account. The Gmail account is a secondary personal account and is rarely given out and which has the primary purpose of delivering messages to Mail. And to be on the safe side, I have set up all four email accounts in Mail to collect messages. Complex, but that is my nature.

An IMAP Gmail account gives you access to all the mailboxes available in the remote Gmail mail repository as well as the local mailboxes (ON MY MAC). A POP Gmail account only gives you access to the local mailboxes. What gets confusing about the remote mailboxes is the “All Mail” mailbox, which is visible only by expanding both GMAIL and [Gmail] as shown in Figure 2.

TIP: In Gmail, they don’t call them mailboxes or folders. They call them labels. That’s rather confusing to anyone who ever used any mail program other than Gmail.

        Any message that appears in the All Mail label actually resides in one of the other labels. If you delete a message from All Mail, it also gets deleted from the ‘real’ label. Deleting a message from any label other than Trash or All Mail moves it to Trash and it remains visible in All Mail (All Mail includes Trash). That’s another confusing aspect. The trick is to never delete anything from the All Mail label if you’re not sure which other label it actually resides in or if you don’t care if it gets deleted permanently. If you delete everything from the All Mail label, you delete everything from all other labels as well, including any messages you may have wanted to keep. Simply put, the All Mail label is only there to let you search for a message that might live in one of the other labels. Otherwise, leave it alone. To add even more confusion, sometimes I have deleted messages from All Mail only to see it show up there again. Stop chasing your tail and just manage messages in the other labels.

        The really scary part is that if you delete a message from one label, it just might show up looking like a duplicate in All Mail and/or Trash. You can go crazy trying to track that down, so just worry about keeping Trash in the remote repository cleaned out regularly. And by the way, Trash in the local repository is not the same Trash in the remote repository.

        I discovered that with an IMAP account, you can copy a mailbox from the local repository (ON MY MAC) to the remote repository (GMAIL) just by dragging it from within ON MY MAC to within GMAIL. That’s very useful, because if you created mailboxes in the local repository, you might prefer to see them in the remote repository when accessing mail from another computer or online. Just be sure to remove it from the local repository after copying it to the remote repository. Any Rules you had set up to move messages into a mailbox will NOT automatically update; you have to edit the rule to point to the new mailbox in GMAIL. Copying a mailbox with lots of messages may take time to trickle up, so don’t delete the local mailbox until you know it has completed the transfer.

        This brings up the other major advantage of using an IMAP account over a POP account. If you keep all your mailboxes in the remote repository, you can access those messages from any computer anywhere by going online to access Gmail. Furthermore, if you have two or more computers that you access mail from (laptop and desktop), using IMAP on each computer gives you the advantage of accessing all your mail in any mailbox as long as those mailboxes are in the remote repository.

        If what you have now is a POP Gmail account and you want to switch to an IMAP Gmail account, follow these steps:

  1. Set the POP account to not include that account when checking for new mail (in the Advanced tab under Accounts).
  2. Create the IMAP account (taking the defaults - don’t tinker yet).
    This will retrieve ALL mail that was hanging around in the inbox of the remote repository.
  3. Set the IMAP account to include that account when checking for new mail.
  4. Copy the messages from the POP account mailboxes (Sent, Inbox, etc., but NOT from the ON MY MAC mailboxes) to the corresponding IMAP mailboxes, being careful not to duplicate any messages.
  5. Disable the POP account (this makes it disappear from view, but does not delete it).
  6. Now you can tinker with the preferences on the new IMAP account.
  7. Copy any mailboxes from ON MY MAC to GMAIL that you want to access when accessing mail online or with another computer.
  8. Delete the mailboxes from ON MY MAC that you copied to GMAIL.
  9. Update any Rules that accessed a mailbox that has been moved.

        Do we need a class on this?

Avoid Firesheep!

        Responding to the warning from De Previous Prez Allen Laudenslager posted a few days ago,  "Here is an article on avoiding Firesheep," begins David Passell.  He goes on, "I also noted some of the comments, particularly the last one. I haven't tried Firesheep and probably won't. John (not any moron) is probably capable of using it. Maybe he should see how difficult it really is to eavesdrop on a WiFi network and get into a computer connected to it."
        Then David comments, "Firesheep has made it possible for any moron to raid your Web use, but there are ways you can stop it. Here are a few of them."  See the "Five Ways to Shear Firesheep" article.

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MBA Getting Good Reviews

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        "What do you think of the new MacBook Air?"  was the question posed to Jim Hamm.  He's the only one in PMUG with the MBA. He writes back, "The new model is better than the one I have, and mine can't be upgraded to solid drive. As to more features, no, I'm pleased with what the MBA has. I like the light weight, crisp screen and great portability. I may end up getting the new solid state 13" MBA. It is getting great reviews.
        "Zee really enjoys her iPad, and I enjoy my MBA. I probably won't get an iPad, but may get the new MBA. I'm using my MBA as I type this. Both the iPad and MBA have their strong and weak points, It's a matter of personal preference, I think."  Jim goes on to refer us to the report, "MacBook Air Has the Feel of an iPad in a Laptop."
        "One negative review of the new version is the keyboard is no longer backlit.  Bummer.  I suppose Apple did this to conserve battery power.  There is some question whether an SSD (solid state drive) will continue to perform well over time, or tend to clog up.  Time will tell, I guess," Jim concludes.

Beware of Firesheep

        "What the heck are Firesheep? Actually the question is what are, but what is Firesheep."  After so getting our attention De Previous Prez Allen Laudenslager instructs us,  "It's a new application that give even novice computer users the capability to capture your online session (yes, even transactions that include your banking password!) without being a hard core programmer.
        "So start thinking about enabling the password security to your in home WiFi network. While my WiFi router does use the older and less secure encryption, I do live in a location where you must actually drive 200 feet into my private drive to get a signal. Trust me, my dog will go nuts if you do that.
        "Once more, commercial applications are ahead of the power curve.  For the full article, click here."
         Now today (10-29) here's an informative piece on how Firesheep brings hacking to the masses.  Security issues grab our attention!

New Accessory for the iPad

        "I just found this article on the Fastcompany magazine website about the new Toccata keyboard accessory for the iPad," announces Allen Laudenslager.  He continues,  "The article reports that it connects via bluetooth when you press any key, has a battery life around 45 hours and recharges from the iPad USB connection. It has a integral screen stand with several angles to suit most users and the author reports good key 'feel.'
        "The key are a softer plastic since the whole thing doubles as a case for the iPad and the face of the iPad rests on the keys with the case closed. The only drawback the author reported is that since it's not a full sized keyboard, the apostrophe key is not in the 'right' place, and he ends up hitting the Enter key by mistake. Well, life is trade offs; a new Macbook Air starts at $999 while the iPad Tocatta keyboard priced out at $670.
        "If you already have an iPad, a new keyboard and you're up and running for just 70 bucks."

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Report on New iLife

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"Got my copy of iLife and installed everything without issue," begins Art Gorski.  He goes on, "I'm mostly interested in iPhoto right now, and there are horror story reports on-line of problems with the upgrade, so I installed it first on my MacBook. That went fine, so I went ahead and installed all the iLife apps on my Mini. Still fine.  I recommend you have a good backup of your iPhoto Library before you upgrade.  If needed, I can do a presentation on the new features in iPhoto in the spring."

How to Print Help Screens

Here's a how-to from David Passell:  "I may be describing what everybody already knows, but often you will get these multiple-link Help screens from Apple applications. To get a printout of a Help screen, click the down arrow next to the wheel and you get a drop down menu:

"You can click on Print and you will get a printout of the help screen. In addition to this, if you find the screen will print too many pages, simply click on 'Make Text Smaller.' Your screen text will be smaller, and the printout will use up fewer pages. All Help screens provide this capability. Help screens from many other applications also appear to use this scheme."

FaceTime for Video Chat

        Mac users can video chat with iPhone 4 and iPod Touch -- as well as with other Macs-- by using FaceTime.  Bringing this to our attention David Passell writes, "The ZDNet report on Lion included the following gem:
        'Finally, Apple added Mac support for FaceTime, which you’ll remember is the company’s Wi-Fi-only videochat application.
        'That means Mac users can videochat with iPhone 4 and iPod touch users, as well as other Macs. The program automatically uses Address Book contacts, but oddly operates distinctly from the OS X’s own iChat program.
        'The application is downloadable now for Snow Leopard users or higher.'
        David explains the outcome, "I downloaded it (link above) and it appeared as Face Time.dmg (14.1mb). I installed it, but there were no hints on how to use it. All I was able to see was a feed from my device to convert Analog video to computer viewable (sorry about the sloppy terminology)."
        However, this just in:  ZDNet article warns, "FaceTime for Mac beta exposes iTunes account information."

Today's Apple Event News

        In Cupertino this morning a crowd heard and saw the very latest.  FoxNews reports, "With a new version of the Macintosh operating system called Lion, a super slim new MacBook Air, and updates to the iLife application suite, Apple CEO Steve Jobs hit the stage with a flourish at an October 20 press event."
        ComputerWorld tells us, "MacBook Air will not have a hard drive, but is going with flash memory. It will be 80% smaller, two times faster, and more reliable -- and like an iPad will turn on instantly."  The price drops under $1,000.
        Take a look at these ten large photos of the 11-inch MacBook Air from ArsTechnica.  And don't hold your breath for Lion, it's due out in Summer 2011.
        See streaming video of the event. Read about the iLife '11, a major upgrade to iPhoto, iMovie, and GarageBand.
        Adding to our information this Saturday (10-23)   Jim Hamm sends us the link to SmallDog newsletter 694 with articles on the 11" MacBook Air,  Lion 10.7,  iMovie '11,  the Mac App Store,  iPhoto '11, and GarageBand '11.

Inside Steve's Brain

Jim Hamm sends us the latest from Cult of Mac, an "informative article . . . about Steve Jobs and Apple. It is chapter eight from Mr. Kahney’s book: 'Inside Steve’s Brain, Expanded Edition.' In this chapter Kahney comments on the hows and why-fors of Job’s penchant for wanting to control all aspects of Apple’s products through vertical integration. An interesting, if somewhat lengthy, read."

Turn Your Computer into Your Personal Radio Station

        "You can turn your computer into your personal radio station," begins Harry Morel.  What a novel idea!  He goes on, "An FM transmitter plugs into your computer’s audio-output port that makes listening to internet radio practical. You can listen on any FM radio. You do not have to listen to your computer’s speakers.
        "The C. Crane Company sells a small FM transmitter for $70. It has an 80 foot broadcast radius.  Put the FM transmitter in the center of your house by using an audio extension cord. Don’t plug short extension cords together.
        "I saw a digital FM transmitter for ~$200 that will broadcast to your neighborhood, therefore, no extension cord needed.
        "You can listen to the radio while walking from room to room. C. Crane Company sells a hands-free digital headset radio called Peltor Work Tunes. It also blocks out background noise. They also sell pillow speakers that rest under your pillow."

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Leave MacBook Pro at Home, Take iPad on Vacation

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        A writer  recounts his vacation to Bryce and Zion, leaving MacBook Pro at home, and taking his iPad with his iPhone.  Jim Hamm passes this article along to us, with the notation, "One interesting observation he makes—and which I hadn’t thought about—is the WiFi login at one lodge was Flash-based, and the iPad (or iPhone) doesn’t support Flash. He couldn’t login to WiFi. Wouldn’t that be frustrating? Sitting there surrounded by WiFi and couldn’t access it!
        "But, overall, the iPad worked fine, and he would do it again for a vacation trip, but not on a working trip. The new iOS release for the iPad (in November, I think) may help some of the issues he covers, but not the Flash issue."  

A History of the Macintosh

        David Passell forwards this info on a "different history of the Macintosh."  He describes the 54-minute film and explains the complications of viewing of it with two different computers."The independent production, MacHeads, gives a different history of the Macintosh. It was made in 2008 shortly after the introduction of the iPhone. It contains the good, the bad, and the ugly about Mac and some of the characters involved. The end somewhat laments the decline of the camaraderie of User Groups and the de-emphasis on computer in favor of corporate Apple. Perhaps this is why a recent (ZDnet) announcement on Apple's direction mentions 'back to the Mac.' (There is a disclaimer at the end that Apple, Inc. is in no way connected with or sponsored the movie.) "Every 15 minutes or so the movie will be suddenly interrupted by a 15 second Allstate Commercial. This is typical of FREE streaming movie/network rerun sites I have become familiar with. "Since I have gotten a really fast internet connection (10Mb), movies and network reruns don't stutter on my MINI (2GHz Intel Core 2 Duo/2GB 667 MHz DDR2 SDRAM). However, be warned. All of the commercials for various high speed services neglect to tell you that the fastest service in the world will not do you any good on a lesser computer. "For example, I attempted to watch it on my iMAC (400 MHz PowerPC G3, 512 MB SDRAM). It was like watching a slide show with sound narration. I also had to force quit the browser (Safari 4.1.1) to get rid of it. Somebody who knows more than I do may know how to download/save the movie and watch it later, since I watched a DVD somewhat smoothly (until it encountered an 'error'). "Anyway, watch MacHeads and see what you think). Here is the link; if it doesn't open, paste it into your browser."

Places to Buy iPads

        "For those with lots of spare $$$, here is the BIG ANNOUNCEMENT,"  exclaims David Passell.  Apple and Verizon announce the iPad is coming to Verizon.  Catch some of the details here.
        Now Jim Hamm jumps in with a discovery of his own.  Sam's Club is going to sell iPads.
        Apple Hot Mail announces AT&T stores will begin selling them on October 28. Already selling the iPad: BestBuy,  Target, Walmart. And, you can purchase refurbished iPads from the Apple Store.

Save on Phone Calls

The eagle eye of David Passell found this info on how to turn an iPod Touch into an iPhone in the New York Times.  Columnist David Pogue describes Line2,  a $1 iPhone app, and how to make calls indoors and in other corners of the world where AT&T signal doesn't reach, send unlimited texting, and save $30 or $40 a month off your AT&T bill.  Since the article's posting on September 30 Mr. Pogue has replied to 245 questions and comments from readers.