This tip explains how to set up a ChronoSync Synchronizer document to sync Apple Mail between two Macs. If you need to synchronize Entourage or another Email client then contact us by using our support form with your details.
Before you decide if you need to synchronize your Apple Mail there are four basics you need to know:
1. Only use ChronoSync to synchronize Apple Mail if you use POP.
There are two methods or protocols for controlling your email: POP and IMAP. POP stands for "Post Office Protocol". POP downloads your messages from the Mail server to your computer. POP is most often used when there is limited capacity on the Mail server.
You only need to use ChronoSync if you use POP because IMAP will automatically synchronize your email between multiple devices.
IMAP stands for "Internet Message Access Protocol". IMAP leaves your messages on the Mail server so they can be accessed from any device, not just computers. Email accounts like Gmail, MobileMe, and Yahoo use IMAP because they keep all your messages on the Mail server or a Cloud.
However, you can leave your messages on the server if you use POP and you can download your messages to view offline if you use IMAP. It can be a bit confusing but all you need to know is with IMAP, messages should automatically get synchronized and with POP, messages can get synchronized using ChronoSync.
2. ChronoSync can only Synchronize Apple Mail between Macs.
If you need to synchronize email between iPhones, iPads, or Windows computers then use IMAP.
3. You can not merge two Apple Mail databases into one.
ChronoSync can keep email messages on two Macs in sync but it can not merge the messages together. What's the difference? First you need to understand that most email programs store the email messages in database files. ChronoSync can replace the newer database file with the older database file, but not merge the two files together. See Step 2 below.
4. Both Macs must use the same version of the OS.
You can only perform a Mail synchronization between the same version of Mac OS X, meaning you must sync Lion to Lion but not Lion to Leopard. Furthermore, you need to make sure that your Mail applications are the same version. If you need to use Mail between different versions of Mac OS X or between different Mail clients then use IMAP.
NOTE: You can synchronize certain files, like Document files, between any OS that your Mac can copy to. For instance, you can synchronize your Documents between Tiger and Leopard or even Tiger and Windows XP. If you are unsure if you can synchronize a particular scenario, ask us by filling out our support form describing your situation.
1. Locate
Locate the files in the Mail application.
You don't actually sync the email application, you sync the email database which is located in 3 folders:
Note: In Tiger, it should be noted that messages are stored as separate files.Mail Folder
The Mail folder is located under "Home/Library/Mail". (Apple Mail stores all its messages files in this folder.)
Mail Downloads Folder
The Mail Downloads folder is located under "Home/Library/Mail Downloads". (Apple Mail stores all its downloaded attachment files in this folder.)
Mail Preference File
The Mail Preference file is located under "Home/Library/Preferences". (Apple Mail stores all its preferences in the file: com.apple.mail.plist.)
2. Defining the Source Mac
When synchronizing, you need to establish a source and destination. The source is the Mac where ChronoSync is installed and the destination is the Mac you connect/mount. You can make either one the Left or Right Target. Once you establish your source Mac, you need to make sure that all your email messages are on that Mac. If you need to merge messages from two different Macs contact us by filling out our support form describing your situation.
3. Remove Messages
Make sure you completed Step #2 and all your messages are on the source Mac. Now, empty the contents of the Mail folder on the destination Mac. You can simply drag everything into a temporary folder on your Desktop. This will ensure that everything from the source Mac will copy over to the destination Mac and be completely identical to start with. After you verify that Mail is working on both Macs you can trash the temporary folder.
4. Connect
You only install ChronoSync on one Mac and then connect to the other. You need to, of course, connect to another Mac in order to synchronize to the other Mail folder. Click here for a list of connection options.
5. Set It Up
a. Create a ChronoSync document with the two "Mail" folders from each computer as the targets.
b. Create a ChronoSync document with the two "Mail Downloads" folders from each computer as the targets.
c. Create a ChronoSync document with the two "Preferences" folders from each computer as the targets. Important: For this particular document, be sure to create the "Simple" rule described below.
Once the above three Synchronizer documents have been created and their targets set, set up the rest of the document as follows:
In the Setup Panel:
Change "Operation" to Synchronize Bidirectional.
Check "Synchronize deletions".
Check "Archive replaced files".
In the Rules Panel:
For the Preference folders only ('c' from above), create the following simple rule: "Displayed Name: File or folder name contains: "apple.mail".
Save each ChronoSync document.
6. Set up the Container Document
Once you set up your Synchronizer documents containing the folders from above, you can add them to a Container document. A Container is a document that contains multiple ChronoSync Synchronizer documents. A ChronoSync Container document allows you to control several Synchronizer documents as if they were one document. Running a synchronization on a container will execute each contained document in order. Choose "File->New->Container" to open a new container. You can add your Synchronizer documents to the container by simply dragging them in and out or by selecting “Add...” or “Remove” from the toolbar. Save it and always run the sync using the same Container document.
7. Synchronize!
Once you have all the above-mentioned settings in place, perform the synchronization. This can be done by choosing "Synchronize" on the toolbar in the Container document.
Conflicts
Make sure to always synchronize each time you switch over to the other computer. If you fail to do this, conflicts may arise. A conflict is when the same file has changed on both computers. Since you have to choose between one file or the other, you would lose the changes made to one of the files. If a conflict does arise, then choose the file from the computer you last used.
Scheduling
Since you need to synchronize every time you switch Macs, it is not practical to schedule your Container document. Instead, you should manually run the sync every time you switch Macs to ensure the two Macs always stay in sync. Doing this will take some getting used to, but it's a habit that should be practiced.
Errors or Problems
If you encounter any errors or have any problems you can contact us by using our support form.
3 Things to Remember
Once you have everything set up, you only have to remember three things.
- Make sure to always synchronize each time you switch over to the other computer.
- Always run every sync from the source Mac using the same Container document.
- If a conflict should arise, choose the file from the computer you last used.
To switch from Left to Right Mac:
Using left Mac. Run sync from left Mac (The source Mac). Choose "Left Files" for any conflicts. Begin using right Mac.
To switch from Right to Left Mac:
Using right Mac. Run sync from left Mac (The source Mac). Choose "Right Files" for any conflicts. Begin using left Mac.
That's it! The flexibility and ease of using ChronoSync has so many advantages. If you have any problems while using our products, contact us by using our support form. If you wish to share a tip with us, post it on our comment form. Happy Syncing!