Google Apps for your domain is great. For less than $10/year, you can get yourself a domain name. With this service from Google, you can set up things like Google Docs, Google Talk, and Google Calendar to run on your domain name. Perhaps the coolest one is Gmail. Google will host the e-mail on your domain for free and give you the nifty Gmail web interface on top of that.

But I’ve never been one for web mail. I’d rather use a desktop e-mail client, like Outlook or Thunderbird, mostly so that I can check all of my different e-mail accounts through one interface, utilize S/MIME digital signatures and encryption, and file all of my incoming e-mail without having to worry about running out of online storage space. (Granted, Gmail’s online storage space is very generous and makes this a non-issue… And it also pushed Yahoo! and [Microsoft] Hotmail into offering large online storage for mail as well.)

Fortunately, Google offers POP3 and IMAP access to your Gmail mailbox, so that you can use virtually any mail client with their service. This is also free. Great, I can have them host my e-mail, that means I don’t have to worry about setting up a server and making sure that it is up all the time, or pay someone else to run a mail server for me. And, I can create whatever account names I want, they will all be at my domain, and I don’t have to worry about name collisions with existing Gmail users.

Should I use POP3 or IMAP to access my mail?

IMAP may seem to be the obvious choice. You get access to the full Gmail “folder structure,” including the spam folder, trash, sent items, and all of your archived messages.

I’d rather use POP3, myself. My connection is a little slow, and in either Outlook or Thunderbird, when I try to view one of my Gmail folders via IMAP (the Inbox or whatever), the application becomes non-responsive while it connects to the IMAP server and refreshes. If I use POP3, mail is downloaded to a local store on my machine, automatically deleted on the Gmail server (preferred behavior for me), and the local mail client runs smoothly.

Enter Gmail’s spam filter. Google looks at all incoming mail and delivers suspicious e-mail to your “spam” folder instead of your inbox. There’s nothing wrong with this… In fact, I’d expect any respectable mail provider to do some spam filtering like this, as spam is a huge problem nowadays. Anyway, I have a problem with how this is implemented against your client mail application, whether you are using POP3 or IMAP.

When using POP3, only messages in your inbox are downloaded to your mail client. Messages in the spam folder are not downloaded. This means I have to remember to go to Google’s web interface and check to see if any messages have been misclassified as spam from time to time. (Don’t give me any “Google’s spam filter is great, you don’t need to worry about it!” talk. I had a misclassification that started me on this whole investigation, so that I don’t have to worry about it anymore.)

When using IMAP, at least you have access to the spam folder, so you can easily see if any mail has been misclassified. However, I use my mail client to check four different e-mail accounts, and only one of them is provided by Gmail/Google. If I want to take advantage of the mail client’s spam filter, this throwing the spam out of my inbox is annoying — I may have to check multiple folders for junk and I’d like all of the suspected junk from all of my accounts to go to one place.

Ideally, I’d just set it to POP3, disable the server-side spam filter, and do all of the filtering on the client. Google doesn’t give us this choice, though, there is no option to turn off the spam filter or even to change its behavior in any way. So, I’m stuck using the laggy IMAP account, because I want to keep an eye on the spam folder.

I’ve been searching the Internet for solutions to this problem. Lots of people have posed the question “How do I download the contents of my spam folder via POP3?” Maybe someone has answered that question, but I didn’t find an answer after checking 20 or so pages. Most of the responses were, “You can’t,” or, “Use IMAP instead.”

But today, I believe I figured it out! Here we go.

• Log into Gmail, go to Settings, and then filters.
• Create a new filter.
• In the from field, type: *
  (That’s right, a single asterisk.)
  Leave the other fields blank.
• If you do a “Test search”, it should match all of the mail in your account (except mail that is already in the spam folder).
• Click on “Next step,” and then check the box “Never send it to Spam.”
• Save the filter. Now no incoming mail should end up in the spam folder, which means your POP3 client is free to download it.

Thanks Google for making this straight-forward. Hope my little rant helps someone.

I mostly like the default Outlook message layout, but I don’t really have any use for the “Categories” or “Flag Status” things that it wants to display next to every message by default. You can remove these columns, sure, and doing this manually on each folder in a small set of folders is not too much trouble, but it starts getting annoying to make changes to each folder once you have a lot of them. And then there’s the thought of, if I ever migrate this to another machine, will I have to do this all again?

So, I investigated how to modify the default Outlook view. It’s not very hard, but it’s not very obvious either.

First, start Outlook with the /cleanviews switch. That is, go to Start -> Run and type “outlook /cleanviews” (without the quotes). This will reset view changes you have made to any folders.

Now, go to your Inbox, and go to “View -> Current View -> Define Views.” You’ll be presented with a list of views. Click on one (like “Messages”) and select “Modify,” and then change it however you want. When you’re done, click on Apply View. Now, any folder that uses that view should have been changed. “Messages” is the default view for most e-mail folders (and all of the folders should be using the default view after you started with the /cleanviews switch).

This seems to mostly work, but I’ve seen a number of behavioral oddities. For example, when I first open a folder, the “Categories” box is usually still next to all of the messages, even though I turned it off in the Messages view. However, if I click out of the folder and back in again, they are gone.

Anyway, after messing with it for a while and visiting all of my folders, everything seems to be set up like I like it.

So, there you have it. Good luck changing your Outlook views.