Moving Emails Between Accounts: A Simple Way to Manage Your Correspondence

Posted by Anastasia Kryzhanovska on April 29, 2020

Anastasia Kryzhanovska

Anastasia Kryzhanovska
Senior Content Manager

Published on April 29, 2020

There have probably been one too many occasions when you had to move an email from one account to another. Perhaps a personal email has landed in your work inbox by accident, or maybe it’s a regular occurrence for you.

Let’s say you have a small company or you are an entrepreneur with few employees. All emails come to your address, and some of them you delegate. An obvious choice would be to forward the email to a PA, for example, but that will leave you with duplicate emails. 

Surely there should be a more simple feature in any webmail or email client to deal with that.

Turns out, most email providers don’t have it. So how do you move emails between accounts, and is there an easy way to do it? You’ll find out the options you have, but first let’s dig into the reasons everyone needs a feature like that.

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When Would You Need to Move Emails to Another Account?

It might not sound like something you do daily, yet there are occasions when you need to transfer emails from one account to another. Here are a few common scenarios.

An email or conversation hit the wrong inbox

If people know about your different email addresses, they might accidentally send a message, let’s say it’s something business-related, to your personal account. Sure, if you use a unified inbox you won’t miss that email. And otherwise, it wouldn’t matter if it’s a simple message that you’d bin anyway, but if it contains information you need for a future errand or when doing personal admin, you’d want it in the right place. Instead, you’d have to copy this information to a notebook or forward it to the email address where you’d expect it to be.

You want to ditch an account

An account overflowing with spam isn’t hard to imagine. Some people even have designated accounts for registering with online shops, subscribing to newsletters, and whatnot. You can unsubscribe from emails you no longer wish to receive, but the onslaught of commercial correspondence can get out of control — so much so that it’s easier to ditch the account altogether.

However, you might have valuable emails and conversations there, and it would be wise to transfer them to another account.

You are resigning

It’s typical of companies to create a work mail account for new employees. You’ll have an @companyname.com email for the duration of your work there, but it will be deleted once you stop working for the company. It’s understandable for any company to want to try to preserve internal data, but it can be hard to keep personal correspondence out of your work account.

And yet again, you might have personally valuable emails you want to transfer from the work account. So, how can you do that?

You have a small business

If you have a small company with email accounts for marketing purposes, a company’s email, one for your PA, and maybe a couple more, you probably have access to all these accounts. If you get an email that can be delegated to the company’s account or your personal business mail, you can, of course, send a task to the person responsible or forward the email to the designated account. An easier option would be to move the email.

3 Ways to Move Emails Between Accounts

3 Ways to Move Emails Between Accounts

#1. Use Mailbird Features

Mailbird is an email client for Windows with many valuable features to facilitate the use of multiple email accounts. You can connect a few or all of your electronic mailboxes and use a Unified Inbox feature to manage them in one place at the same time. All correspondence can be neatly organized into folders, so it’s easier to find a piece of information by setting up automatic filters for new mail or moving emails from one folder to another.

Recently, we also rolled out a new feature that allows you to move or copy emails from one account to another, not just between folders. In just a few clicks you can move an email to where it belongs — it’s that easy. 

#2. Download an app or add-on for transferring emails

Some apps have the functionality to back up and/or transfer your emails from one account to another, such as MailStore, which is free for personal use, and ShuttleCloud, which is commercial. It can be a good option for bulk transfer if you want to import all email to a new address at once.

The variety of such applications, however, is limited. Just recently, two of the free apps were discontinued, so you might have a problem on your hands where you’ll have to buy an app for a one-time use. After all, it’s not often that we do big bulk actions, and if you need to move a few emails from time to time, using extra apps seems unnecessary.

#3. Forward emails

If you need to transfer a few individual emails you can simply forward them to the right account and file it into a designated folder. It’s a simple trick you can use any time for messages that have been displaced. However, if you need a bulk transfer, it will take a lot of wasted effort to move all the messages you need.

If you’re a Gmail user, there is an option to forward several emails as attachments — although this process is no less time-consuming, as you’ll need to wait for all conversations to upload. There’s also a way to import all emails through forwarding, though that process is more confusing than it’s worth trying.

As you can see, all these add-on and elaborate schemes are too much hustle, while Mailbird has the functionality to move emails between accounts integrated into the interface.

Advantages of Using Mailbird to Move Emails Between Accounts

Advantages of Using Mailbird to Move Emails Between Accounts

Here are the key reasons to use this feature along with the Mailbird client:

  • It’s already in the app. You don’t need to go looking for apps to do the job, choose one, install it, and then uninstall once you don’t need it. You’re down by a lot of steps with Mailbird, as the feature is integrated into the interface.
  • It’s intuitive. It works as you would expect it to work, by opening the context menu (right-click on a conversation) or the label menu (a little folder button). Or you can simply drag and drop a conversation to the right account’s icon. This will move the email entirely. You can copy if you drag and drop while holding the Ctrl button.
  • Makes email management more flexible. One of the key ways to achieve productive email management is having a good structure. Such features as filters and folders and the ability to move emails between folders and accounts allow us to create and maintain this structure.
  • You can transfer an email into a specific folder in another account. When you open the label or context menu you can choose an account destination and check one of the folders under this account to make the destination more precise.
  • There’s a keyboard shortcut. By pressing a key or a combination thereof (letters V or L, or a custom combination that you set), you get easy access to the menu where you can choose the right account and folder.

And here’s how it works:

Moving emails in Mailbird

To make sure you’ve copied or moved an email to the right account, Mailbird will send you a notification after it’s done.

Wrap Up

Sometimes you need to move a few displaced emails, copy them to another account, or even move all conversations to a brand-new address. Without any elaborate schemes or extra downloads, you can do that anytime in Mailbird. The new feature is a great addition to the powerful toolset that helps users around the world effectively manage multiple inboxes.

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Anastasia Kryzhanovska

Anastasia Kryzhanovska
Senior Content Manager

Published on April 29, 2020

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