I thought I might write something up on how I’ve been doing email both at home and at work. I very much on purpose keep the two completely separate, and have slightly different use cases for both of them.
For work, I do not want mail on my phone. For personal mail, it turns out I do want this on my phone, which is currently an Android phone. Since my work and personal email is very separate, the volume of mail is really, really different. Personal mail is maybe a couple of dozen a day at most. Work is… orders of magnitude more.
Considering I generally prefer free software to non-free software, K9 Mail is the way I go on my phone. I have it set up to point at the IMAP and SMTP servers of my mail provider (FastMail). I also have a google account, and the gmail app works fine for the few bits of mail that go there instead of my regular account.
For my mail accounts, I do an INBOX ZERO like approach (in reality, I’m pretty much nowhere near zero, but today I learned I’m a lot closer than many colleagues). This means I read / respond / do / ignore mail and then move it to an ARCHIVE folder. K9 and Gmail both have the ability to do this easily, so it works well.
Additionally though, I don’t want to care about limits on storage (i.e. expire mail from the server after X days), nor do I want to rely on “the cloud” to be the only copy of things. I also don’t want to have to upload any of past mail I may be keeping around. I also generally prefer to use notmuch as a mail client on a computer.
For those not familiar with notmuch, it does tags on mail in Maildir, is extremely fast and can actually cope with a quantity of mail. It also has this “archive”/INBOX ZERO workflow which I like.
In order to get mail from FastMail and Gmail onto a machine, I use offlineimap. An important thing to do is to set “status_backend = sqlite” for each Account. It turns out I first hacked on sqlite for offlineimap status a bit over ten years ago – time flies. For each Account I also set presynchook = ~/Maildir/maildir-notmuch-presync (below) and a postsynchook = notmuch new. The presynchook is run before we sync, and its job is to move files around based on the tags in notmuch and the postsynchook lets notmuch catch any new mail that’s been fetched.
My maildir-notmuch-presync hook script is:
#!/bin/bash
notmuch search --output=files not tag:inbox and folder:fastmail/INBOX|xargs -I'{}' mv '{}' "$HOME/Maildir/INBOX/fastmail/Archive/cur/"
notmuch search --output=files folder:fastmail/INBOX and tag:spam |xargs -I'{}' mv '{}' "$HOME/Maildir/INBOX/fastmail/Spam/cur/"
ARCHIVE_DIR=$HOME/Maildir/INBOX/`date +"%Y%m"`/cur/
mkdir -p $ARCHIVE_DIR
notmuch search --output=files folder:fastmail/Archive and date:..90d and not tag:flagged | xargs -I'{}' mv '{}' "$ARCHIVE_DIR"
# Gmail
notmuch search --output=files not tag:inbox and folder:gmail/INBOX|grep 'INBOX/gmail/INBOX/' | xargs -I'{}' rm '{}'
notmuch search --output=files folder:gmail/INBOX and tag:spam |xargs -I'{}' mv '{}' "$HOME/Maildir/INBOX/gmail/[Gmail].Spam/cur/"
So This keeps 90 days of mail on the fastmail server, and archives older mail off into month based archive dirs. This is simply to keep directory sizes not too large, you could put everything in one directory… but at some point that gets a bit silly.
I don’t think this is all the most optimal setup I could have, but it does let me read and answer mail on my phone and desktop (as well as use a web client if I want to). There is a bit of needless copying of messages by offlineimap under certain circumstances, but I don’t get enough personal mail for it to be a problem.
Almost the same as my setup for work-based email – it all arrives in an Exchange inbox by default, and I copy 100% of messages into an ‘OfflineSync’ folder, then delete anything that isn’t important. The remaining Inbox is used for devices to access – phone, webmail, whatever, and gives me access to priority messages on those low-interactivity devices.
The OfflineSync is polled by fetchmail –idle, which moves everything into a Maildir YYYY/MM and deletes from Exchange. notmuch gets a look at each message on the way past and tags. The current mailreader is Astroid, although it could be anything that understands notmuch (mutt, alot, emacs, things like that) – or even direct Maildir if it had to.
I do NOT synchronise read status between the Exchange and local Maildir; and also don’t actually delete from the Maildir at all either. The lack of read sync means that I can look at a message on my phone, and know that it will appear as Unread on my main email screen until I’m ready to deal with it properly.
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