gmail

Sending everything to Gmail

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A couple of weeks ago, I decided to consolidate all of my personal email accounts into my Gmail account.

Considering that my relationship with Google soured after they killed off Google Reader (yes, I’m still bitter, three years on), this may come as a surprise. Until recently, I only used Google services for my calendar, search, maps and the advertising on this blog. I’d even stopped using Gmail, and had all messages there forwarded to my Outlook.com account. Mail sent to this domain was managed by its own IMAP server.

I’ll explain why I changed my mind in a series of sub-headings.

Gmail’s better spam protection

On my own email server, I had SpamAssassin (albeit without the Bayesian learning system which isn’t set up by default on my host), Pyzor, and the use of Spamhaus‘ blocklists. This still wasn’t enough to prevent spam getting through, and at its worst I was still getting 10-15 messages a day in my inbox. Gmail’s spam filtering is much better, despite a few false positives. For example, an email from my mother was sent to the spam folder as it was about transferring money – I’m guessing Google struggles to tell the difference between my mum and someone purporting to be a Nigerian prince. But over the past couple of weeks, I think there’s only been one spam email that has got through.

Not having to look after my own email server

The email server software offered by my host, Dovecot, is fine, but I’ve had to do things like enable DomainKeys and SPF myself. Ditto for tuning SpamAssassin and installing Pyzor. Outsourcing my email to a third party makes it easier.

I had considered using Google Apps, or Office 365, on my domain, but ran into issues. With Google Apps, you can’t use an email address already associated with a Google account, so I didn’t take that forward, and got stuck trying to enable Office 365’s DNS settings. Whereas I was just able to set up a series of email forwards to send everything to Gmail.

Notifications for important email only

If you turn on Gmail’s Priority Inbox mode, it’ll attempt to sort your email into ‘Important’ and ‘Everything else’. Crucially, that means that Gmail’s mobile apps will only notify you about important messages (if you want), rather than every new email message that isn’t spam. This cuts down the number of distracting notifications on my phone.

One (powerful) inbox to rule them all

By forwarding the email to this domain and from my Outlook.com account (reversing the previous situation), I have all of my personal email in one place. And that one place has decent mobile apps and a powerful web-based interface. By default, my host offers SquirrelMail which is very basic; I have since replaced it with RoundCube but Gmail is still easier to use.

Access to third-party services

With Gmail, I can finally use services like Unroll.me to clean up my inbox (which I’ll eventually devote a separate blog post to), and IFTTT, to name a few. There’s also Inbox by Gmail, which I’ve been trying recently and it’s a very impressive improvement to the basic email inbox. Again, I’ll have to write about it in more detail sometime.

Although I don’t pay for Gmail just yet (and nowadays I’m loathed to rely on services that I’m not paying for), there is a paid-tier of Gmail offering more storage should I require it. However, as I don’t use Google Photos, I’m nowhere near the storage limit for my Google account and so I don’t need to pay for it at present.

For those of you wondering what email address to use, please continue to send messages to neil@neilturner.me.uk. This has been my primary email address for well over a decade and I plan to keep it that way. Whilst everything gets forwarded to Gmail, I will still reply to messages using that address, and should Google decide to change Gmail for the worse in future, I’ll be able to port it somewhere else.

How to use Google Sync without using Exchange

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In a blog post on its official blog called ‘Winter cleaning‘, Google announced that it was shutting down some of its services. They are all features which have either been replaced with something (supposedly) better, or are only used by a small number of people and are therefore not worth keeping. This includes Google Sync, which allows the use of Microsoft Exchange protocols for synchronising Gmail, Google Contacts and Google Calendar.

Unfortunately, Exchange is what myself and a number of others use on the iPhone, as it’s the easiest way to synchronise mail, contacts and calendars at the same time. Now Google isn’t dropping Exchange support completely – users of Gmail and free Google Apps accounts (which recently closed to new sign-ups) can continue using it but won’t be able to set it up on new devices; paid Google Apps users will be able to carry on with no problems.

But it’s clear that Exchange support is not a priority for non-paying users like me and so it’s probably best to look at alternatives. Google is, refreshingly, pushing open standards instead – IMAP for email, CalDAV for calendars and CardDAV for contacts. Luckily for iPhone users like me, Apple supports all three, although Windows Phone users aren’t so lucky.

So, here’s how to replace your Exchange-based Google settings with IMAP, CalDAV and CardDAV:

Step 1: Remove the Exchange account

Open Settings, choose Mail, Contacts and Calendars, select your Google Account which is using Exchange, and then select Delete Account. This will remove all contacts, calendars and emails that have been synchronised so I would ensure you have backed your phone up first, just in case there are any problems.

Step 2: Set up a new Gmail account

You should now add your Gmail account in the standard way, by choosing ‘Add Account’ in Mail, Contacts and Calendars and then tapping the Gmail logo. This will set up email and calendar sync, using IMAP and CalDAV respectively, but not contacts.

Step 3: Set up a CardDAV account to synchronise contacts

Going back to the ‘Add Account’ screen, tap ‘Other’ and then ‘Add CardDAV Account’. In server, enter ‘google.com’, your Google Account username and password, and a description – I called mine ‘Google Contacts’.

Now, open the Mail, Contacts and Calender apps on your iPhone in turn to download the data again, which may take a couple of minutes. And then that’s it – you should be back to where you started.

If you find that some of your calendars are missing, open Mobile Safari and browse to https://www.google.com/calendar/syncselect – this will allow to select which calendars are synchronised over CalDAV. The changes will take effect the next time you open the Calendars app, after a few seconds.

These instructions are a bit long-winded and it would be nice if the iPhone’s Gmail support included Contacts as well (which would make step 3 unnecessary). However, considering Apple’s uneasy relationship with Google of late I can’t see this being a priority for them, especially as these features duplicate Apple’s iCloud.

First Thunderbird, now Sparrow…

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The logo for the Sparrow email client in Google's colours.

I’m not having a good time with email clients. Earlier this month we learned that Thunderbird would not get any major feature updates in future (development will continue but Mozilla has reduced Thunderbird’s resources). And now Sparrow, my favoured email client on Mac OS X and on my iPhone, has been acquired by Google.

This may not sound like bad news but, alas, this is a ‘talent acquisition’ – a bit like when Facebook bought Gowalla last year. In other words, the people behind Sparrow will be working on new projects at Google, specifically on the Gmail teams, and won’t be doing any further work on Sparrow itself – this was confirmed by a Google spokesperson to Macstories. We can expect ongoing support for Sparrow, but no new features.

The Mac OS X version is reasonably complete in terms of features – in fact, it has just been updated for the new Retina displays in Apple’s latest MacBook Pro, and presumably will work with Mountain Lion without any problems. As for the iOS version, it can do almost everything that the stock email client for the iPhone can do (and more), but with the notable exception of push notifications of new email messages. This was likely to be a premium feature due to how push notifications work on iOS with background apps. Presumably, today’s announcement means that this won’t be forthcoming; similarly, a rumoured iPad app is now unlikely to be released.

Whilst I’m happy for Sparrow’s developers to be recognised for their talent, and presumably Google were able to give them an offer that they could not refuse, this potentially leaves Sparrow’s users in the lurch. Of course, there’s a limit to what you can do with what was always intended to be a simple email client – part of the reason for the slowdown of Thunderbird development – but the iOS client in particular showed a lot of promise that now won’t be realised.

The likelihood of Sparrow finding a new home in Google was slim in any case; Google doesn’t tend to do much in the way of desktop software (Chrome, Drive, Earth and Picasa are the only major exceptions) and there’s already an official Gmail app for iOS, which has been updated recently and, crucially, supports push notifications. And keeping Sparrow going at Google whilst its developers focus on other things would have been a distraction.

I hope that, instead, Sparrow offer to sell the branding rights and source code to somebody else, to keep it going. Or, better yet, make it open source, so that the community can keep it going. On iOS, the jailbreak community have already written various enhancements, such as Sparrow+.

I suppose I’ll have to investigate Apple’s own Mail app in Mountain Lion. I tried to use it recently as an alternative to Thunderbird, but in Lion it feels over-complicated and poorly designed.

Addendum: There’s an interesting post from Elezea which I also agree with.