Combining mail from two profiles - SeaMonkey: Difference between revisions

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There may be some situations when you want to combine the mail files and address books from two separate [[Thunderbird : FAQs : Profile folder | profiles]]. These could be two profiles on the same computer or two profiles on different computers. In the procedure given below, Profile1 indicates your primary profile, with mail files and address books being moved from Profile2 to Profile1.
This article explains how to combine mail (and perhaps address books, message filters or other files) from two [[Profile folder - SeaMonkey | Mozilla Suite/SeaMonkey profiles]].   Thunderbird users should read [[Importing folders]] and [[Transferring data to a new profile - Thunderbird]].


In the guide given below, '''MainProfile''' indicates your primary or "main" profile, where the copied data will end up.  The '''SourceProfile''' is the profile that contains the data to be copied.  These can be two profiles on the same computer or two profiles on different computers. The mail you wish to combine could be from the same or different mail servers or for different email addresses for the same mail server.


1. [[Thunderbird : FAQs : Profile folder | Locate]] and '''make a temporary backup''' copy of Profile1.
==Become familiar with the profile contents==
Inside each profile folder and subfolders you will find various files including "msgFilterRules.dat", "[[popstate.dat]]", "[[prefs.js file|prefs.js]]", and "training.dat" (see [[Profile folder - SeaMonkey]] for more information on those files).  You will also see a number of folders such as "ImapMail", if you've set up IMAP accounts, and "News", if you've set up newsgroup accounts.  We won't be concerned with these folders, since those messages are stored on a remote server and are accessible from any profile. The mail files that we are concerned with are those stored in the "Mail" folder, which holds your downloaded mail messages.


2. '''Familiarize yourself''' with the contents of both profile folders and how they're organized. You'll see that each of your mail accounts has its own subfolder in the Mail (or ImapMail) folder in the profile folder. Inside each account subfolder are your '''mail files''', with names such as Inbox, Sent, Drafts, etc.; '''these are the files that contain your actual messages'''. Each will have a corresponding index file with the '''.msf''' extension, such as Inbox.msf, Sent.msf, and Drafts.msf. There may also be folders named with the '''.sbd''' extension, which are mail folders that contain one or more mail files and perhaps even more .sbd folders. Other '''miscellaneous files''' may include msgFilters.dat, popstate.dat, filterlog.html and junklog.html (see [[Profile Folder | here]] here for more information on those files).
Inside the "Mail" folder, you will find  a "Local Folders" subfolder,  which may contain sent newsgroup messages, IMAP mail or other saved mail you've chosen to store under [[Local Folders]]. (The "Local Folders" subfolder may also include mail for "POP" ([http://en.wikipedia.org/wiki/Post_Office_Protocol Post Office Protocol]) mail accounts, if you set them up using the SeaMonkey [[Global Inbox]] feature.)  You will also find other "Mail" subfolders for each mail account, typically named something like "pop.myisp.com" or "mail.myemailservice.net". (If you have recreated a mail account for the same mail server, such as for different e-mail addresses, or if you removed and then added back the mail account for the same e-mail address, then you will have numbered account folders, such as pop.myisp-1.com and pop.myisp-2.com.)


3. If Profile2 has accounts that you want to use in Profile1 for downloading and sending mail, '''recreate these accounts''' in Thunderbird using Profile1. (To start up Thunderbird with Profile1, you may need to use the [[Profile Folder | Profile Manager]].) To create each new account in Profile1, go to Tools > Account Settings, click on the Add Account button, and fill in the account settings as needed.
Inside these "Mail" subfolders are your actual '''mail files''' (also known as "[[Importing_and_exporting_your_mail#Mbox_files|mbox]]" files) with names such as '''Inbox''', '''Sent''', '''Drafts''', etc., with no extension.  '''These mail files contain your actual messages'''.  Each will have a corresponding index file with the ".msf" extension, such as "Inbox.msf", "Sent.msf", and "Drafts.msf". These .msf files are index files and it is not necessary to copy them to the MainProfile, as they will be regenerated  if needed. There may also be folders named with the "'''.sbd'''" extension, which usually represent mail folders that contain one or more subfolders.


4. [[Thunderbird : Tips : Compacting Folders | Compact folders]] for all accounts in Profile1 and exit Thunderbird.
Familiarize yourself with the contents of both profile folders and how they are organized. You should open Mozilla Suite/SeaMonkey in both the MainProfile and the SourceProfile, if possible, and make a note of the local directory name used (as shown in the "Mail &Newsgroups Account Settings" window)  for Local Folders and in each mail account's server settings, for those mail accounts you will be adding or merging.  For example, jsmith@myisp.com's mail may be stored in the pop.myisp.com  folder and james@myisp.com account's mail may be stored in the pop.myisp-1.com  folder in the SourceProfile.  Be aware that the MainProfile may have different numbered subfolder names assigned for those e-mail addresses.


5. Restart Thunderbird using Profile2, [[Thunderbird : Tips : Compacting Folders | compact folders]] for all accounts, and exit Thunderbird.
==Make a backup of both profile folders==
[[Kill application |Completely close Mozilla Suite/SeaMonkey]]. Make sure you also close any open mail messages, download windows, Quick Launch, etc.


6. '''Decide which files you will copy''' from Profile2 to Profile1.
Locate and '''make a [[Profile backup | backup]] copy''' of the  [[Profile folder - SeaMonkey | profile folder]] for your MainProfile, where you will be copying the new data files,  so that in case things go wrong, you can restore the original data to your Main Profile. Also make a backup copy of the SourceProfile, as you may need to rename certain files.
: a. '''If you have recreated an account from Profile2''' in Profile1 (see step 3 above): copy '''ALL''' the files in the account subfolder: the mail files, the .msf files, the .sbd folders and their contents, and the miscellaneous files (msgFilterRules.dat, popstate.dat, etc.).


: b. If you are '''not''' recreating any Profile2 accounts in Profile1: try copying everything (the mail files, the .msf files, and the .sbd folders and their contents) EXCEPT the the miscellaneous files (msgFilterRules.dat, popstate.dat, etc.). It's actually not necessary to copy the .msf files, as they will be rebuilt automatically, but it doesn't hurt to do so.
==Add mail accounts that may be needed in the MainProfile ==
If your SourceProfile (source of the data)  has additional mail accounts that you want to use in the MainProfile for downloading and sending mail, either for another mailserver or a different e-mail address for the same mailserver,  add  these mail accounts in the MainProfile. (To start up with the MainProfile, you may need to use the [[Profile Manager]].)  To create each new account in the MainProfile, go to "[[Menu differences in Windows, Linux, and Mac|Mail & Newsgroups Account Settings]]", click on the "Add Account" button, and fill in the account settings. Do not download new mail, or, if you do, copy the new messages to [[Local Folders]] (create a new mailbox and copy the messages there) since you will be replacing the mail files in the added account with the mail files from the SourceProfile. Be aware that adding additional accounts for the same mailserver will add a new ''numbered'' account sub-folder to the MainProfile's Mail folder, for example,  ''pop.myisp-1.com'' and ''pop.myisp-2.com'' for additional e-mail address accounts for the same ''pop.myisp.com'' mailserver. These account subfolders are identified in the Local Directory field in the server settings  for each account, within the Mozilla Suite/SeaMonkey "Mail & Newsgroups Account Settings" window.


: c. A steamlined alternative to 6b: copy the mail files ONLY (and NOT the .msf files, the .sbd folders, or the miscellaneous other files).
==Compact the mail files in each profile==
[[Thunderbird : Tips : Compacting Folders | Compact folders]] for all accounts in the MainProfile, exit Mozilla Suite/SeaMonkey, then restart the application in the SourceProfile.  Compact folders for all accounts then exit Mozilla Suite/SeaMonkey. (It's not absolutely necessary to compact folders but it is recommended because it will tidy up the mailbox files and reduce the file sizes.)


==Copy the contents of the SourceProfile mail folders to the MainProfile==
Decide which mail files you will copy from the SourceProfile to the MainProfile. 
*If you added a new mailserver account to the MainProfile,  copy the contents of the SourceProfile's Mail account folder for that mailserver into the corresponding Mail account folder in the MainProfile, overwriting the files of the same name (which should be empty, if you didn't download new mail to the MainProfile for the new mailserver account).
*If you created a new email address account for the same mailserver in the MainProfile,  decide which account in the SourceProfile corresponds to that email address account, and then copy the entire contents of the SourceProfile's  Mail account subfolder to the corresponding MainProfile's Mail subfolder account folder, overwriting the existing files. For example, you ''may'' be copying files from a folder named ''pop.myisp-2.com from the SourceProfile to a folder named ''pop.myisp.1.com in the MainProfile, depending on how many times you've created a mail account for the same mail server.
*If you are merging mail for the same e-mail address account, such as old mail from the SourceProfile which you wish to copy to the MainProfile,  first <u>rename</u> the  mail files with no extension  in your SourceProfile Mail account folder (or the backup copy) such as "Inbox" to OldInbox and "Sent" to OldSent but do not copy any of the ".msf files" (mail summary files).  Also copy any  ".sbd" folders (subfolders). 


7. '''Decide where you will put these files''' in Profile1.
If you have numbered subfolders for the same mailserver, you will need to determine the correct account by either opening the Inbox or other mail file in a text editor to see the contents, or by looking at the mail account's server settings, Local Directory field from within the "Mail & Newsgroups Account Settings" window by opening the application in each profile.
: a. '''If you have recreated an account from Profile2''' in Profile1 (see steps 3 & 6a above): put the Profile2 files in the '''corresponding account subfolder''' in Profile1.


: b. If you are not using '''Local Folders''' in Profile1, you can put the Profile2 files here.
'''Note:''' It's also possible to move the SourceProfile files into a pre-existing "'''.sbd'''" '''folder''' in the MainProfile, but you will need to be careful about naming conflicts as described above.


: c. You can put the Profile2 files into '''any''' Profile1 '''account subfolder'''. However, if you do this make sure to '''rename''' any Profile2 mail files if there is a name conflict with existing mail files in Profile1. For instance, you can rename Profile2's Inbox as Inbox2, Sent as Sent2, etc.
==Local Folders==
The contents of the [[Local Folders]] can be copied as above, depending on whether you wish to overwrite (replacing existing files) or merge, by renaming the SourceProfile files before copying to the MainProfile's Mail Local Folders subfolder.


: d. It's also possible to move the Profile2 files into a pre-existing '''.sbd folder''' in Profile1, but you will need to be careful about naming conflicts as described in 7c, above.
==Address books==
To move '''address books''' either export each address book from the SourceProfile as an LDIF file and then import each into the MainProfile, or directly copy the address book files. See [[Moving address books between profiles]] for further details.


==Restart the application==
Restart Mozilla Suite/SeaMonkey using the MainProfile. Verify that the mail files you copied over  now appear in the folders pane and that you can view individual messages. Drag and drop messages/folders in the folders pane as desired. Delete any folders that you no longer need.  Exit Mozilla Suite/SeaMonkey, then restart using the MainProfile, and double-check to make sure that all the mail you copied over is in fact where you expect to find it.


8. '''Copy the files from Profile2 to Profile1.'''
When you're confident that you've successfully brought the mail, address books, and/or other files, delete the temporary profile backups, if you wish to regain the disk space and no longer need the backups.


9. Restart Thunderbird using Profile1. Verify that the mail files you copied over from Profile2 now appear in the folders pane and that you can view individual messages.
==See also==
*[[Importing and exporting your mail#Manually_importing_and_exporting|Importing and exporting your mail - Manually importing and exporting]]
*[[Transferring data to a new profile - SeaMonkey]]


10. Drag and drop messages/folders in the folders pane as desired. Delete any folders that you no longer need.
[[Category:Mail (Mozilla Suite)]]
 
[[Category:Profiles]]
11. When finished, again [[Thunderbird : Tips : Compacting Folders | compact folders]] for all accounts. Exit Thunderbird, restart using Profile1, and double-check to make sure that all the mail you brought over from Profile2 is in fact where you expect to find it.
 
12. To move '''address books''' from Profile2 to Profile1, export each address book from Profile2 as an LDIF file and then import each into Profile1. [[Thunderbird : FAQs : Migrating and Backing Up Address Books | See here]] for further detals.
 
 
13. When you're confident that you've successfully brought the mail and address books from Profile2 to Profile1, delete the temporary backup of Profile1.

Latest revision as of 00:09, 14 February 2009

This article explains how to combine mail (and perhaps address books, message filters or other files) from two Mozilla Suite/SeaMonkey profiles. Thunderbird users should read Importing folders and Transferring data to a new profile - Thunderbird.

In the guide given below, MainProfile indicates your primary or "main" profile, where the copied data will end up. The SourceProfile is the profile that contains the data to be copied. These can be two profiles on the same computer or two profiles on different computers. The mail you wish to combine could be from the same or different mail servers or for different email addresses for the same mail server.

Become familiar with the profile contents

Inside each profile folder and subfolders you will find various files including "msgFilterRules.dat", "popstate.dat", "prefs.js", and "training.dat" (see Profile folder - SeaMonkey for more information on those files). You will also see a number of folders such as "ImapMail", if you've set up IMAP accounts, and "News", if you've set up newsgroup accounts. We won't be concerned with these folders, since those messages are stored on a remote server and are accessible from any profile. The mail files that we are concerned with are those stored in the "Mail" folder, which holds your downloaded mail messages.

Inside the "Mail" folder, you will find a "Local Folders" subfolder, which may contain sent newsgroup messages, IMAP mail or other saved mail you've chosen to store under Local Folders. (The "Local Folders" subfolder may also include mail for "POP" (Post Office Protocol) mail accounts, if you set them up using the SeaMonkey Global Inbox feature.) You will also find other "Mail" subfolders for each mail account, typically named something like "pop.myisp.com" or "mail.myemailservice.net". (If you have recreated a mail account for the same mail server, such as for different e-mail addresses, or if you removed and then added back the mail account for the same e-mail address, then you will have numbered account folders, such as pop.myisp-1.com and pop.myisp-2.com.)

Inside these "Mail" subfolders are your actual mail files (also known as "mbox" files) with names such as Inbox, Sent, Drafts, etc., with no extension. These mail files contain your actual messages. Each will have a corresponding index file with the ".msf" extension, such as "Inbox.msf", "Sent.msf", and "Drafts.msf". These .msf files are index files and it is not necessary to copy them to the MainProfile, as they will be regenerated if needed. There may also be folders named with the ".sbd" extension, which usually represent mail folders that contain one or more subfolders.

Familiarize yourself with the contents of both profile folders and how they are organized. You should open Mozilla Suite/SeaMonkey in both the MainProfile and the SourceProfile, if possible, and make a note of the local directory name used (as shown in the "Mail &Newsgroups Account Settings" window) for Local Folders and in each mail account's server settings, for those mail accounts you will be adding or merging. For example, jsmith@myisp.com's mail may be stored in the pop.myisp.com folder and james@myisp.com account's mail may be stored in the pop.myisp-1.com folder in the SourceProfile. Be aware that the MainProfile may have different numbered subfolder names assigned for those e-mail addresses.

Make a backup of both profile folders

Completely close Mozilla Suite/SeaMonkey. Make sure you also close any open mail messages, download windows, Quick Launch, etc.

Locate and make a backup copy of the profile folder for your MainProfile, where you will be copying the new data files, so that in case things go wrong, you can restore the original data to your Main Profile. Also make a backup copy of the SourceProfile, as you may need to rename certain files.

Add mail accounts that may be needed in the MainProfile

If your SourceProfile (source of the data) has additional mail accounts that you want to use in the MainProfile for downloading and sending mail, either for another mailserver or a different e-mail address for the same mailserver, add these mail accounts in the MainProfile. (To start up with the MainProfile, you may need to use the Profile Manager.) To create each new account in the MainProfile, go to "Mail & Newsgroups Account Settings", click on the "Add Account" button, and fill in the account settings. Do not download new mail, or, if you do, copy the new messages to Local Folders (create a new mailbox and copy the messages there) since you will be replacing the mail files in the added account with the mail files from the SourceProfile. Be aware that adding additional accounts for the same mailserver will add a new numbered account sub-folder to the MainProfile's Mail folder, for example, pop.myisp-1.com and pop.myisp-2.com for additional e-mail address accounts for the same pop.myisp.com mailserver. These account subfolders are identified in the Local Directory field in the server settings for each account, within the Mozilla Suite/SeaMonkey "Mail & Newsgroups Account Settings" window.

Compact the mail files in each profile

Compact folders for all accounts in the MainProfile, exit Mozilla Suite/SeaMonkey, then restart the application in the SourceProfile. Compact folders for all accounts then exit Mozilla Suite/SeaMonkey. (It's not absolutely necessary to compact folders but it is recommended because it will tidy up the mailbox files and reduce the file sizes.)

Copy the contents of the SourceProfile mail folders to the MainProfile

Decide which mail files you will copy from the SourceProfile to the MainProfile.

  • If you added a new mailserver account to the MainProfile, copy the contents of the SourceProfile's Mail account folder for that mailserver into the corresponding Mail account folder in the MainProfile, overwriting the files of the same name (which should be empty, if you didn't download new mail to the MainProfile for the new mailserver account).
  • If you created a new email address account for the same mailserver in the MainProfile, decide which account in the SourceProfile corresponds to that email address account, and then copy the entire contents of the SourceProfile's Mail account subfolder to the corresponding MainProfile's Mail subfolder account folder, overwriting the existing files. For example, you may be copying files from a folder named pop.myisp-2.com from the SourceProfile to a folder named pop.myisp.1.com in the MainProfile, depending on how many times you've created a mail account for the same mail server.
  • If you are merging mail for the same e-mail address account, such as old mail from the SourceProfile which you wish to copy to the MainProfile, first rename the mail files with no extension in your SourceProfile Mail account folder (or the backup copy) such as "Inbox" to OldInbox and "Sent" to OldSent but do not copy any of the ".msf files" (mail summary files). Also copy any ".sbd" folders (subfolders).

If you have numbered subfolders for the same mailserver, you will need to determine the correct account by either opening the Inbox or other mail file in a text editor to see the contents, or by looking at the mail account's server settings, Local Directory field from within the "Mail & Newsgroups Account Settings" window by opening the application in each profile.

Note: It's also possible to move the SourceProfile files into a pre-existing ".sbd" folder in the MainProfile, but you will need to be careful about naming conflicts as described above.

Local Folders

The contents of the Local Folders can be copied as above, depending on whether you wish to overwrite (replacing existing files) or merge, by renaming the SourceProfile files before copying to the MainProfile's Mail Local Folders subfolder.

Address books

To move address books either export each address book from the SourceProfile as an LDIF file and then import each into the MainProfile, or directly copy the address book files. See Moving address books between profiles for further details.

Restart the application

Restart Mozilla Suite/SeaMonkey using the MainProfile. Verify that the mail files you copied over now appear in the folders pane and that you can view individual messages. Drag and drop messages/folders in the folders pane as desired. Delete any folders that you no longer need. Exit Mozilla Suite/SeaMonkey, then restart using the MainProfile, and double-check to make sure that all the mail you copied over is in fact where you expect to find it.

When you're confident that you've successfully brought the mail, address books, and/or other files, delete the temporary profile backups, if you wish to regain the disk space and no longer need the backups.

See also