How to Print or Convert Emails with FolderMill (Using Email as Source)

With FolderMill, you can automatically print incoming emails on a chosen printer, convert them to PDF, or use some other Actions. Using Email as a Source in FolderMill is a convenient way to automate the processing of incoming emails.

We highly recommend creating a separate mailbox to be used with FolderMill only. This will prevent emails intended for FolderMill from getting mixed with any other correspondence. 

Setting up Email as Source with IMAP step by step

  1. Create a new Hot Folder and select Source: Email;
    Using email as source in FolderMill
  2. Click the Configure button next to the Source. On this window, you'll need to configure mailbox access for FolderMill;
  3. Fill in all the fields in the Internet Email settings window and click Test.
    Email addressEnter the mailbox address. Type your complete email address, such as username@gmail.com
    Account typeSelect account type: IMAP. IMAP and POP3 protocols are supported (what's the difference?). POP3 is available upon request. Please contact our Support Service to get instructions if you want to enable POP3.
    Incoming server

    Enter the mail server address. If you don't know this address, please contact your system administrator.

    Mail server address examples:
    • Outlook — outlook.office365.com
    • Gmail — imap.gmail.com
    PortServer port number. Do not change it if you're not sure.
    UsernameUsername is either your full email address or the username provided by your system administrator or mail service provider.
    Password

    Enter password to access your mailbox. Usually this password is case-sensitive.

    The "default" password (your personal password that you normally use to access your mailbox via the web interface) may not work. In this case, set up and use an external app password.
    In this example, we use Username and password authentication. Different authentication methods are available.
    Start folderThis is a folder in your mailbox that should be checked by FolderMill. Default: Inbox. If you use the IMAP protocol, you can choose another folder inside the mailbox, for example, "Important", "Work", etc.

    Email as Source in FolderMill, IMAP
    Click the Test button. If the configuration is correct, you will see a "Connection successful" message:
    Email as Source in FolderMill, IMAP, Connection successful
    If FolderMill cannot access your mailbox, after clicking Test you will see an "Authenticate failed…" message or any other message returned as an error from your server. Please contact your system administrator to get the correct settings.
  4. (Optional) Set up input filters in the Advanced settings.
  5. (Optional) Configure post-processing actions in the Advanced settings. You may also configure post-processing — see sections Successfully processed messages and Messages that failed to process
    Under these sections, you can set an additional action on successfully processed messages. By default, FolderMill marks messages as read (Mark as read: Yes) only, but you can choose to delete messages from the remote server (Action: Delete) or move to another folder (Action: Move to server folder (for IMAP only)).

    Warning: enabling Action: Delete will make FolderMill download emails to your local computer and delete them from the server for good without the ability to recover them. 

  6. Add the desired Action(s) using FolderMill's Action Set. For example, add Print document for printing or Convert to PDF Action for archival purposes (or both);
    Hot Folder Settings for Email as Source
  7. Click the Start button to enable FolderMill Processor.

Now, when new emails appear in the mailbox (and if they meet the Input filter criteria you specified), they are automatically processed by FolderMill. Go ahead and try processing a few emails as a test!


Things to consider for Gmail

When using Gmail as a Source, you should:

  • Enable IMAP and POP3 in Gmail settings
  • Generate and use external app password

How to activate IMAP and POP3  in Gmail

  1. In Gmail, go to Settings (the cog icon in the top right corner) and select See all settings;
  2. Open the Forwarding and POP/IMAP tab;
  3. Turn POP download & IMAP access on and click Save.
Make IMAP and POP3 enabled

How to generate an external app password for Gmail

Application passwords give an app (including FolderMill) or device permission to access your mail account via POP3/IMAP protocol. You usually set up an application password only once.

Note: to generate and use app-specific passwords, your email account must be protected with two-factor authentication.

To generate an app password in Gmail:

  1. Log into your Gmail account;
  2. Open link: https://myaccount.google.com/apppasswords
  3. Under Select app, choose Mail, and under Select device choose Windows computer;
  4. Once the app and device are selected, click on the Generate button.

Once generated, the app password is usually shown only once. Write down the password or save it in a secure location — for instance, your password manager app.

Once you have the new password, enter it next to the Password field in FolderMill:

Password entry field

More information on the official sites

How to create & use app passwords in Gmail →

Things to consider for Outlook (Office 365 Mail)

When using Outlook (Office 365 Mail) as a Source:

  • Choose the OAuth20 (OAuth 2.0 protocol) as the authentication method
  • Enter Client ID, Client Secret Value, and Tenant ID 

How to select OAuth 2.0 Authentication method

To select OAuth 2.0, the protocol for authorization, open the Advanced settings, find Authentication, and select OAuth20

How to enter Client ID, Tenant ID, and Client Secret values

Open the Advanced settings, and enter values for Client ID, Client Secret Value, and Tenant ID.

Application (client) ID, Client secret and Directory (tenant) ID in FolderMill

More information on the official sites

How to manage app passwords in Outlook →

Tips & tricks

What's the difference between IMAP and POP3? 

Both POP3 (Post Office Protocol) and IMAP (Internet Messaging Access Protocol) are used to retrieve messages from the mail server. We recommend FolderMill users to choose IMAP protocol since it is newer and better supports input filters. Generally, IMAP is more flexible and complex than POP3. Learn more about the difference →

What authentication methods are available? 

FolderMill needs to have access to the mailbox you specified in order to get emails from it. To grant this access, you can use two types of authentication that can be selected in the Advanced settings:

  • Username and password
  • OAuth20 (OAuth 2.0)

What rescan period would be better? 

The default Rescan period (1 second) would be too short for the Source: Email. It is recommended to increase it to at least 10 seconds in the Hot Folder Settings.

Can Email be used as a destination?

Yes. Sending files to a mailbox automatically is also possible with FolderMill via SMTP (Simple Mail Transfer Protocol). For this task, use the Send to Email Action to send processed files by email.

Setting up Email as Source may be tricky. If, after reading this article, you are still not sure about the right configuration for you, please contact our support for help before taking any action.