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Email Mapping for Fun and profit

I have been emailing habitually since 1995 and the creation of my first Hotmail account. Over the years I have accumulated new email address, let old ones die and woven an intricate system of forwards, pop fetching, labels and filing systems and filters.

Using gmail, my system was really effective…until I decided to move.

Inspired by some insightful feedback from a good friend, I decided to take my principle email identity over to a brand new hosted gmail account, casey[at]caseycapshaw[dot]com. I no sooner started the process when I realized this would be more complex than it appeared.

Fetching old Emails

I found a great tutorial for pulling emails into the hosted gmail account. Figured I would pull all 27k emails from my old email “hub” (using the “get mail from other accounts” feature in Gmail) into the new one in case i needed anything from the archives. At the time of writing this, it is actively pulling mails. We’ll see if they all make it.

The main problem with this is that I have a system of labels in my old gmail hub that neatly parse all the archive emails so I can find old things easier. I can find a way to preserve the labels through the transfer so I bit the bullet and will rebuild labels anew. The start of the new year is a good time to purge filing anyway right. If I really need to find an old thing, the labels will still be active at the old gmail hub and I can go login there to find them.


I had no idea where some of the mail I had forwarded to my old gmail account was originating or how to tie all this to my new email profile. This called for a map.

I mapped out all my accounts and the forwarding/pop/imap action happening in each. This wasn’t too hard as I had most of them forwarding to the gmail account anyway. It’s just a matter of pointing them to the new account. This web of forwarding seemed to be the most important job to tackle first. I would worry about organization later.

Adding Accounts

In my new account(we’ll call C-mail for now) under setting>accounts, I added all the email accounts and verified them so I would have the ability to “send from” those email addresses within C-mail. That’s how I had it set at my old gmail so as not to confuse when replying to an email that was forwarded in. I did this while all the accounts were still pointing to the old gmail to make the verification process a one stop affair.


One at a time, I logged in to all my email accounts and reset the forwarding to point to C-mail. It helped to use Safari for these accounts and leave C-mail open in Firefox.

For the accounts that are in gmail or hosted gmail, this can be found under settings>forwarding and pop/imap. I set mine to forward and ‘leave a copy in the inbox.” I then created a filter to “mark as read” all emails that come to that address (this is just a personal preference, you could just as easily leave them unread.)


Then came the labels. This got a little ugly.

I use a system for my labels in gmail. P/ projectname for active projects, OLD/ projectname for old projects. I also have an S/ Action and an S/ Reference for status. I am going to try out gmail’s new task feature with this transition so I may no longer need action and reference.

Finding no elegant way to make the transfer, I simply copied all my existing labels from the old gmail into a spreadsheet. I created new labels, one at a time, in C-mail corresponding to each of my P/ project labels.

Oh yeah…Filters

I replicated my filter system, which automatically applies project labels based on the account the mail was sent to. Something sent to contac[at]thenewmanpodcast[dot]com get the handy label P/ The New Man right when it comes in the door, saving me a few cycles a week. I only had about 10 filters in use so I just replicated them manually.

Contacts and Calendars

Calendars were easy. I simply added the C-mail account to all the calendars I had access to “make changes and manage sharing.” I had to request an invite under my new C-mail account from two calendars that had been shared with my old account.

Contacts were easily exported from gmail and imported into the C-mail account. The one problem is that it did not preserve my “groups” so I will have to recreate these if I want them in C-mail. If anybody has any suggestions on this, please leave it in the comments.

In conclusion

Wow, that was geeky! But I feel so much better about my unified email system and updated personal brand. I updated my system map for my own reference and ended up with 11 email accounts, all integrated into a streamlined and efficient Google hosted mail account under this domain.

Branding is preserved across multiple projects and domains without any of the hassle of multiple logins. My personal brand feels more solid and professional with email under my own domain.

If you would like help setting up your own system, email me at casey[at]caseycapshaw[dot]com for an analysis.

Focus For the new year

Shawn Phillips

Shawn Phillips

The new year is a great time to assess and refocus energies, realigning our efforts towards our truest goals.

This week The New Man hosts Shawn Phillips, strength expert and physical training pioneer. Shawn tells us how important focus is for any of our efforts, whether in the gym or in the boardroom.

The is a great show to help you kick off 2009 with strength.

The Typealizer analyzes my Blog

According to The Typealizer, this blog’s author (your’s truly) is of the type:

INTP – The Thinkers

The logical and analytical type. They are espescially attuned to difficult creative and intellectual challenges and always look for something more complex to dig into. They are great at finding subtle connections between things and imagine far-reaching implications.

They enjoy working with complex things using a lot of concepts and imaginative models of reality. Since they are not very good at seeing and understanding the needs of other people, they might come across as arrogant, impatient and insensitive to people that need some time to understand what they are talking about.

The Typealizer scans the text of the blog and determines which Myers-Briggs typology the author is writing from. More on how it works here.
My only surprise is that this app nailed my personality type. Very cool.

A Tribe of 1 Million

If you ask Brian Johnson what he is up to, he’ll tell you he is giving away 1 million subscriptions to his popular educational service Philosopher’sNotes. What you may think is, “what is the catch? What is the business angle here?”

There is no doubt a business case to be made for this kind of attention, but I will offer, what Brian is really doing is creating a tribe.

I am listening to Seth Godin’s Tribes on audiobook as I write this. Seth defines an emerging understanding of our evolving marketplace as a collection of tribes, groups of people aligned under a common goal or interest and under unifying leadership. Tribes are everywhere, just looking for leaders.

Brian is stepping into that leadership role. You know Brian’s tribe already. They are the folks that find most mass media intellectually un-stimulating, and find exciting tidbits here and there on the internet. They feel a vision of a better world and would love to lend a hand helping us get there but they are not yet clear just how to do it. They love exploration in their own ideas and the world around them. They are ready for change and would love for someone to point them in the right direction.

I am joining Brian’s tribe. Not only am I joining, but I am recruiting!

Aside from the fact that Philosopher’s Notes is a great way for busy people facing information overload to digest and understand essential ideas from the great thinkers of the past and today, and the fact that he is giving us a subscription for free; joining this tribe is the first step in connecting me with a virtual township of like minded individuals.

I expect Brian at some point to ask me if I want to receive information on special offers and products similar to the content I find in Philosopher’s Notes. I will eagerly click “yes.” Part of my participation in this tribe is the sincere hope that Brian will leverage the power of 1 million people to guide me to the things that are relevant to me. I want him to edit the deluge of information online for me so I can focus on what I really want to be doing.

I have argued about the death of the banner ad and the evolution of how businesses and organizations promote themselves. I would rather participate in a number of tribes than be constantly bombarded with irrelevant information.

I agree with Godin in that tribes like Brian’s are the future of promotion (read connection) in our evolving marketplace. Good luck in your goal Brian, I look forward to reaping the rewards of my participation.

The New Man turns 1 year old!

On December 13th my podcast, The New Man turns 1 year old. We have published 40 episodes talking with the nations experts in men’s issues, relationships, sexuality , and authenticity. We have generated a sizable audience and it is a project I am proud of. It has certainly been an amazing and fun year.

In celebration of our birthday, we created a new Community Website and a CD gift set of our best shows of this year. We want to make it easy to share The New Man and open someone to a whole new possibility for living with these insightful and entertaining dialogues.

Check out The New Man Community site and I would love your feedback and any suggestions to improve the experience.

The New Materialism: Efficiency (RED: Scarlet)

The Red: Scarlet DSMC(Digital Stills and Motion Camera) was released last week. It is a thing of epic beauty. I am not even a real video producer and don’t really have aspirations to be one, but I am totally geeked out by this system.

I see it as Agile Development in hardware form. “They don’t make em like they used to” does not apply here, or if it does, it turns the favorite aphorism of the Greatest Generation on its head.

The system is built around the concept of modularity. Every piece can be swapped, mixed, matched and upgraded. Darwin would be pleased, the camera has evolution built into its design.

This evolution has already been demonstrated in an amazing example of loyalty cultivation from Red. Early adopters of the 1st gen Red camera body over the last year would have been upset at the roll-out of the new, upgraded version. Red is rewarding its early adopters with a FULL trade-in value on their 1st gen bodies, for upgrade to the new ones. This is unheard of…and totally awesome! I would’ve gladly traded in my 1st gen iPhone for the 3G model but would’ve had to pay the “early adopter fee” of hundreds of dollars. Even Apple could learn from Red.

Yes, the system is expensive for the video hobbyist, but far cheaper than comparable cameras of this quality and well within the budget of even indie filmmakers.

Perhaps the Red team should take over Detroit in this bailout plan. It seems that if we shifted our material focus from quantity to quality and stressed modular evolution over seasonal replacement we might solve a lot of the worlds problems and waste a lot less time and effort in the process. Perhaps I am being overly optimistic but if Agile development works so much better for software, maybe it can take hardware to the next level as well.

I want all my tools to be modular, scalable and evolutionary.