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WinCASA mail archive transferred: the correspondence with tenants is back.

After a WinCASA update and the switch of the mailbox from POP to IMAP, a property management company could no longer carry over its mail archive. There was no ready-made solution for this case. We wrote our own tool, transferred the archive in full to an IMAP mailbox, and WinCASA now reads it from there again.

Request a transfer To the mail server

Years of correspondence, suddenly out of reach

For a property management company, the mail archive is more than old post. It holds agreements with tenants, commitments from tradespeople, deadlines and evidence that people still refer to years later.

WinCASA had stored these emails in its own mail area, sorted into inbox, sent items, drafts and many custom subfolders. After a program update and the switch of the mailbox from POP to IMAP, this archive could not be carried over into the new mailbox. New mail arrived, but years of correspondence between landlord and tenants were missing.

There was no solution from the manufacturer for this case. So we took a look at the stored data ourselves.

From the archive in the program back into the program

The archive is not rebuilt or re-entered. Every email is transferred, exactly as it was stored, as a real email into an IMAP mailbox. WinCASA reads it from there again.

  1. Archive in WinCASA

    emails with folders and additional data, read as a copy, the original stays untouched

  2. our own tool
    every email unchanged
  3. IMAP mailbox

    on the WorkOrderAgent mail server in Germany, with all 256 folders

  4. connected again
    via IMAP
  5. Your office

    keeps working in WinCASA with the complete archive

How we went about it

Four steps that ran alongside the normal day-to-day work of the office.

  1. Review the dataWe checked how WinCASA stores the emails and whether they are fully readable. We only ever work with a copy; nothing changes in the program itself.
  2. Write the toolA dedicated tool was written for this archive. It transfers every email with its folder, attachments and read status into the IMAP mailbox.
  3. Transfer and countAbout 83 GB were transferred in less than two hours. Then every folder was counted, source against target. The numbers matched exactly.
  4. Review and connectBefore release we reviewed the archive in webmail. Newer emails from the old provider were added by matching, without duplicates. Then the mailbox was connected in WinCASA.

What is preserved

The goal was an archive that feels as if it had never been gone.

Preserved

  • Every email in its original form, with date, sender, recipients, subject and attachments
  • The complete folder structure, 256 folders in this case
  • The read and replied status
  • The original in WinCASA, which is not changed at all

To be honest

  • The assignment of individual emails to properties, units or people is information held by WinCASA itself. How it behaves with your archive, we clarify beforehand.
  • Every archive is different. Whether and how yours can be transferred, we only know after looking at the data.

Before you try anything yourself

When an archive no longer shows up, it is tempting to copy or rename files. That can mix up the very data you want to rescue.

Delete nothing, move nothing
Leave the program directory and the mail area as they are.
A backup first
If there is a recent backup, keep it and do not overwrite it with a newer state.
New mail keeps flowing
The new mailbox can work normally in the meantime. Whatever arrives there is matched during the transfer, without duplicate emails.
A short description is enough
Program, version, approximate size of the archive and what has been missing since when. That is all we need for a first assessment.

For other industry software too

Some programs for property management, law firms or trades keep their own mail archive. As long as a program stores its emails in a readable format, the archive can in principle be transferred to an IMAP mailbox. Whether that is the case for your program, we can tell after reviewing the data.

So far we have done this for WinCASA. For other programs we review each case individually before we promise anything.

Frequently asked questions

Does this work with my WinCASA version?

We check that using a copy of your data. What matters is how the emails are stored in the mail area, not the version number alone.

Is my original preserved?

Yes. The data is only read. Nothing is changed in WinCASA itself.

Does the office have to pause work?

No. In this case all work ran alongside normal operations. New emails kept arriving and were matched at the end without duplicates.

How long does the transfer take?

The actual transfer of about 92,000 emails with roughly 83 GB took less than two hours. On top of that come the review of the data beforehand and the check afterwards. How long it takes in your case, we can say after a first look at the data.

Where is the archive afterwards?

In an IMAP mailbox on the WorkOrderAgent mail server in Germany. WinCASA reads it from there, and it can also be viewed in the webmail.

What does it cost?

That depends on the size and condition of the archive. After reviewing the data you receive a quote before we start the transfer.

WinCASA (also Win-CASA) is a trademark of its owner. It is named for orientation only; there is no affiliation with the manufacturer. All details of the case are given without the customer’s name.

Related

Is your mail archive stuck in a program?

Tell us the program, the version and the approximate size of the archive. We look at the data and tell you whether and how it can be transferred.

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