MailArc User Manual

Windows x64 desktop app for finding large Gmail messages, saving `.eml` files, exporting attachments, previewing emails, and optionally cleaning matching Gmail messages after processing.

Gmail cleanup actions can modify or permanently delete messages. Review filters carefully before confirming cleanup.
MailArc user interface screenshot

Application Overview

MailArc supports two data sources:

  • Gmail Account: search mailbox data with filters and optionally download matching content.
  • Saved Emails: load `.eml` files from a local folder to browse and preview archive content without querying Gmail.

Getting Started

  1. Start MailArc.
  2. Select a data source.
  3. If using Gmail mode, authenticate with your Gmail address.
  4. Set search filters and download options.
  5. Select folders for saved emails and/or attachments.
  6. Click Run (Gmail) or Load (Saved Emails).
  7. Review results in the email list.

Authentication

  1. Click Login or use Tools > Login / Authenticate.
  2. Enter the Gmail address you want to use.
  3. Complete Google sign-in and permission flow.
  4. The app verifies the authenticated account matches the entered email.

Tokens are saved locally under Windows local app data for MailArc. To clear a token, use Tools > Clear Auth Token.

Gmail Account Mode

  1. Select Gmail Account in Data Source.
  2. Login if not already authenticated.
  3. Configure filters, download options, folders, and optional cleanup.
  4. Click Run and monitor status and progress.
  5. Review matched messages in the email list.

Search Filters

  • Subject / From / To: match by text or comma-separated addresses.
  • Min Size (MB): filter by message size (0 to 30 MB).
  • Has Attachments: include only emails with attachments.
  • Load Preview: pre-download full content so previews open immediately.
  • Any Date: disable date filtering, or set explicit From/To dates.

What to Download

  • Save Email Files: export matching emails as `.eml` files.
  • Save Attachments: export attachments to the chosen folder.
  • Replace Existing Files: overwrite existing files; if disabled, use numbered names.
  • Cleanup Gmail After: run cleanup actions after processing.

Save Locations

Email files are saved in date-based folders:

EmailFolder\Year\Month\Day\message-file.eml

Attachment names are sanitized for Windows compatibility and include date details; duplicates receive counters.

Gmail Cleanup Options

  • Move to Trash: move matched messages to Gmail Trash.
  • Delete Permanently: permanently remove matched messages.
  • Remove Attachments Only: replace message with body-only copy, then delete original.

Recommended flow: run once without cleanup, verify results, save backups, then run cleanup with the same filters.

Saved Emails Mode

  1. Select Saved Emails in Data Source.
  2. Choose a folder containing `.eml` files.
  3. Click Load to scan files and subfolders.

This mode does not query Gmail and cannot perform Gmail cleanup.

Email List, Preview, and Actions

Email list columns: Message ID, Subject, Sender, Date, Size, and Attachments. Double-click to preview message details and attachment lists.

Available actions include copy subject/message ID/sender and save selected email as `.eml`.

Advanced Options, Settings, and File Rules

Advanced Options provides controls for save/export behavior, preview loading, cleanup actions, and reset to defaults.

Settings are saved locally (paths, filters, options, source mode, selected account), automatically on close or manually via File > Save Settings.

Filenames are sanitized for Windows rules, long names are trimmed, reserved names are handled, and collisions use counters.

Troubleshooting

  • Authentication fails: verify account address, clear token, sign in again.
  • No messages found: reduce size threshold and loosen filters.
  • Email folder required: set Email Folder when saving `.eml` files.
  • Attachments not saved: confirm option and folder are set, and files are downloadable.
  • Preview unavailable: enable Load Preview or fetch while authenticated.
  • Cleanup incomplete: inspect status for permission/network/message-state errors and rerun carefully.

Best Practices

  • Test and confirm filters before enabling cleanup.
  • Save `.eml` backups before deleting or stripping attachments.
  • Prefer Move to Trash before permanent deletion when possible.
  • Keep archive folders organized and backed up.
  • Use specific filters (sender, subject, size, date) for cleanup jobs.