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How to prevent deleted Gmail messages from archiving when synced using IMAP

By Alicia Erlich on 19 Oct 2013 10:43 am EDT
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When it comes to managing my Gmail account on my BlackBerry Z10, I learned the hard way that it’s not always as simple as it looks. This is especially true as I added my account using the IMAP protocol.

One of the things I didn’t realize is that deleting an e-mail off my device did not act in quite the same manner it had on my BlackBerry Bold 9900. Rather than sending deleting items to the trash, they were archived instead. As you can imagine, suddenly discovering hundreds of items there when logging in via my desktop was not a pleasant sight.

In true CrackBerry fashion I scoured the forums until a workaround was found that would ensure I could delete e-mails without being in front of my computer.

  • From your desktop computer, login to your Gmail account
  • Click on the gear in the upper right and select Settings from the dropdown
  • Go to the Forwarding and POP/IMAP tab
  • Go to the IMAP Access option
  • Below the heading "When I mark a message in IMAP as deleted," choose the option Auto-Expunge off – Wait for the client to update the server
  • Under the "When a message is marked as deleted and expunged from the last visible IMAP folder," select the box next to Move the message to the Trash
  • Click on Save Changes at the bottom of the screen
  • Under the Labels section, remove the check mark next to All Mail and Important so that those labels will not show in IMAP 

I recommend performing the five swipe gesture to reset the hub after completing the above steps. Be aware it might take a bit for the settings to sync between the server and your device. To avoid a delay when deleting on your BlackBerry 10 device, simply tap on the three dots (overflow menu), and tap on Refresh to make sure everything syncs up properly.

These steps solved my issue and not one message has wound up in the All Mail / Archive folder since modifying those settings. For more information you can check out the Google IMAP advanced control instructions and the forums threads below (of which they are several devoted to this). If, for any reason, you wish to return to the default settings, all of the above steps are reversible. 

If you need further help setting up Gmail on your BlackBerry 10 device using IMAP, CalDev or CardDev, be sure to check out Adam's tutorial here

Please note that by performing the above actions, if you have your Gmail account added to any legacy BBOS smartphone, it will essentially prevent you from sending or receiving mail on that device and cease syncing with the account. I received a notification from BIS alerting me that the All Mail folder is required in order to function properly.  

Read the getting email to delete forum thread   
Read the email deletion / hub email options forum thread

Reader comments

How to prevent deleted Gmail messages from archiving when synced using IMAP

68 Comments

+1
BlackBerry should have taken BBOS7 and brought it to BB10 not shove some dumbed down, featureless, iOS-styled OS down our throats.

Posted via CB10

I hate it when I've deleted the mails in my phone and it still exist on my desktop. Unlike before that it gets deleted as well or only on handheld.

Posted via CB10

To get rid of all the issues with GMail and IMAP, check and see if this app is something for you:
Email for Google Gmail (NFC - HUB Connected BBM-Enabled) from Fonware (One time fee of $2.99) in BlackBerry World!
It has lots of handy feature including Advance Search, Quick Event, and gives you quick access to 5 Gmail accounts, Google Apps, Yahoo and Hotmail/Outlook.
You can find the app by searching Fonware in BlackBerry World, or from here: http://appworld.blackberry.com/webstore/content/24094890

Why the _uck should i have to pay for something like this. These options should come available with the phone.

Posted via CB10

I purchase this one, and I ended up deleting it coz it made my phone warm when opening the app and really drains my battery so fast and it was very laggy plus I couldn't open up attachments which is really disappointing.. it's like useless.... I don't know... :|

Posted via CB10

I am using that app on my Z30 all day, every day. It does not use so much processor power to drain battery or to make the device warm. Yes, you can open attachments. Just long tap the attachment and select Open In Browser.
The app also let you open your docs in Google Docs/Drive.
Use Report Bug in the Options page of the app to send email so that these and all other issues can be resolved.

just add a link to gmail.com on your desktop and you can have it for free
That's what basically this $3 app does, it's just a glorified web link, the hard work has been already done by google web engineers

Not sure where u got the When a message is marked as deleted and expunged from the last visible IMAP folder. I don't have that

Posted via CB10

It won't appear if you are using the HTML version of Gmail. You have to change it to the new version first. There should be a link on the bottom of the page somewhere.

"Better a broken promise than none at all" (Mark Twain). Remember that, complainers. Via Q10.

For Google Apps legacy email (setup via either Gmail wizard i.e. google authorised accounts or IMAP ), I tried deleting emails after turning off auto-expunge (and 'move to trash' option) and unchecking 'All mail' and 'important' from showing on IMAP. The emails are still archiving. The same is true for accounts with 2-step verification enabled as well as disabled.

However, for regular Gmail (setup via either Gmail wizard i.e. google authorised accounts or IMAP ), I tried deleting emails after turning off auto-expunge (and 'move to trash' option) and unchecking 'All mail' and 'important' from showing on IMAP. The emails are deleting perfectly when deleted from server as well as the same. The same is true for accounts with 2-step verification enabled as well as disabled.

So the problem still lies with Google Apps legacy account mailboxes.

Good point, but maybe a better question would be "Why do you keep email?"

Of course, the reason is obvious. At some point, you're going to want to find something you received long ago. When that happens, and your search results are 99% crap you wish you'd deleted, you'll wish you'd been deleting as you go.

Just because you CAN do something (i.e. keep every last email you've ever received) doesn't mean you SHOULD do something.

I just got my Q10 yesterday, I've had to take off the two step authentication from my Google account, set up my mail, calendar and contacts manually, all so I can delete e-mails from both handset and server?

This is ridiculous.

My point exactly. Just a pain in the ass to complete simple tasks that were easier with the old OS.

Other examples;

-Cut and paste
-Sorting files by date (and staying that way the next time you access the files)
- applying different volume levels for text alerts for different contacts
-backing up and syncing contacts with link

It goes on and on. The initial excitement i had with my BB10 has been slowly eroding because of issues such as these.

Posted via CB10

Well as far as Gmail goes, can't you keep 2 step verification on and create an app specific password? That's what I've always done when setting up imap in outlook, thunderbird, etc. And the whole point of Gmail is to keep and archive everything, so having the default setting be archive instead of delete makes sense. (Although I agree it should be easily configurable from the phone itself. Gmail has always had its own weird behavior with imap, even though it pats itself on the back all the time for keeping to an "open standard")

Google seems to be making Gmail, calendar, and contacts harder to set up on anything that is not android. They completely broke it on windows 8 phone and pc. I've switched to outlook.com, and my q10 handles that beautifully(I never would have thought I'd be switching from Google to a Microsoft alternative). It syncs all my email folders, all my calendars in that single account, all my tasks and their categories (I have the account linked up to outlook on my pc), and contacts. Where legacy bb was inbox only, one calendar per email only, and usb connection required for my outlook tasks. Couple that with evernote/dropbox/social media integration, the new app store, and the ability to convert all my favorite apps to bars and sideload them, the q10 has been a huge upgrade for me. The desktop link and bridge support with my playbook are not up to par, but at least with link I do so much in the cloud now that I personally do not need a good version of link, and would probably not install it even if they made one.

I too use Outlook.com in Outlook on my desktop and it works seamlessly with my phone and playbook - for me it works far better than old OS

Posted via CB10

When I add my Gmail account using IMAP on Q10, it won't let me use an app specific password, it sends me to the Google login page which asks me to enter my usual Google password followed my second password.

I've set it up with a temporary password, however I think at some point it will expire and I'll need to update it again.

You need not disable 2-step verification. Deletion shall work perfectly in any case.

For Google Apps legacy email (setup via either Gmail wizard i.e. google authorised accounts or IMAP ), I tried deleting emails after turning off auto-expunge (and 'move to trash' option) and unchecking 'All mail' and 'important' from showing on IMAP. The emails are still archiving. The same is true for accounts with 2-step verification enabled as well as disabled.

However, for regular Gmail (setup via either Gmail wizard i.e. google authorised accounts or IMAP ), I tried deleting emails after turning off auto-expunge (and 'move to trash' option) and unchecking 'All mail' and 'important' from showing on IMAP. The emails are deleting perfectly when deleted from server as well as the same. The same is true for accounts with 2-step verification enabled as well as disabled.

So the problem still lies with Google Apps legacy account mailboxes.

It's important that I have on handheld or both cause sometimes there are certain messages that I don't want to get deleted automatically in my inbox. But I guess that's way too impossible now. I will forever miss that feature in blackberry.

Posted via CB10

Is there a way for the phone automatically delete them off server after downloading them, but keeping them on the phone. I like arkiveing stuff, but from my understanding after 90 days a server, in this case google, has full access to, and can legally read your mail. This law was instated way back in the day before cloud computing when everyone just download mail localy and then deleted from server with Outlook.

Posted via CB10

Recognizing that millions of people use gmail, why bother? They track everything you do and make it difficult to even do email. Google is not on the peoples side, they are data mining and making billions off of the people.

Used Gmail for a while , until I found out there privacy issues lacks credibility. I use Hotmail, but often get downtime there. Wished BlackBerry had there own email service, top notch security. Anyone recommend a good, reliable email provider? Thank you :)

Posted via CB10

Thanks! I had only one setting already configured but needed to change to "Move the message...". Works great now! :)

Posted using CB10 with my Z30 :)

I didn't know this was happening to the deleted emails. All sorted now. Thanks Alicia.
________
Developer of Charger Alert for BlackBerry

Sweet. I had this same problem with my old iPhone and am going to try it out right now.
Never an issue with Hotmail though. Makes me wonder why I still have a Gmail account.

Posted via CB10

I appreciate that people have different preferences, but I actually really like the fact that deleted messages are archived. Remember the whole Gmail philosophy is that you don't delete your messages, you archive them instead to be able to search and find them in the future if ever needed. This is why when you hit delete on your device Gmail cleverly archives the message for you.

Posted via CB10

Exactly, do any of you use the full 15GB of storage that GMAIL offers? Only then would you need to delete mail. Also, remember that you viewing email on a device. Some users might not want to leave this message is their device to also delete messages on their server.

Posted via CB10

so you keep all the useless facebook and forum notifications archived on gmail? Good luck when you need to find something from many years ago...

I quit Google and set up my own domain email I have with Godaddy and then moved MX record I got from signing up with Microsoft. This is the best to fully take advantage of Microsoft Active Sync.

Posted via CB10

But now my all mail folder doesn't appear in Outlook and also deleting on Outlook isn't instant.

The best solution I found is press the letter "i" and then file the email in Trash folder (except this doesn't work for sent mail).

Also to ppl saying buy this app or link to website etc. Why should i? I paid £450 for this phone, the least I expect is email to work properly on my BlackBerry a company known for email. Total joke of a company. BB7 had an awesome email set up. Why would you make an OS worse??

Posted via CB10

Why is it not possible to access to ALL MAIL tag under the hub?
This is for me a non sense and why when an email is archived you can not find it via search function.
Because of these 2 points,
HUB functionality is for me useless, I connect to my account via browser.
Regarding HUB, the ergonomy is also a bit strange, you open a sms, close HUB, open hub once more and you re back at last activity so sms, then u have to swipe many time back back back to be able to see for example new email coming, this is also totally nonsense.

I m happy with phone but quite disappointed by BB10 on these points, I bought thinkoing it would more business turned that Android but at the end it s not more intuitive... OK less bugs but in my mind many improvements can be done.
Let s hope they will improve it soon!

All set for both my gmail accounts. Thank you Alicia! Do you happen to have any tips on how to have ONLY incoming gmails appearing when I check my accounts?

Using Gmail with ActiveSync with 10.2 official OS. Not working for me. Tried several times, even a few of my own tweaks. Nothing gets moved to "Trash" and everything still stays in "All Mail".