trouble with Mail's Notes feature and gmail account

Discussion in 'Mac Apps and Mac App Store' started by sir42, Dec 31, 2007.

  1. sir42 macrumors 6502

    Joined:
    Sep 16, 2003
    Location:
    NY, NY
    #1
    The Notes that I setup under my gmail account in Mail seem to inexplicably produce carbon copies of themselves, almost daily. For instance if I setup a note called Blog Ideas on a Monday, but Thursday I'll have 4 copies of the same note in my Notes folder in Mail.

    This only happens with my gmail account. Notes that I create using my .mac account work fine.

    Is anyone else getting this and might there be a way to fix it?

    thanks!
     
  2. M@lew macrumors 68000

    M@lew

    Joined:
    Nov 18, 2006
    Location:
    Melbourne, Australia
    #2
    Are they creating on your Gmail IMAP account?
     
  3. sir42 thread starter macrumors 6502

    Joined:
    Sep 16, 2003
    Location:
    NY, NY
    #3
    My gmail account is IMAP, yes. Although I haven't set the local gmail Notes folder to sync to the server (at least I don't think I have). When I logon to my gmail account through the web I don't see the Notes folder.
     
  4. sir42 thread starter macrumors 6502

    Joined:
    Sep 16, 2003
    Location:
    NY, NY
    #4
    Sorry to top this, but I'm still having all sorts of issues when using Notes on my gmail account in Mail. Is there any way to make Notes behave better when using a gmail account in Mail?

    thanks!
     
  5. thewhitehart macrumors 6502a

    thewhitehart

    Joined:
    Jul 9, 2005
    Location:
    The town without George Bailey
    #5
    This thread caught my eye. I have been playing with this feature for hours, and I have fully figured it out.

    To understand how Notes work in Gmail, one must focus on the fact that Gmail uses labels instead of folders. Apple Mail will treat these labels as if they were folders.

    You're getting multiple copies of your Notes because Gmail archives your mail by default rather than deleting it. When you create a note in Apple Mail and save it to Gmail, Gmail will apply a label called "Notes", but only if you have the option to "save Notes in inbox" unchecked. Otherwise, these multiple note copies will appear in your inbox.

    Why? Because every time you update your note in the inbox via Apple Mail, Gmail treats it as a reply to a conversation, and creates a stack of cards. This stack of cards will be tagged with the "Inbox" label. In Gmail, the stack will appear as a conversation with yourself. For instance, if you updated your Note six times, your note will appear in Gmail's web interface inbox with the subject followed by a (6).

    Why the multiple copies in Apple Mail? The reason is because Apple Mail treats the stack of replies as individual messages. And because you saved the note in the inbox that maps to your Gmail account, you're going to get every update to the note you made bounced back to you.

    On top of that, Gmail will label the conversation with the "All Mail" label. Remember how labels show up as folders in Apple Mail? For every label that's appended to a conversation in Gmail, Apple Mail will save a separate copy of each part of the conversation as individual messages, in each folder corresponding to a label. Using the above model, you will see six separate notes as individual messages in your "All Mail" folder on Apple Mail.

    How do you reduce all this clutter? The best thing to do is not having notes show up in your inbox, but rather under the "Reminders" drop down arrow. I unchecked the option in Preferences > Accounts for saving notes to the inbox. Still, if I click "Notes" under the "Reminders" arrow, I'm going to see all the notes on all of my IMAP email accounts, and the local notes on my mac. Because of this, I'll see multiple copies of the same note, each gradually including more text to the body of the note, listed as being in my "All Mail" folder.

    Just selecting the "Notes" subcategory for my gmail account, I'll see only one copy of each note; the latest version that I modified.

    What's more annoying, is that as soon as you make a note, before you get the chance to name it, Apple Mail will send it to Gmail with the subject "New Note". In Gmail, this will create a stacked conversation for each note you make under the subject "New Note". Depending on how many notes you make, for example, it may appear in Gmail as a conversation called "New Note (83)", but it'll appear in your "All Mail" folder on Apple Mail as 83 separate notes called "New Note"!

    So, you can reduce the amount of multiple copies you see by unchecking the "store notes in inbox" option under the Preferences > Accounts pane. This way, Gmail on the server side won't apply the label "Inbox" to your notes, and likewise your notes won't appear in Apple Mail's inbox. Rather, Gmail applies a label called "Notes" that skips the inbox and places the archived note conversation in "All Mail". The "Reminders" > "Notes" > "Your Gmail Account" drop down item in the left hand pane of Apple Mail is simply the mapping of Gmail's "Notes" label to an Apple Mail folder. This folder will only display the latest editing of each of your individual notes stored on Gmail.

    I know - it's confusing. Hope this helps.
     
  6. sir42 thread starter macrumors 6502

    Joined:
    Sep 16, 2003
    Location:
    NY, NY
    #6
    Wow! Thank you for your reply! I have deselected the option to keep my gmail notes in the inbox and that alone seems to help, and clicking directly on my gmail account within Notes does only bring up one copy of the note.

    It's a great band-aid, but it would be great to see Apple and Google find a better solution that works just as seamlessly as using notes on a .mac account!!
     
  7. thewhitehart macrumors 6502a

    thewhitehart

    Joined:
    Jul 9, 2005
    Location:
    The town without George Bailey
    #7
    You're welcome. :)

    I hope the next version of Mail will be seamlessly Gmail compatible. It would be cool if Apple and Google worked together on it. Mail.app is my favorite mail program, but that would make it even better.
     
  8. weizilla macrumors regular

    Joined:
    Feb 7, 2008
    #8
    That really helps. I'm still playing around with Notes and gmail and trying to figure out these inconsistencies. Does Mail's To Do list work the same way or are those just added onto existing notes or something? It would be great to get all this working seamlessly.
     
  9. sir42 thread starter macrumors 6502

    Joined:
    Sep 16, 2003
    Location:
    NY, NY
    #9
    I think the only way to get Notes and To-Dos working seamlessly on a gmail account will be with an official fix from either Google or Apple. Notes and To-Do's in mail are great features, and it's a shame that gmail doesn't yet fully work with them. Is there a way we can report this to Gmail or Google Apps?

    I now have two Google Apps accounts, one for my consulting business and one for my day job, and I'm always wishing I could use Notes and To-Dos with these accounts.
     
  10. ViViDboarder macrumors 68040

    ViViDboarder

    Joined:
    Jun 25, 2008
    Location:
    USA
    #10
    Actually, I think I know the actual reason. I stumbled on this looking for a fix. When you send something with the gmail smtp server it saves the email in the sent folder, which shows in all mail, which gets lumped up with your other like a thread of emails. That's why you're supposed to un-check the "save a copy in the sent folder" when using gmail in Apple mail, because gmail servers do that for you. If you save an copy in the sent folder, you'll have two. Just like with this.
     
  11. muthuveerappan macrumors newbie

    Joined:
    Aug 17, 2008
    #11
    to avoid duplicate notes

    Hi,

    Thanks to the tips provided by all of you ... really helped me, just thought I might suggest something if it is not known to you earlier.

    As stated by one of you earlier, moment a new note is created, it is synced with gmail (IMAP) and creates multiple copies.

    There is one way you could avoid this, click on REMINDERS > Notes > On my mac

    Now click on a new note, this would allow you to create a note locally (on your mac) once you are done with all the changes then move the note to "Gmail IMAP" (REMINDERS > Notes > Gmail IMAP)

    I have given below the mail settings I have used:

    Mail > Preference > Accounts > Mailbox Behaviours

    Store draft messages on the server - Checked
    Store Notes in Inbox - Uncheck
    Store sent messages on the server - Uncheck
    Trash - Move deleted messages on the Trash mailbox - Uncheck

    Even after all this you will get 1 duplicate for each note, the reason is gmail applies a label Notes, so that in gmail (web) you can view the same note under All Mail as well as Notes.

    Note - gmail (web) has only one copy of the note, however has multiple views (All Mail and Notes), but the mail client on mac creates 2 instances to replicate this as the labels in gmail correspond to folders on mac.

    You can click on REMINDERS > Notes > Gmail IMAP to view only 1 note.

    Hope this helps.
     

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