Master Apple Mail: Top Tips for 2022

Table of Contents

1. Introduction
2. Customizing Apple Mail
   • Enabling Dark Mode
   • Using Dark Backgrounds for Messages
3. Browsing Apple Mail
   • Using Favorites
   • Connecting Multiple Email Accounts
4. Customizing the Toolbar
   • Adding and Rearranging Buttons
   • Customizing the Compose Window
5. Adding Extensions to Apple Mail
   • Using Mailbutler for Extra Features
6. Managing Emails
   • Archiving Emails
   • Sorting Emails with Folders
   • Automating Sorting with Rules
   • Using Smart Mailboxes
   • Searching for Emails
7. Flagging Emails
   • Using Flags for Organization
   • Customizing Flags
8. VIP Contacts
   • Setting Important Contacts as VIPs
   • VIP Notifications
9. Server-Side Rules
   • Setting Rules on iCloud
10. Optimizing Apple Mail
    • Using Clean My Mac to Speed Up Mail
    • Removing Downloaded Attachments
11. Protecting Mail Activity
    • Enabling Privacy Features

Tips and Tricks to Get More Out of Apple Mail

If You are an Apple Mail user, you probably want to make the most out of this email client. In this article, we will provide you with various tips and tricks to enhance your Apple Mail experience and boost your productivity. From customizing the appearance to managing your emails and optimizing your mailbox, we will cover it all. So let's dive in!

1. Introduction

Apple Mail is a popular email client that offers a range of features to help you manage your emails efficiently. Whether you use it for personal or professional purposes, there are several ways to customize the settings and make the most of its capabilities. In this article, we will explore some tips and tricks that will enhance your Apple Mail experience and help you get more out of this powerful tool.

2. Customizing Apple Mail

Enabling Dark Mode

One of the first things you can do to personalize Apple Mail is to enable Dark Mode. Dark Mode gives a sleek and modern look to the application, reducing glare and providing a more comfortable viewing experience. To enable Dark Mode, go to your Mac's system preferences and navigate to the "General" tab. From there, you can select the option to run your entire system, including Apple Mail, in Dark Mode.

Using Dark Backgrounds for Messages

In addition to enabling Dark Mode, you can further customize the appearance of Apple Mail by using dark backgrounds for messages. This option allows you to choose whether you want the message body itself to appear dark. You can enable this feature by going to the "Viewing" tab in the preferences of Apple Mail and selecting the option to use dark backgrounds for messages.

3. Browsing Apple Mail

Using Favorites

Apple Mail supports multiple email accounts, and browsing through them can be made easier by using the Favorites feature. By adding your preferred mailboxes to the Favorites section, you can quickly access them without searching through the sidebar. To utilize this feature, simply click on the "Favorites" section at the top of the sidebar and add your desired mailboxes. This way, you can have all your important email accounts at your fingertips.

Connecting Multiple Email Accounts

Apple Mail allows you to connect multiple email accounts, making it convenient to manage both personal and work-related emails in one place. By going to the "Accounts" section in the preferences, you can add and configure different email accounts. This integration enables you to access all your emails from different accounts in a unified inbox, saving you time and effort.

4. Customizing the Toolbar

Adding and Rearranging Buttons

The toolbar in Apple Mail provides quick access to various functions and features. You can personalize it by adding or rearranging buttons according to your preferences. Simply right-click on the toolbar and select the "Customize" option. This will allow you to add or remove buttons, as well as rearrange their positions. Customize the toolbar to include buttons for functions you use frequently, such as printing emails, changing text options, or accessing important features.

Customizing the Compose Window

Similar to the toolbar, you can also customize the buttons in the compose window. By right-clicking on the heading of the compose window, you can access the customization options. This allows you to add buttons for specific text options, formatting, or any other features that you frequently use while composing emails. Customizing the compose window helps streamline your email composition process and provides quick access to the tools you need.

5. Adding Extensions to Apple Mail

To further enhance the functionality of Apple Mail, you can add extensions that offer additional features and capabilities. One such extension is Mailbutler, which provides features like email tracking, email scheduling, undoing sent emails, and creating emails from templates. By signing up for Mailbutler, you can customize your Apple Mail experience and tailor it to your specific needs. Explore different extensions and add-ons to find ones that complement your workflow and boost your productivity.

6. Managing Emails

Managing emails efficiently is crucial for maintaining an organized mailbox. Apple Mail offers various features and techniques to help you stay on top of your emails.

Archiving Emails

Archiving emails is a great way to keep your inbox clutter-free while retaining access to important messages. Instead of deleting emails, which can result in permanently losing them, archiving moves them out of the main inbox and into an Archive folder. This way, you can easily search for and retrieve archived emails whenever needed. To archive an email, use the archive button or swipe right to left with your finger on the Apple Magic Mouse.

Sorting Emails with Folders

If you prefer a more organized approach, you can sort your emails into different folders. Apple Mail allows you to Create custom mailboxes for different categories and types of emails. Simply click the plus icon on the sidebar and create a new mailbox with a name that represents its purpose. You can then drag and drop emails into the appropriate mailbox for easy categorization.

Automating Sorting with Rules

To streamline your email sorting process, Apple Mail offers the ability to create rules that automatically move emails to specific mailboxes Based on predefined conditions. This feature is particularly useful for managing large volumes of emails or specific types of messages. You can set up rules based on criteria like sender, subject line, or keywords. Using rules can significantly reduce the time and effort required to sort and organize your emails effectively.

Using Smart Mailboxes

Smart Mailboxes combine the functionality of regular mailboxes with the power of rules. They automatically Gather emails based on specific criteria, such as sender, subject, or date. Smart Mailboxes ensure that Relevant emails are grouped together, making it easy to find and manage them. You can create Smart Mailboxes by defining the criteria and conditions that determine which emails are included. Utilize Smart Mailboxes to organize your mailbox dynamically and stay on top of important conversations and actions.

Searching for Emails

Apple Mail provides a robust search feature that allows you to quickly find specific emails based on different criteria. Use the search bar at the top of the application to enter keywords, names, addresses, or other relevant details. You can refine your search by specifying dates, contacts, or even searching within the content of the emails. The search function helps you locate important emails without the need to navigate through multiple mailboxes manually.

7. Flagging Emails

Flagging emails is a useful method for marking emails that require specific Attention or action. Apple Mail offers a range of flag colors that you can assign to emails according to their priority or purpose. To flag an email, select it and use the flag options in the toolbar. You can customize the flag names to match your workflow or personal preferences, such as flagging emails for follow-up, reference, or importance. Utilize flags to stay organized and ensure Timely action on important emails.

Customizing Flags

In addition to assigning colors to flags, Apple Mail allows you to customize their names. This feature enables you to create personal categories or labels for your flags, making them more relevant to your workflow. By right-clicking on a flag, you can rename it to match your needs. Adjusting flag names helps clarify their purpose and ensures consistent organization throughout your mailbox.

8. VIP Contacts

To streamline your communication with important contacts, Apple Mail offers a VIP feature. By designating specific contacts as VIPs, you can prioritize their emails and receive notifications for messages from them. This feature ensures that you don't miss critical emails from essential individuals. To add a contact as a VIP, simply select their email, right-click, and choose the "Add to VIPs" option. VIP contacts are listed separately, allowing you to focus on their emails and respond promptly.

VIP Notifications

In addition to organizing emails from VIP contacts, Apple Mail offers the option to receive notifications specifically for messages from your VIPs. This notification setting helps ensure that you are immediately alerted when important contacts email you. By going to the preferences and customizing the new message notifications, you can choose to be notified only for emails from VIPs, providing you with timely updates and ensuring you stay connected with key contacts.

9. Server-Side Rules

While setting up rules within Apple Mail is helpful, they depend on the application being open to function. However, you can leverage iCloud's server-side rules to automatically sort your emails even when Apple Mail is not running. By accessing your iCloud account preferences online, you can define rules that will sort your emails based on specific conditions. This feature ensures that your emails are sorted and organized, even when you access them from other devices or email apps.

10. Optimizing Apple Mail

Over time, Apple Mail can become slow or experience performance issues due to accumulated data and downloads. To optimize its performance, you can use apps like Clean My Mac. This application helps clean up old junk files, freeing up space and improving the performance of Apple Mail. Additionally, Clean My Mac allows you to remove downloaded attachments, which can take up significant storage space on your computer. By periodically using optimization tools, you can ensure that Apple Mail continues to run smoothly and efficiently.

11. Protecting Mail Activity

To enhance privacy and protect your mail activity, Apple Mail offers a "Protect Mail Activity" feature. By enabling this feature in the privacy settings, you can hide your IP address and limit the information available to email trackers. This added layer of privacy ensures that your email activity remains more confidential. By choosing to enable this feature, you can enjoy increased privacy and security while using Apple Mail.

In conclusion, Apple Mail provides a range of customizable features and settings that can greatly improve your email management and productivity. Whether it's customizing the appearance, optimizing your mailbox, or enhancing privacy, taking AdVantage of these tips and tricks will help you get the most out of Apple Mail. By leveraging its capabilities and tailoring it to your specific needs, you can streamline your email workflow and stay organized.