Jul 31, 2016 You could also look for a third-party email client on the Mac App Store or elsewhere. Other email clients should offer an option to store less emails offline and limit the size of our cache to a manageable size. To stop using the Mail app, first disable or delete your email accounts. Click the Mail menu in Mail and select Accounts. For those of us still using desktop email clients, folders keep your messages organized. If you add key mailboxes to your toolbar in Apple Mail, though, you'll save some keystrokes when.
Itâs the end of the week, but that doesnât mean an end to learning more about your favorite devices. Each week, the Friday Five takes a quick look at a Mac OS X or iOS app or tech subject to point out five things you may have overlooked before.
Like it or hate it, most of us who use Macs spend a lot of time in the Mail app. Whether youâre new to the Mac or have used every version of OS X since Cheetah (version 10.0!), there are ways to customize and use the Mail app to make it better fit your style and knowledge. Letâs take a look at five easy and useful customizations and tools in Mail:
1.) Add text labels to the buttons in the Mail toolbar
Newbies to the Mac platform might not be familiar with those buttons in the Mail toolbar. Fortunately, thereâs a way to add text labels to them to make it easier to figure out exactly what each button does. Mac Os Email App Customize Which Folders Appear In Mailboxes Online
To turn on the labels, select View > Customize Toolbar from the menu bar. What you can see is that there are not only a ton of different tools you can add to the toolbar simply by dragging and dropping them, but thereâs a handy drop-down menu at the bottom of the customization dialog (see screenshot below):
That drop-down is set by default at âIcon Onlyâ, meaning that Mail displays only the button icon. You can change it with a click to âText Onlyâ â which does away with all of the buttons and replaces them with text links â or to âIcon and Textâ.
The latter displays the buttons as well as a text label showing exactly what each button icon means. Itâs a handy setting for beginning Mac users that can later be turned off using Customize Toolbar.
2.) Hide Mailboxes
Another thing that can be confusing to new Mac users is the variety of mailboxes that will appear in Mailâs left sidebar, especially if they have more than one email account. Mail generates a number of mailboxes â inboxes, flagged, drafts, sent, junk, trash, and archive â for each email account, and even more can be listed if the user creates his or her own email folders.
For those who may only have one email account and donât want to be confused by the plethora of mailboxes, hiding the mailboxes might be a good idea. Itâs simple to do: just click on the Mailboxes button to toggle back and forth between seeing (left, below) and hiding (right, below) the mailboxes.
3.) Add or Delete Cc, Bcc, Reply-To or Priority Fields to Mail Address Box
By default, the Mail app is set up with the following fields to use when addressing an email â To, Cc, Subject, and From. âToâ is easy; thatâs where you put the address of the person youâre sending an email to. âCcâ stands for âcarbon copyâ, meaning that youâre sending another person a copy of your email for their review. âSubjectâ is, of course, what your email is all about, while âFromâ is one of your email addresses.
Mail has more fields that you can use when addressing an email to someone. To add them or delete them, simply click on the button thatâs next to the âSendâ (paper airplane) button in a blank email. You can add three different fields to each address box; blind carbon copy (Bcc) Address Field, Reply-To Address Field, and Priority Field (see image below).
Blind carbon copy is when youâd like to send a third party a copy of an email youâre sending, but you donât want the primary recipient to know that the third party is getting a copy. Reply-To is used when you want replies to your email to go to a different email address from the one the original message was sent from, and the Priority Field is used to set a priority (low, normal or high) for your email.
The latter field sets an âX-Priorityâ for each email from 1 (highest priority) to 5 (lowest priority) in the message header. Some email servers can read and react to the priority of a message, passing along the most important emails faster than others. This doesnât seem to make too much of a difference nowadays, but if youâre one of the few who still uses a slow dialup connection to the Internet, setting a higher priority can insure that important email is sent before run of the mill messages.
4.) Add invitations and contacts to your Mac Calendar and Contacts apps from Mail
While this isnât a customization, itâs a cool thing to know about. The OS X Mail app has some amazing capabilities, among those being the ability to âseeâ contact information and invitations in incoming mail messages. With a click, itâs possible to add those contacts and invitations to the appropriate apps.
For example, Mail looked at this message and saw that I was inviting myself to lunch next Wednesday at 12:30 PM. It added a line in the email just under the header that says â1 event found in this emailâ¦â along with the date and time. At the far right is a link to add that invitation to my Calendar.
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With a click on the âaddâ link, Mail opens a small calendar view showing what other appointments I may have around that time (see image below). I can add an event name and details like location prior to adding it to my calendar with a click.
Likewise, letâs say that I get an email from an existing contact with new street address or other contact info in it. Opening that email, thereâs a small note telling me that âNew contact info found in this emailâ (see image below). With a click on the âaddâ link, I can see what new information is available for my contact and add it to her contact card.
5.) Using complex searches in OS X El Capitan Mail
The last of our Friday Five tips is surprisingly useful! Most people I know only search for emails by the name of a sender, but OS X El Capitan makes searching through thousands of emails much easier by allowing complex search criteria.
An example of this would be âemails received yesterday with attachmentsâ, which not only looks for emails that were received the previous day, but checks to make sure that thereâs an attachment in the email.
As the search is typed into the Search field in Mail, suggestions appear just below that make it possible to filter the search. Selecting one of those suggestions adds it to the search field (see screenshot below). The more filters that are added, the more finely focused the search becomes. Some of the items you can search for include:
These search criteria can also be linked together with Boolean operators. Those operators are AND, OR, and NOT. For example, I needed to find all emails that I received from my sister during a three-month period last year, so I searched for âdate:05/01/15-08/01/15 AND From:Susanâ. That brought up 72 matches and a good history of what happened during that busy time. Perhaps I want to exclude certain emails dealing with a certain home furnishing store? I can add âNOT IKEAâ to the search to exclude those emails, and only 56 matches are made.
Searches can be saved for future use as well. Once youâve entered your search criteria and feel that the results youâre getting are what you need, thereâs a tiny âSaveâ button that creates a âSmart Mailboxâ with all of those messages in it.
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Thatâs it for this weekâs Friday Five. Do you have any favorite tips or customizations for Mail? Letâs hear about them in the comments section below.
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