How to Organize or Hide Thousands of Emails in Mac Mail - in Four Easy Steps
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- Опубліковано 3 жов 2024
- How to organize or get rid of tens of thousands of emails, hide the red notification badge, and generally reclaim some sanity and stop feeling the “email shame” using Apple Mac Mail. Time codes here:
Hiding notifications:
01:09 Hide the red Mail notifications badge
01:25 Select All and "Mark as Read"
Four easy steps:
01:49 Making the right Mail folders, in the right account (Step 1)
03:06 Show Favorites bar 2:55 then add folders to Favorites bar (Step 2)
03:25 Keyboard command for Favorite folders (Step 3)
03:40 Killer tip - moving emails into Favorite folders (Step 4)
Book a consult with Lucas or his team from macinhome.com/b... anytime you want some one-on-one help!
Macinhome is a Mac-specialized, patient, and professional consulting team helping clients internationally via FaceTime, Zoom, and Screen Sharing, and locally in-person from our home base in Vancouver, Canada. We’ll organize your Mac, get you synced and backed up, get your email accounts under control, organize your photos into one safe and beautiful place, and more.
Special thanks to Andrey Summers and Neuman Mannas of Red Square Collective for the awesome video. redsquarecollec...
Thank you so much! I have learned so much with this video. I was doing it all wrong storing email folders on my Mac and taking space slowing down computer.
Nice! Yes moving folders to the correct email servers is huge. Little by little you can move away from those “on my Mac” folders.
This is BRILLIANT!!!!! I wasn't even able to open my mails anymore. Now it looks 1000x more manageable. To those tips, I'll add this : you can create smart mailboxes that will sort your mail depending on variables. I made one that put together all the mails containing document and pdfs as attachments, so that tracking important documents is easy. I made another one tracking down my mailing lists for offers, so on and so forth. That way navigating my inbox is a lot less stressful! Thanks so much!
Nice one, that's great! Just remember that smart mailboxes are actually a search for easy access, so they aren't actually moving anything into a different folder. They're just giving you some specific search results. All this to say if you do delete emails out of the smart mailbox it WILL delete the original wherever it lives!
What a fab video. Never been a big fan of Apple mail but want to be and so I keep coming back to it. Looking for tips and came across your video. Excellent tips here and I had no idea you could have a favourites bar in Mail
Thank you so much for this! I've been trying to empty my inbox for years, but always have things that I don't have time to do when I handle email, or I have to think of a new storage plan for the information and I don't have time then to think it through properly. Your headings are great. I just subbed the Archive folder (control-command-A) for the "Completed" folder and added a "Receipts" folder instead for all the Amazon, etc, orders I do online. Excellent!!
Nice - I love it! Good idea with the Archive mailbox too.
OOOOOHHH Saved my life and my sanity! thanks
Great video. One additional tip that would complement your process is to sort your inbox by “from” then you have all the emails from a given sender together and can then select them and move them en mass. Or, select the “from” email address for a desired email, copy and paste it into the search field, you then only have emails from that sender. Select all, then move en mass.
Excellent! I've been a Mac user since there was a Mac and I didn't know you could move folders to the upper horizontal bar, thank you.
Great to hear!
Love your Apple Mail tutorials can you please do more.
Thank you, yes for sure! Did you have specific questions? What is a pain point you would want help with?
Hi. I have a question about the "hide my email" feature with apple icloud. Have you ever tried it? I see you had a gmail with apple's mail app. Ar you able to receive google email with it? Please help me sort out how that works.
I struggle between Gmail and Apple mail. The last thing I want on my phone 📱 is another app. I wish you could see your labels like you can in gmail but part of me just wants to live a simple life with default Apple apps only.
Thank you for the great info. Just wondering how you manage this process with more than 1 email account
Short, helpful, and I can already apply now. Thanks so much for this video!
Great to hear!
Hello Sir.
Can we send a new email directly to a specific folder, without going to the “All Inboxes”? Thank you.
I love ❤️ the short cuts
Low tech here. Please address JUNK mail sometime. Thanks for today’s tips!
An interesting way of doing things. I do delete emails immediately that I don't need to save though. What I'm left with are emails, from several accounts, that I need to save by subject. Of course the email accounts are created with those subjects in mind. So according to this plan only favourite folders appear on the top bar, and my folders exist across accounts. I'll try it but would multi account folders coexist nicely together up there on that bar?
If you have multiple accounts and you want to create that folder system I talk about in the video it's worth a conversation... there are some downsides to just choosing one main email account for those 4 folders and moving emails from all your accounts into those folders. There are also downsides to creating those 4 folders in each account and then needing to move emails into the correct same-server folder. I bet you and I could come up with something good that works for you. Book with me anytime: macinhome.com/booking/
Hi Very good video, Thanks. as you mentioned I have several email addresses so would be glad to take part of some material regarding that. Ps how many short commands can you have ?
I'm going through thinking I'm deleting emails clicking on one and holding down the shift key and doing multiple deletes, I look down at the lower left of my screen and it says, moving emails. They aren't being moved to trash (which is what I want to do is delete them as opposed to refiling them) I've not set up any new mailboxes but will add a few based on your tips for the ones I want to save, but there's several thousand I don't need at all. I'm running Monterey on my iMac and looking to clean and declutter to delete these pesky useless emails before installing Ventura soon.
I know it's something simple I need to do. If not, no pressure:) LOL. BTW good info and tips on setting up and arranging those new mail boxes:). Thank you.
Thank you - and I'm sorry for the slow reply! If you're hitting delete (which means moving the email to the trash) and it's not moving then there's some technical work needed in your Apple Mail, or in your internet connection / speed. I've seen that and fixed it many times before. Is it still a problem or did you figure it out?
- Lucas
@@lucasmacinhomeHey, Lucas. I'm trying to keep my mail from continuously downloading email but don't know how to stop it. I cleaned up a lot of space from my Mac but my email keep downloading more email. Is it possible to keep anymore space from filling up from the email or do I have to manually delete it?
I want to see a total count of all my emails…not just the unread mails. My inbox total count goes down every time I read an email. At the top of the list of emails it says 27 messages and 9 unread.
Do you teach lessons you are a natural teacher bro ⚡️⚡️🤙❤️👊
Awesome, thank you! Yes I do teach lessons one on one... You can book straight into my calendar anytime! Here's the link: macinhome.com/booking/ (just choose the 1hr new client option for 195 CAD).
- Lucas
Thank You, great easy explanation. How to migrate specific MacPro Outlook folders to Mac Mail, on new MacPro, pls?
Great tips, thanks so much.
It is not working for me but I don’t know what to do ….i need some help
someone tell me how to move emails to one folder after setting up the rules. On windows, when you are setting up the rule, it gives you the pop up whether to run the rule which moves the existing mails to that folder. On Mac, old mails don't move to the folder, i have to manually move them.
Great video !
Thanks for the tips. Can you move subfolders from one master folder to another in Mac Mail? I've been using Spark for a while but annoyingly their subfolders seem locked to the folder they are created inside, making it difficult for me to track workflow without remaking the folders every time. Their customer support is non existent, so I'm thinking of going mack to Mail if it has this functionality.
This is genius!!
Search works great? Never found that search works when you use Microsoft exchange
That is repairable... If search in Mail isn't working well it just needs some fixing in the Spotlight database (delete and recreate the spotlight index) or remove and re-add the Exchange account.
What I have done in the past (with Apple Mail) I would go into VIEW, SORT BY FROM. Then I hold down the option, shift keys together, and delete, complete, or push to the junk folder.
Nice, yes that is how I do it too! You only need to hold shift though, not option as well.
fantastic ! thanks !
Very useful... thank you!
You are welcome! :)
The blue dot indicating you have a new email works in some of our email and not in others. Is this a selection in email to turn this function on? Please help
Can you please do a video on Archive Apple Mail on what the whole purpose of it is.
Oh man that one is so hard to explain and it's different depending who is your email server... it works very differently for Gmail/Google than it does for Exchange and other email providers. So I would just chat with you about what you have and explain in a way that makes sense for you!
- Lucas
Do you like Apple Mail better then Gmail, I always wonder which one I should invest in
I have been thinking a lot about this because I want to stay in Apple Mail but also miss the snippet form emails you could do in Gmail. Is it possible to do the same thing in Apple Mail for business emails that you have to write a lot.
how to turn off 'threads'?
View menu -> Uncheck "organize by conversation"
Can we have folders for global mail, not just one mailbox? So I dont have to create folders for every single mail I have. thanks
Short simple question but my answer would be long and I’d want to see your exact setup. If it’s something you really need you can book with me anytime: macinhome.com/booking/
try 19,000. no, really
I would like to see the web links in the header of my mail. I screwed it you and see it! help
How can I delete multiple emails on my Mac?
Do you think it is possible to run your business with Apple mail. Sometimes I like the functions that Gmail has, but Apple feels easy.
Well I run my macinhome.com business with Apple Mail with 7 email accounts and a team of 20 or so. So yes it definitely works!
- Lucas
@@lucasmacinhome that’s DOPE ⚡️⚡️❤️
Hi I've added Smart Mailboxes, but I wish them to be removed from my inbox view, it doesnt give me that option. Any idea how I can do that besides creating manual mailboxes within the email account?
Also this mailbox creation doesnt seem to work with my "non-gmail" accounts ie. imap email accounts
Smart mailboxes won't "pull" the messages out of whichever folder they live in. You would need to use regular mailboxes with Rules for that. I would be very careful with those however... it's worth a conversation if you want to book an hour with me. I can help you get Mail to where you want it. It's about $145 USD. My booking link: macinhome.com/booking/
Yes see my other comment about this. I can help with that too. Too much for texting here without seeing your exact setup.
Can you tell me how did you generate folders trees? I guess that is under On My Mac but I don't see such option.
You just go to Mailbox menu and "New Mailbox..." then give it a name. Choose where you want it. Then right click (control-click) that Mailbox and add another mailbox under it with "New mailbox..." again there.
Hi can we create shortcut for more then 9 folders ?
Not that I know of!
What if your doing it via phone
It's different on the phone for sure! I haven't made a video about that yet. I can help you one-on-one though if you like! Just book into my calendar: macinhome.com/booking/
Hey. I love Spark, but want the cross-platform and inter-app share functionality of using Apple on board apps; but I really HATE all .pdfs not being icons. If I’m looking at a mail and scroll, any sensitive docs are on show as I go down (invoices, bills, etc). I never worked out how to do this, so I’m using Spark but their privacy policy is a bit sketchy.
Any clues how to set this as default?
According to this article: support.apple.com/en-ca/guide/mail/mlhlp1050/mac "You can change how attachments are displayed in the Compose window (this doesn’t determine how attachments are shown for your recipients). To display an attachment (such as a one-page PDF document or an image) as an icon, Control-click the attachment in your message, then choose View as Icon." but I don't know if that would change it for all of them moving forward. Worth testing!
- Lucas
@@lucasmacinhome Hi Lucas. I had read this but it has limitations. Mainly it works on a one by one basis and doesn’t effect the app wide default settings. Thanks for the reply though. 🙏
@@apswoodwork I remember back in the day there was a terminal command for this. I’ll try to find it.
I’m extremely popular, hence the 1000’s
Yes exactly!
I would fire you if you looked me in the eye and said "i just like to be reminded of my popularity" lol.
Step 1: throw out your trash mac and buy a pc
😀 pքɾօʍօʂʍ
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