Apple Mail Tips and Tricks 2022

In this video, I share some tips on how to get more out of Apple Mail on the Mac. Here's a breakdown of the video:
• Set up multiple email accounts and work from one unified inbox.
• Right-click the icons at the top to customise the toolbar.
• When emails come in, Archive them when you're done reading/replying. This keeps your inbox clear and makes it easier to manage and keep on top of new messages coming in.
• You can manually sort emails into mailboxes (like folders).
• Or you can use Smart Folders to auto-sort your email. Even if an email is archived, it still shows up in these mailboxes.
• You can use flags to show what needs to be done next on an email (reply, action, read). These flags can be renamed.
• You can use rules to auto sort and flag your emails.
• If you have an iCloud account, you can set up rules on the server side so Mail.app doesn't need to be open.
• Add contacts to VIP's. This puts messages into their own folder. If you use Mail on the iPhone, your VIPs can have their own notification sounds/settings.
• Search using emails, dates.
• If Mail is getting a bit slow, use Clean My Mac to delete old attachments that have been saved and to rebuild your inbox.
• Turn on 'Protect Mail Activity' in 'Preferences » Privacy' to hide your Ip address.
Enjoy my productivity training videos and learn more about how to be more organised and get more done in less time.
Download my free Productivity Blueprint and create your own simple productivity system » paulm.in/2MzXdxU
Or take your training to the next level and grab my Personal Productivity Toolkit » paulm.in/2L8Nw4y

[@ConstanceLolaMaloney]

I love your logic flow and thorough explanations! This was the first of your tutorials I have watched, and will probably subscribe now to your postings. I especially appreciate the brisk pace and how you leave out so much of the filler-asides I find in so many other tutorials. I can always pause when I need to review what the presenter has just said, so I like the brisk pace.

[@minor-co]

Thanks for the feedback, it's great to hear the pace is just right 👌

[@dogsexplained]

You are awesome! Thank you for posting this.

[@minor-co]

Thanks 😀

[@willie_bones]

great video I thought I was tech savvy but you taught me a lot.

[@minor-co]

Glad I could help Bill!

[@maikaimakena9424]

More Apple mail videos please 🙏

[@minor-co]

Thanks, will see what I can do.

[@vijivarghese9195]

This is the only proper video I could find on how to set up new folders in mac mail to organize emails in your inbox and to keep the inbox clean. Great tips! One difference I think worthy to mention between the smart mailbox and the custom mailbox (new folder) creation is that the smart mailbox keeps a copy of email from Inbox while organizing the emails based on rules whereas the mailbox with rule set up will remove the email from inbox and add it to the new custom mailbox.

[@minor-co]

Thanks and yes, that's a good distinction

[@a1m1a1a]

Really useful! Thank you!

[@minor-co]

Thanks Amaia!

[@maikaimakena9424]

What are your thoughts on Samsung and AI do you think Apple will have an answer for it. I struggle because I love Apple but Damn Samsung really did a lot this year with the S 24 Ultra

[@minor-co]

I don't have any thoughts on this to be honest as I'm not a Samsung user. I'm sure Apple is quietly working on their own AI though.

[@bluesash10]

Great! Thanks!

[@minor-co]

You're welcome 😀

[@elomouinteriors]

Great video! Thanks. I have a specific question about setting up folders. Am I able to email you my question? As it is difficult to explain without showing you screen shots or screen video. Thanks. Sharene.

[@minor-co]

Sure, you can contact me here: paulminors.com/contact/

[@luizzdr]

Hello, apple mail could have a platform for windows computers, I think it would be good, I don't really like the gmail designer

[@minor-co]

I don't think this is going to happen any time soon I'm afraid.

[@AmeliaHeldt]

I’ve been using mail for years but this was super helpful. I didn’t realise you could change the name of flags, which makes them infinitely more useful. Thanks!

[@minor-co]

Thanks, yeah that's a handy one.

[@canadusa1]

Love all your videos.Is there a share button in Apple Mail? I would like to be able to send some e-mail to ToDoist or Apple notes.If not, do you have a work around? Thank you

[@minor-co]

I'm afraid not. :(

[@johnblake5753]

Is there anyway to insert a page break in Apple Mail? Everything I've seen uses Microsoft 360 WORD

[@minor-co]

I'm afraid not. Email's don't have pages so page breaks in email aren't really a thing.

[@ValeriePrice-nr5qn]

Paul, I am trying to figure out how to search my emails by sender. I work for a number of companies and when I want to search for specific emails by one of the companies, everything I have sent or recieved pops up since my signature contains the names of all of my companies. In other words, I need to search just by sender, not by all areas.

[@ValeriePrice-nr5qn]

Didn't listen far enough. I think I got it. I would love to make sender the default. Is that possible?

[@minor-co]

Great! There isn't a way to change the default I'm afraid (I'd like to do this as well)

[@JamesDivita]

I am using Mac Mail version 11.5 on an iMac. Somehow the mailboxes listed under On My Mac has disappeared. How can I get that visability back?

[@minor-co]

I'm not sure sorry, I don't use the On My Mac section as I use internet accounts.

[@isisharley]

I use to be able to keep the all inboxes above the favorites and on my Mac. I could work in my files below and at the top all inboxes would always be there without scrolling up. It is so inconvenient. Help.

[@minor-co]

In my account I have Inboxes at the top. Maybe you just need to edit how you've set up the favourites? Sorry if I'm misunderstanding your question.

[@isisharley]

@@minor-co I know its a strange question. At one time in the past the words "all inboxes" heading would stay visible if I was working on a file. Now when I open up the file, I can't see the inboxes. Not sure if this makes any sense either

[@stealth797]

I've been going down the rabbit hole watching all the Apple Mail productivity videos I can find, and I gotta say this is the best one. Thank you!

[@minor-co]

Thanks, I'm glad it was useful!

[@javiermolina2524]

Great video Paul! I have a question: When someone sends me an excel document and I start editing and press save, not save as. The attachments are automatically saved in weird folders I can't access easily. How can I stop mail app from saving the attachments in the hidden folders? Hope you can help. Thank You!!!

[@minor-co]

Check your settings. On the General tab you can specify which folder attachments save to and it sounds like you need to change this.

[@toddpa-c3826]

I use the cloud - and why if I read my email on my iphone they all show as unread when I go on my macbook….

[@toddpa-c3826]

I also have gmail as well

[@minor-co]

Sounds like a syncing issue. If you read them on your phone they should show as read on your MacBook.

[@JeffBateman]

Thanks for the great video! something I have been trying to work out.... I colour code my emails to make it easy to distinguish between projects. I dont seem to be able to find away to filter mails by colour, is that possible with apple mail?

[@minor-co]

When you say filter by colour, do you mean flag?

[@jbateman2579]

@@minor-co no, that I have down, I set rules in my inbox that apply to the back ground colour of emails in the preview pane for project teams on specific projects - e.g project A = green B = blue C= yellow so that I can easily see just by the colours which emails are related to each other (perhaps I do this by person and subject title for eg) . Out look has a way that I can filter by "colour" just cant figure this out for Mac - thanks for the time to reply!

[@lovelearning8379]

Do you use Apple Mail or Microsoft Outlook app on mac for your day to day operations? Do you recommend Apple Mail for people who has MS Exchange as mail technology?

[@minor-co]

I use Apple Mail. If you have a Microsoft account, it probably makes most sense to use Outlook.

[@LynSmith-jz7zd]

I have an macbook pro and my email usually works fine. I am an author and have spent about 6 hours trying to send my book to the publisher. For some reason it's decided that although it's connected to WiFi it won't connect my email accounts, both live & Gmail. I have obtained 16 figure password from Gmail but that made no difference. I also can't get the option to copy my book to a memory stick which would have solved the immediate issue. Help! 🙏 thanks Lyn

[@minor-co]

Hm, sorry I'm not sure what's going on. Maybe it's an issue with the file if you're having issues in email and with your memory stick. Sorry I can't be more help.

[@NicoleFerre]

Such a great review - THANKS! Paul I have a quick question - hope you can help - seems like my 'SENT' option has disappeared! I may have dome something wrong - please suggest... Thx again

[@minor-co]

Thanks, sounds like you need to customise the favourites list or you should also see it under the account dropdown.

[@starmakermu]

HI Paul, Might you know why when I delete the last most recent email, the inbox reverts back to the top of the list with my oldest emails? It is quite annoying. Also sometimes when that happens past emails I have sent suddenly appear in my inbox. thanks for your advice, Dawn

[@minor-co]

Hm, that sounds a little odd. It's hard to say without seeing your computer but it sounds like something to do with your sorting settings.

[@benjaminhope1524]

Rather than using the archive folder, up to now I have created a folder for each year. I now think this was a mistake and so I have started only archiving in the archive folder. My question is this: is there any danger in me moving the emails in all my old year folders (going back to 2009) into the single archive folder? All folders are synced to server via POP.

[@minor-co]

No, I can't see why this would be an issue. But I'd suggest doing a test with a few emails first to make sure you're happy managing emails the new way.

[@JoeMama-l6m5n]

Found the Mail Tips video enlightening and educational. Fully embrace archiving as easy email "clean up" options. Now how to backup/reduce that large archive folder?

[@minor-co]

Well, you don't really need to reduce the archive folder. This is where you keep any old emails that you may want to refer back to later so you don't really want to delete them

[@lenoraangelone3921]

Hi Paul, your video is wonderful in helping me organize my mail and save time. Thank you. Lenora A Thursday March 28, 2024

[@minor-co]

Thank you, I'm glad this was useful!

[@malvernsoundtherapy]

Hello Paul - thank you for this very useful info. I'm running Catalina on a 2012 MacBook Pro - I don't see the 'viewing' tab in my window - is that because my Mac is too old? Thanks

[@minor-co]

Possibly, it would be worth updating anyway.

[@gareyford9071]

I have a different Apple mail issue for which I know I'm the only Mac user in the world with this issue. So I understand if you don't have an answer for me. Whenever anyone using any other email client sends a calendar invite, there is no option to accept it. Nor does the reverse work when I send an invite. It isn't very pleasant to have to send an email saying I will be in the Teams meeting. I guess my Mac doesn't want to accept anything from Microsoft. As I said I'm the only one having this problem and no one else I've asked seems to have an answer. I do like watching your videos. Thanks

[@minor-co]

Ah, sorry I can't be more help here :(

[@Odyssey392]

Hey there! How can I change the user name of my apple mail? Not the email address but the username only to make it a little more professional.

[@minor-co]

Depending on your account (iCloud, Google, Microsoft) you'll need to do this in your mail settings online.

[@ginsenramuk6138]

I am unable to open attachments on my Mac mail. Can you help me?

[@minor-co]

Hm, hard for me to help without seeing your Mail app to be honest. Have you tried restarting your Mac to see if that helps?

[@BeatBattler.]

I bought the full version of Fantastical. I use it mostly on my phone because it’s always with me. How can I assign different names to the “catagories” like family work etc?

[@minor-co]

This can be done in your actual calendar account i.e. iCloud or Google.

[@maikaimakena9424]

I am torn between Apple Mail and Gmail any words of advice

[@minor-co]

I expect you've already trialled both? Personally, as I use a lot of Apple devices, I find Apple Mail works best for me.

[@maikaimakena9424]

@@minor-co I tend to enjoy the Apple mail simplicity but then Gmail has Google Tasks and you almost do what Mailbutler does but for free. It is tuff. How do you sort mail and keep track of everything. Kinda of curious how you run that part of it.

[@ignaciosamacoitz3100]

Hi Paul, how can I set an email to be sent later, for instance tomorrow at 12pm? Thank you

[@minor-co]

This isn't possible natively with Mail.app but you could do this with the MailButler extension.

[@ignaciosamacoitz3100]

@@minor-co Thank you!

[@maikaimakena9424]

Do you feel like Apple mail is superior to Gmail? Kinda of curious 👀 about this question. Or do you just love ❤️ the idea of only being in the Apple ecosystem

[@minor-co]

Personal preference. I prefer the Apple ecosystem but there are plenty of good things about GMail as well

[@gbgbg7374]

I have problems with Mail in the sent tray my name always appears and not the recipient's. I do not know if you have any video of the configuration that the mail must have step by step when it is another server in my case Outlook. I thank you.

[@minor-co]

Sorry, I don't have a video on this I'm afraid.

[@nickvenegoni6903]

Great tips - thanks. Question: can you help me understand why you would use a smart mailbox vs. a folder with a rule applied to it? Will a smart mailbox keep the message in the primary mailbox? I have 2 computers - 1 @ home and 1 @ work. I currently use folders with rules, but once a message goes into a folder on one computer, it's gone from the 2nd computer. Trying to figure out how to keep messages sorted and visible on both. Thanks.

[@minor-co]

Good question. Yes, a Smart Folder will display the message regardless of whether it's in the Inbox or Archive. It sounds like you should be using Smart Folders on the two machines so you can see the email on either device

[@luciarcana5]

Paul, this is a wonderful video! I had no idea I could do so much with Apple Mail! Please forgive me if you already have a video answering the following question, but I tend to keep a lot of my old emails. Among others, I keep those from friends and family, those from book-recommendation sites, correspondence between myself and my editor, and those with pdf's I read or want to read. I am in the process of changing to a new computer, and I cannot find information that tells me how to transfer all those folders of saved mail to my new computer and ensure they will be available for me to read. The transfer has to be from the Cloud, owing to a problem with the original computer. Can you help me?

[@minor-co]

Ah, I was going to recommend using the cloud i.e. any folders you set up in your iCloud or Google account should show up in Mail when you set up your new Mac

[@maikaimakena9424]

Do you think you can really be an Apple Mail power user just like Gmail markets

[@minor-co]

I'm not sure what you mean by Gmail markets? But yes, I think you can be an Apple Mail power user. It's a great app!

[@applejax770]

I wanted to be able to put my emails in alphabetical order so I can delete them faster. I’m not quite sure how to do that on this new desktop that I have.

[@minor-co]

Try: View » Sort » by Subject

[@bfeaver]

Can you delete mailboxes in bulk?

[@minor-co]

You have to delete them one at a time.

[@hmac66]

I'm on OS 12.2.1. For tracking purposes (using Mailbutler), I'd like to send each member of a mac mail group an individual identical email without everyone else's email in the To or Cc field. Bcc doesn't work for this purpose as it doesn't allow tracking. Is this possible without having to create a separate email for each recipient? Thank you!

[@minor-co]

Hm, good question. The way tracking works is that a pixel is included in the email and when it's downloaded (when the message is opened), MailButler can track the IP/location of the person opening the message but it really doesn't know WHO is opening the message only that it was opened. I think for tracking to be really accurate, you would need to have a separate email per recipient.

[@hmac66]

@@minor-co Thanks for the reply, Paul. I believe you are correct. Separate emails are necessary to achieve accurate tracking.

[@neridabruyn4832]

A great helpful video. Thanks so much 🙏🏻

[@minor-co]

Thanks 👍

[@sedisvacantia8581]

Looks like Ventura is going to crush Mailbutler out of the market.

[@minor-co]

Ventura certainly does some of this, for sure.

[@maikaimakena9424]

Google has the ability to insert links does Apple mail do that??

[@minor-co]

Yes, you can insert links into an email. You can select the text and use Cmd + K to paste the link behind text.

[@maikaimakena9424]

Do you think it is possible to use Apple mail as your default mail app.

[@minor-co]

Yes, I do this right now and wouldn't use anything else

[@sengolethomas8362]

How do you do add mail butler extension?

[@minor-co]

Try this: help.mailbutler.io/help/how-do-i-download-and-install-mailbutler

[@germanferradas3787]

how do you make the mail app start when your computers turns on?

[@minor-co]

In your System Preferences, if you go to Users and the Login Items, you can add it to this list.

[@TammyMorrisInspiredImpact]

Thank you for some great tips! I'm embarrassed to say that I have only just now updated to Monterey, even skipping the last OS version 😳 In Mail, I am missing the handy Sort By button at the top of my list of emails in my inbox. I know I can go to View > Sort by, but it's much quicker to have the previous method of doing so. I haven't been able to discover the way to gain that quick functionality back. Any ideas? I'm sorry to say that my inbox is not as clean as yours, but I am working on it! For now, I need the Sort By feature to help me on a daily basis. Thanks for any tips you might have!

[@minor-co]

Sorry, I'm not sure which Sort By button you're referring to? I can't see one in my account either. Maybe they removed it in the latest OS.

[@chris-davey]

Yes, that is so annoying that they removed that sort button from mail a couple of years back. I set up "smart mailboxes" sorted by from and date then added them to the favourite bar in mail

[@Warrior4JesusChrist]

Is there a way to get a read receipt in iCloud mail?

[@minor-co]

Not unless you install a 3rd party mail tracker like MailButler.

[@soufyaneyakoubi9581]

how we can track messages on apple mail?

[@minor-co]

You mean track email opens? I do this with a plugin called MailButler.

[@lukasz.szarkowicz]

Nice hints. The one with creating folder for "read later" is little tricky, cause you created folder in iCloud account. In case you use multiple accounts (which you do), moving message from AccountB to read later will move it to iCloud mailbox, what is not desired. The only idea here would be to create folder on Mac, but it also has cons: message is not in your mailbox anymore, so if you use also other devices, it will disappear. Any better idea to solve it?

[@minor-co]

I haven't had any issues with it. By flagging the email I can simply get back to different emails from various accounts when needed.

[@fjm4440]

Most helpful; great job. Hope you can help with an issue I have. I like to save work EMLs, often with attachments, to project folders on my computer/iCloud. Used to be I could print/export the EML with an attachment as a pdf and read both on other devices. Now that export only saves the attachment as an icon that won’t open. It’s tedious to export an EML as a pdf and d/l then open and save the unconnected attachment. Can you recommend a setting or better workflow to keep the message and attachment readable outside of the mail app? From your video, I learned I could set up folders within mail for this. But I’d prefer to keep all related project material in one place, like the cloud allows. Thanks,

[@minor-co]

Hm, I'm not sure to be honest as I don't really export my mail. But if you google around, I have heard there are some good Mail exporting options that give you more control.

[@michaelmannion3894]

Great, this helps heaps!

[@minor-co]

Thanks Michael!

[@maikaimakena9424]

I’m struggling I’m always switching between Apple mail and gmail but hate all the redundant apps I just want to focus on one. What is the game changer reason you use Apple Mail

[@minor-co]

Because I'm a heavy Apple user (Mac, iPhone, iPad) this is the main reason I choose to use Apple Notes. In class Apple fashion, 'It just works'

[@jaimeentrivedi938]

How do I take old mail back up of apple mail to gmail? Pls. note that old mail which I am asking here is not having any active email id. I know one way to do it by dragging & dropping but I have somewhat 17000 email so it will be too much time consuming & tedious .... so it there any alternate simple way to do this? Thanks !

[@minor-co]

Sorry, I'm not sure of the best way to do this I'm afraid.

[@Abdullah-zl9ub]

I use mac iPad and iPhone. I receive tons of emails per day. Im back to loving apple mail. However I’m torn between using folders, Smart Folders and flags. Which is the best of them. Sometimes if i move a mail to read later, i wont have time to check it back from all other incoming emails. My company uses Microsoft emails. Whats your thoughts on this.

[@minor-co]

Everyone is different. Personally I don't use any folders, only smart folders and occasionally flags if I need to take action on an email.

[@sydpao2224]

@16:58 I thought that settings rules in the Mail App (on Desktop or iOS) is also setting it on the server side… This means that the auto reply for example will not kick in if you’re travelling and have your Mac off?

[@minor-co]

Oh really? My understanding is that your Mac needs to be on for Mail rules to run.

[@micheleweiler9815]

I have an email thread with 10 conversations/emails within. When I print, the mail program 'indents' as it goes through the conversations until it is finally just printing a vertical line of text. Is there a setting or a way to prevent this other than printing each email as a PDF? I would like to hit the print button just once and get each email all aligned to the left. Thank you.

[@minor-co]

Sorry, I don't ever print emails so I'm not really sure if this is possible or not I'm afraid.

[@techtipsuk]

All mail clients have all inboxes. Apple mail handles attachments so poorly. In-line images etc just drives me crazy

[@minor-co]

I guess the point I was trying to make is that a lot of people use Gmail which would require you to switch between accounts rather than working from one inbox.

[@Abdullah-zl9ub]

Still using apple mail for all of your devices ?

[@minor-co]

Yes 👍

[@Abdullah-zl9ub]

@@minor-co Nice ! Why you haven’t thought of using else ? Do you get many emails usually per day ?

[@johnoppenheim5556]

I have an email folder for one of my signatures. I like to read all of my emails in the all inboxes folder. When I read them in this way, the folder with the signature still shows as unread. Is there a rule I can set that if it is read in the all inboxes, then mark as read in this one folder.

[@minor-co]

Sorry John, I don't think so I'm afraid as I can't see a 'Message is read' trigger in the rules.

[@lukehunnewell6730]

Solid tips. Much appreciated. I signed up for Mailbutler as well!

[@minor-co]

Thanks, glad I could help!

[@simonyen3020]

Hi I frequently got complaints from my windows-user or outlook-user colleagues when I send some attachments to them and they will receive a lot of untitled html files. Is there any way to resolve the problem. I have checked always send windows friendly and always put the attachments at the bottom. Thank you

[@minor-co]

Hm, that's odd. It sounds like you must be including HTML in your email somewhere. Are you doing something funny with your email signature maybe?

[@yoelfn]

How do I see all attachments as icons instead of showing in the body of the email? (when receiving, not sending)

[@minor-co]

Hm, I don't think you can change this to be honest.

[@johnprosser2142]

Any idea of how to stop an email as being marked as read when I have only clicked on that email????

[@minor-co]

I'm afraid not. I have this exact issue as well. It's just the way Apple Mail works I'm afraid.

[@KevinKrossing]

Hey Paul, I really appreciate your videos. Very useful. I’d like to use Apple mail vs. My gmail account. How do I forward email from gmail to Apple mail? I’m using an iPad so it seems I don’t have access to the email forward in Gmail. Any ideas would be helpful

[@minor-co]

Hi Kevin, you don't need to forward your Gmail to Apple Mail. You can simply add the Gmail account as one of your Mail accounts in your Mail settings.

[@overfortieshealth2775]

Good afternoon Paul Minors, Now, I found your video today Saturday 30th July 2022, after learning about how to utilise gmail in a greater way from another you tuber, I wanted to learn how to utilise my icloud email service a bit more better, & I clicked on your video, as the title jumped out at me, thought it would be good, and I was right, this was super helpful, the step by step process of how to use my icloud features and settings was great, the most I have used since I have got my Imac to be honest in 2018, so this was super good, & I know it will save me a ton of time too. Also, I like the flag option to make a key for oneself, I am a big labeller myself, so this will be very useful to me, I thank you for this video and the motivations you have given me to use my email service in a greater way going forward.

[@minor-co]

Glad I could help 😀

[@overfortieshealth2775]

@@minor-co :) Yeah....

[@jfpdc888]

Your instruction vids are so GOOD! Even after being a long time Mail user, I learned so much more from watching this vid! Thank YOU and all the BEST (with more great vids) in 2023

[@minor-co]

Thanks again Debra, glad I could help!

[@LM-xz1rc]

Thank you for all the wonderful tips! My inbox feels brand new now!

[@minor-co]

Glad I could help!

[@LenLMr]

Hi Paul, thanks for a very informative video. Can you advise, how can I Unsubscribe from some (IMAP) folders from my Yahoo email acct so that they don't (all) show up in Apple Mail on my Mac and take up additional space on my Mac storage ?

[@minor-co]

I know that with Gmail you can turn certain folders on/off to disable them from showing. But I'm not sure if Yahoo supports this?

[@LenLMr]

@@minor-co Going by what I can find from online resources, I believe in other (older) versions of Mail there was an option to "Unsubscribe" from certain IMAP folders but I can't see it in the current version. Do you have any suggestions ?

[@katieherndon5999]

Hi Paul...Is there a way to recover a Folder in Apple Mail. I accidentally deleted a folder from my inbox that had subfolders and I need to recover all the folders as I had emails within each folder I still need.

[@minor-co]

I found this article which recommends using Disk Drill: www.macgasm.net/data-recovery/recover-deleted-emails-mac/

[@valleyrealtyhomes]

How does one rebuild gmail when all folders are emptied?

[@minor-co]

Sorry Tom, I'm not sure what you're asking here. What do you mean by 'rebuild gmail'?

[@karenclarke5684]

Thank you - great video. Is there a way I can make a copy or back up mailboxes. I'm worried that one day I might delete one accidentally and I'm aware the emails do not automatically go to trash

[@minor-co]

Yes, you can export a Mailbox using this article: support.apple.com/en-nz/guide/mail/mlhlp1030/mac Alternatively, make sure you have Time Machine set up so that can be backup up your entire Mac.

[@kirthgersen8774]

Time stamps would be awesome in this. Thankyou

[@minor-co]

Thanks, I'll see what I can do next time.

[@alisonrayner6877]

Hi Paul Great video thank you! Hope you can help with an issue I have. When replying to an email I have a load of white space before the actual message I received, so I end up deleting all the white space before I compose my reply. Is there anything I can do to stop this. I've had clients say that they thought I hadn't sent anything as there was so much white space when they received and email from me! I'm on Monterey 12.5.1 incase this makes a difference as I didn't have this issue before. Thank you!

[@minor-co]

Hm, not sure what's going on but one thing it could be is your signature may have a lot of white space in it. Check this in your mail settings.

[@alisonrayner6877]

@@minor-co HI Paul thank you for getting back to me! I'll have a look and see if that does it! Thank you!

[@alisonrayner6877]

It worked! Thank you so much for the suggestion! 😊

[@popeye7683]

Nice video 🙂 - I have a problem to add business sign to my email - I have icon and graphics signature - any tips about that?

[@minor-co]

Sorry, I don't understand the question. Are you trying to create an email signature? If so, you can do this in your Mail preferences.

[@popeye7683]

@@minor-co I wanted to add a company signature where the layout and content were ready - no chance in easy way - but I already did it - each graphic element must be saved separately on the disk and pasted in the preferences / signature window. It is a bit of fun with it - maybe you can make a video with such instruction? Probably others will also be useful. The biggest problem for me I've encountered while doing this these were links to social media in emeil's footer.

[@Alekxs]

Apple Mail for me great app but one reaseon i dont like him its notification ... i mean not always send me email , i need push apple mail icon and refresh become i got him. in my iphone apple mail not allways send me notification . I like most apple product its apple music , podcast ,weather , safari browser but mail for me its terrible . Thank you for video

[@minor-co]

Do you mean you don't want to always receive notifications?

[@Alekxs]

@@minor-co yes

[@BretChilcott]

Excellent video. Thank you for sharing your knowledge.

[@minor-co]

Thanks Bret, glad I could help!

[@MalindaLowe_Universalsound]

Great video. Thanks Paul!

[@minor-co]

Thanks Malinda, glad I could help!

[@maikaimakena9424]

Do you think Apple Mail is as good as Gmail ? And Why

[@minor-co]

I think it comes down to personal preference. I prefer Apple Mail but I completely understand why people may prefer Gmail if they find it works better for them.

[@raoulwijnberg7621]

Hi mate, thanks useful video! Do you happen to know a way to only show people actual messages in email threads and hide all the pointless fluff like email signatures and empty space? I've downloaded mailbutler too but can't find that option anywhere.

[@minor-co]

I'm afraid not. I think what you're describing depends a little bit on how the person emailing you sends their email. I often receive messages where the entire thread of replies is included in the email and it's a real mess.

[@raoulwijnberg7621]

@@minor-co ah too bad, would be great if we could just switch to a WhatsApp kind of view, wouldn't it? Would you be open to doing some 1:1 consult? I feel like I'm using a lot of the same tools as you do, but aren't really getting the most out of them.

[@joseed9740]

Hi! Do you know how to undo an sent email?

[@minor-co]

You can't unsend an email I'm afraid.

[@maikaimakena9424]

Sometimes in mail I can’t open and attachment that were send and not sure why.

[@minor-co]

Weird. Have you downloaded the attachment before you try opening it?

[@maikaimakena9424]

@@minor-co I am gonna look through this process and make sure I am not missing any steps

[@vijivarghese9195]

Hi Paul, do you have a tip to add attachments as literally attachment to the email and not inline to the email body? By default apple mail seems to add it embedded inline to the email body. The options I saw online was to attach and then right click to select "view as icon" but after sending the recipient will still see the attachment inline to the email body in his inbox. Thanks!

[@minor-co]

No, unfortunately this is one of the annoying things I haven't been able to find a workaround for either.

[@vijivarghese9195]

@@minor-co Thank you for confirming. Atleast now I can stop being desperate to find a solution.

[@maikaimakena9424]

Paul is the MAN ❤

[@minor-co]

🙏

[@costaspappas3433]

Good stuff! Thank you!

[@minor-co]

Thanks 👍

[@lisekorsedahl3639]

love your videos!!

[@minor-co]

Thanks! 😀

[@Arsik0803]

Great video. Thanks! But my main question is: how to send the picture to my colleagues who are using outlook, especially as an attachment but not as a picture that shows inside of the letter? Maybe someone could help... wish to use the native mail app instead of outlook but some of my letters can be looked horrible...

[@minor-co]

After you add your image to the email, right-click on it and select 'View as icon'

[@Arsik0803]

@@minor-co ok, thanks, I'll try it. But can I flag it as the usual option for not using it all the time?

[@TommyAgriodimasStudio]

Great video thanks for the tips!!

[@minor-co]

You're welcome 😀

[@maikaimakena9424]

What are your thoughts on Gmail Vs Apple mail and why does Apple mail draw you in more?

[@minor-co]

I think it comes down to personal preference. I prefer Apple Mail for its simplicity and design. I'm also in the Apple ecosystem so it just makes sense to use it. But I completely understand why people may prefer Gmail if they find it works better for them.

[@jimbairdtimekeeper8117]

@@minor-co I added my Gmail accounts to Mac Mail and thought I was very clever until I realised all the Gmail subfolders (e.g. saved mail) are empty and I have to go back to viewing those accounts on the web to see that content. Do you know a way to fix this, Paul?

[@peterc2248]

@@jimbairdtimekeeper8117 I have the same issue. Did you find a solution?

[@navid123456s]

underrated video, excellent!😀

[@minor-co]

Thanks Navid!

[@breezy4_]

These tips have been extremely helpful. Thank you for this video! Great stuff.

[@minor-co]

Thanks, glad I could help Chris!

[@cjoth]

the way u explained things are really repetitive & disorganized.. it took me over 2 hours to watch this video fully... i don't mean to demoralize u though, but hope u can improve. i tried rly hard to watch the whole video though because i do want to learn & support you, but it was tough.. it felt like i wasted time

[@minor-co]

Sorry to hear that. I'll try harder.

[@Bmarker299]

Excellent as always. Love your postings and look forward to them. I use apple mail and was not aware of many of the attributes and shall look into the plugins for additional features. Truly admire your style and clear delivery.

[@minor-co]

Thanks, glad I could help 😀

[@Abdullah-zl9ub]

Hi why do you use apple mail over any other mail app? I feel spark is much better. Do you use apple mail on any other apple devices such as iPad and iPhone ? And do you think they are good ? Don’t you think your paying for mail butler although its free on other apps?

[@minor-co]

Yes, I use Apple Mail on the Mac and iPhone. For me, I like using it as I find it's the most reliable. Whereas I've had issues with other apps not being able to find email (although I've never tried Spark).