If you own a Mac and use email, then you know how important it is to keep track of your messages. Fortunately, there’s an easy way to do this: Mail. Mail is the built-in mail application that comes with macOS, and it’s designed to help you manage your email more efficiently. This tutorial will show you how to get started using Mail on your Mac so that you manage your email.
Instructions for adding an email account to Mail
Adding an email account to your Mac’s Mail app is a simple process that doesn’t take much time. To begin the process, navigate to the Mail application in the menu bar and choose the option “Add Account.” You’ll then need to select your email account provider, such as Google, iCloud or other. After selecting one, click “Continue” on the prompt window. From here you can input your email address and password at their respective fields in the window provided by your chosen provider. Once done, hit “Next” two times and you’ll be logged into the newly added mail account.
Once the process of logging into an email account is complete, you can instantly begin using Mail on your Mac for purposes like sending emails, organizing conversations, scheduling meetings, adding attachments and more. Simply click through all folders located at left side in Mail app to get yourself up and running quickly with this user-friendly application.
Manage your email notifications
Having access to emails at all times can be both a blessing and a curse. On one hand, being able to reply to urgent requests quickly can be a huge benefit, but on the other hand it can also distract you from staying focused and on task throughout the day. Thankfully, with Apple Mail, you have control over how often your email inbox checks for new messages on its own. Regularly receiving new emails from colleagues or clients can significantly enhance your productivity.
To adjust the frequency of your mail notifications in Apple Mail, begin by clicking the Mail icon located near the top of your screen. Then select Preferences from the drop-down menu and click General from the selection of tabs at the top of the pop-up screen that appears. Finally, choose an appropriate time interval from the Check for New Messages drop-down menu that best fits according to how urgently you want or need to respond to certain emails. With this simple setting change, you now have a much better sense of control over when and how often the notification will appear on your screen due to incoming emails.
Organize your emails in Mail on Mac with rules
The Mail app on Mac includes a powerful tool called Rules that helps you manage incoming emails more efficiently. It allows you to set up rules that automate tasks such as replying to messages, deleting them or moving them from your inbox to other mailboxes. Rules can also be used for more specific tasks such as highlighting incoming emails from a certain person, deleting all emails with a certain subject line, or moving emails containing certain words into another folder.
Here you can view existing rules or create your own. You can view an example of how a rule works by clicking Edit while viewing one of the provided rules in the list. When done viewing examples, simply click Cancel and your rule will close. With Rules, managing email is much simpler and faster than manually managing each message.
Mail organization instructions
Navigating messages in Mail is a simple process. After configuring all of your email accounts, you can efficiently manage your emails using the “All Inboxes” feature. You can also easily switch to a specific account’s inbox via the Mailboxes menu.
When looking through emails in the Inbox window, there are two options for navigation: scrolling or utilizing the Up and Down Arrow keys. If you need more info on an email, simply select it and read it—you’ll be able to see information on who sent it, when, and more. Additionally, Mail automatically checks for new messages but you can always manually check yourself any time by tapping on the envelope icon at the top of the app. With these tools, managing and reading emails from multiple accounts has never been easier with Apple’s Mail app. You can check all your email accounts quickly with just a few clicks or taps!
Instructions for composing and sending a new email in the Mail application
Composing a new email in Mail on a Mac is simple and can be done in several ways. You can then add names to the “To” and “CC” fields, as well as use the bulleted lines icon to add recipients via Bcc Address Field if desired. It is important to include something in the Subject box prior to sending an email as leaving it blank can make it more likely for your mail to go unnoticed.
After completing required information for the new message, users may write their email using plain text or rich text format. The body of an email is composed using either plain text (black font) or rich text format (comprising fonts of various sizes, colors and styles). Additionally, by highlighting some words while writing emails one can bold specific phrases or italicize them relatively easily if needed. Be sure to review your message before hitting “Send”; typos and incorrect addresses are its gravest enemies!
Replying and Forwarding Mail Messages
Replying to mail messages is a great way to quickly communicate with other users. With Mail, it takes only two clicks or key strokes to send a response. After clicking this icon, choose either Reply or Reply All from the menu bar. Alternatively, click Command + R or Shift + Command + R if you are using a Mac computer. Once selected, type and send your message in the related window, as you would with any new email.
Forwarding an email is also simple using Mail. Note that when forwarding an email message, the original content will remain so it’s important to modify your message accordingly if needed before sending it off. The process is slightly different on a Mac computer; simply hit Shift + Command + F instead of selecting Forward from the menu options. Your typed message appears in a new window and can be sent just like any new mail message created within Mail itself.
A guide on creating rules in Mail
Creating custom rules in Mail is a great way to streamline your email experience. You can specify conditions such as sender or subject, then define an action for the rule, including moving incoming messages to a folder of your choice. These Rules can be used to automatically sort emails based on their content, helping you keep organized without having to manually do so.
If you prefer using Mac’s web version, iCloud.com offers the same functionality. Log into your account, open Mail online and look for the gear icon located at the bottom left of the browser window. Once tapped, you’ll see a Rules item which can be selected to setup similar actions like those mentioned above.. Setting up Rules will make managing emails much easier; they not only reduce clutter but also allow quick access to important emails when needed.
Limitations of Mail
Mail is a useful tool that has many advantages. It can save time by organizing emails and keeping them on one device or across several devices to sync. However, there are limitations to what Mail can do and how far it can go.
Mac Mail lacks power when it comes to automating tasks. While Apple Script and Automator provide tailor-made functions for Mac users, people with tight deadlines may not have the time or resources to implement these techniques. Additionally, Mail rules cannot be synced across different Mac devices or from Macs to iOS devices unless stored in iCloud; the user interface across this range of products is also inconsistent, making it difficult for users to adjust easily. Moreover, Siri’s limited capabilities make it harder for users to deploy complex solutions like creating mailboxes, sorting mails into folders, or assigning colors in email threads. These restrictions make Mail feel deficient in comparison with its competitors who provide more powerful automated tools while embracing modern technologies such as AI and machine learning.
Alternatives to Mail
Outlook is one of the most widely used alternatives to Mail. Built by Microsoft, it offers a powerful toolset and a plethora of features covering the whole gamut of enterprise user needs. It allows users to access their calendar, task list, and even encrypt data stored within its confines. As an added bonus, it has several third-party add-ons that further boost its use as well.
Another widely popular alternative is Spark. It brings a sleek interface along with useful tools such as a smart inbox for organizing emails into various categories and integration with applications such as OmniFocus for tasks management. It also enables users to write messages in advance and set reminders so they can be sent at the right time. Additionally, AirMail is another great choice which boasts features like Snooze function, privacy mode, and support for third-party integrations including apps such as Notes, Dropbox & Evernote.