10 Ways To Customize Mac Mail

Mail is one of the most customizable apps that comes with macOS. You can change how you view your list of email, access mailboxes, read messages and much more.

Comments: 22 Responses to “10 Ways To Customize Mac Mail”

    Russ Winkler
    4 days ago

    I have a section in the sidebar titled, “On My Mac”. What is this for?

    4 days ago

    Russ: It is for messages stored on your Mac and not on any server. You can create mailboxes there to move messages to and have them only stored on that one device. I don’t recommend using it, but maybe for drafts.

    Jesper Vogelius
    3 days ago

    Hi Gary,
    Is it possible to “merge” mailboxes under favourites like e.g. inboxes?

    I would like to move some boxes from all my accounts to favourites but only want to see one that I can expand if needed.

    thanks in advance

    3 days ago

    Jesper: Merging mailboxes would mean copying all of the messages from one mailbox to another and deleting the empty one. There’s no way to merge a mailbox but only in Favorites as Favorites just shows your normal mailboxes. You could create a Smart Mailbox with conditions that specified any email in both. Not sure how well that would work but try it and see.

    Norm Probst
    3 days ago

    I send and receive message for personal and trustee business under the same Yahoo account. I have been saving many of my email for trustee business in folders by year under the Yahoo account name because I often need to look back for messages. I also would like to transfer the correspondence to my successor eventually. What is best way to move this correspondence in these folders to my Mac in way that I could give them to someone?

    3 days ago

    Norm: “Best” is subjective. But maybe in this case use multiple methods. Why not? Export them as .eml files. Then also export them as PDFs. Give both. See https://macmost.com/better-ways-to-organize-important-email-messages-on-your-mac.html for ideas.

    Brian Edmond
    3 days ago

    I have three mailbox accounts but when I receive mail addressed to one account it is deposited in the wrong account? e,g, my bus emails go to my Gmail acc?

    3 days ago

    Brian: Not sure what you are seeing. Incoming email isn’t “deposited” anywhere, you are just viewing the different mailboxes. So when you select JUST one account’s inbox, you would be viewing just the messages in that account’s inbox.

    Sue Herrmann
    3 days ago

    Hi Gary, I enjoy the All Inboxes displaying all the emails from my three different email accounts. I have created Smart Mailboxes to collect my most read emails. However, now I have two copies of those emails, one in All Inboxes, and one in the Smart Mailbox. If I delete one from All Inboxes, it also deletes it in the Smart Mailbox and vice versa. I was hoping the Smart Mailbox would file the email out of site.

    3 days ago

    Sue: You don’t have two copies. A Smart Mailbox is just a different way to look at your messages. Think of it like a playlist in Music/iTunes or an album in Photos. The message is there once, but you have different ways of grouping them now.

    nick
    3 days ago

    hi Gary, how should Archive be used? I like to save important emails in the native Mail format in specific folders I created in Finder, but always wondered if there are advantages in using Archive. thx

    3 days ago

    nick: It is all a matter of personal preference. Plus, no reason you can’t do both. The advantage to saving everything in your Archive like I do is there is one place to search. I don’t have to think about whether an email I’m looking for was important enough to be in one place or the other. Everything is in Archive so I search there.

    nick
    3 days ago

    Gary: I like the idea of having al email in one place. I have 3 email accounts, if I archive emails, will they go into each account Archive? Also, does the search within an Archive look at all text within the emails? I’m just trying to anticipate what the search terms might be. Thanks for taking the follow up question :)

    3 days ago

    nick: When you archive an email, it goes to the archive for its account. Search should look at all text, but it really depends on the email service. The Mail app just asks the service for results.

    Braden Minaker
    3 days ago

    My favorite customization is to turn on “view favorites bar” and then I can maximize my screen space by minimizing the mailboxes. With this I can put any folders that I would need to go into, or you can even drag a message to one of those favorites right in the bar. I love it since I keep my folders pretty simple.

    Petri
    2 days ago

    When you group related messages it show you all the conversations that took place with the newest at the bottom. Is there a setting to switch this around and put the latest at the top?

    Petri
    2 days ago

    Garry I got the box to tick for that

    David Wright
    2 days ago

    I use Rules to pre-sort my emails for things like Priority; News Letters; Family; etc. and move them to an appropriate folder. Would it be better, or more efficient, to use Smart Mailboxes instead of the Rules feature?

    2 days ago

    David: Up to you. Just two different ways to do it. I don’t use rules or multiple mailboxes as I don’t want to create complexity that isn’t needed. I find searching my archive is all I need. But Smart Mailboxes are just searches that are easy to access, so in a way that’s not far from how I do it.

    Sue Herrmann
    22 hours ago

    After expanding my Mail window to full screen, when I double click on an email to open it, or create a new email, it doesn’t go to split screen. A new, smaller window opens on top of my Mail window. The split screen would help in responding. Is there another way to do it? I have the latest update to Big Sur on a MacBook Pro.

    22 hours ago

    Sue: Perhaps you turned this off? Look in Mail, Preferences, General for “Prefer opening messages in split view when in full screen.”

    Sue Herrmann
    22 hours ago

    That was it! Thank you. I never turned it off. Apparently it had not been checked when updated.

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