if you use apple mail whether it's on
your mac iphone or ipad then this is the
class for you today i'm going to teach
you my top five apple mail tricks and if
you saw the version of this video that i
made several years ago trust me this
one's better and who knows i might even
throw in a few extras at the end so be
sure to watch the whole video that's
coming up next on tech talk america
you're like most people cleaning up your
email inbox is probably right up there
with attending your kids parent teacher
conference or going to the dmv i get it
hopefully these next five tricks will
elevate that experience to pta meeting
hey it's an improvement do me one quick
favor before we begin take a look at how
many messages you currently have in your
inbox and let me know what that number
is down below in the comments section my
guess is by the time you're done
watching this video and applying the
tricks that i'm about to teach you that
number is going to drop dramatically i'd
like to start by teaching you two
straightforward tricks that are perfect
for anyone who has an ungodly amount of
email in their inbox so
most of you at number five i suggest
that you use the column view to help
clean out old emails based on who
they're from by date and more to access
this view setting click into the view
menu and select use column layout now
let's change the sort order to display
messages based on who they're from
what's great about this view is it makes
it really easy to select large groups of
messages that are all from the same
business or person and then deal with
them accordingly which usually means
deleting tip number four is for any of
you out there who qualify as e-hoarders
aka anyone with a legit fear of deleting
old emails
you know who you are instead you can
move your emails into a mailbox and then
export it out of apple mail think of
this as the digital equivalent of
renting the storage unit it keeps the
data safe but at least it gets it out of
the house so you can move
to create a new mailbox go into the
mailbox menu at the top menu bar and
then select new mailbox when it asks you
for the location change it to on my mac
i would recommend that you create one
mailbox for every year of email if you
try to put too much into one it can
create some problems because this is a
demo account i'm just going to create
one for everything that's over a year
old
now i can select all the messages that
fit into that time frame and drag and
drop them into my newly created mailbox
one of the things that's important to be
careful about during this next step is
you don't want to rush your computer
especially if you have a lot of messages
that you're moving so to understand when
your computer is done moving those
messages into the mailbox click into the
window menu and then click on activity
as you can see here mine did it in
pretty much two seconds but i wasn't
moving a lot of messages yours may take
longer don't move on to the next step
until it's done
by the way the shortcut for the activity
window is command option zero let's now
export that mailbox out of apple mail by
going back to the mailbox menu and click
on export mailbox for this demo i'm
going to save it to the desktop but if
you're doing this for yourself you'd
probably want to save it to an external
hard drive a flash drive or some sort of
cloud service i'm now going to delete
those messages out of apple mail and
let's say a year or two goes by and
suddenly i need to access those messages
all i need to do is go to file click on
import mailbox and then when it asks you
this question just go with the apple
mail option then after a few seconds it
imports my data and i can find all of
those messages here in the sidebar
at number three i want to turn you on to
a handy app that works really well with
apple mail on both mac os and ios the
name of the app is paste this app is
perfect for anyone who frequently uses
copy and paste between devices how many
times do you need to access something
that you copied to the clipboard in the
recent past such as an hour ago
yesterday or last week
paste unlocks your clipboard history so
you can see everything that you copied
on all of your devices and syncs your
data through icloud heads up paste is a
subscription service but it's only 15 a
year for the personal plan so i feel
like it's pretty reasonable trust me if
you use copy and paste in your normal
daily workflow it's worth checking out
at number two i've got a great solution
to give your email signature a much
needed makeover you know those really
slick professional-looking signatures
that you often see in emails from people
who work at large corporations well you
can create your own signature for free
at signaturehound.com
first set up a free account which is
only necessary so that you can install
the same signature on each device they
have a few different templates that you
can choose from and it's really easy to
add things like your photo or logo links
to social media accounts and even a
custom legal disclaimer
one of the things that most people
struggle with is an overwhelming amount
of junk mail that's why my number one
tip is that you do two things consider
creating a new at icloud.com email
address and at the same time take
advantage of the new hide my email
feature that way when you do get on
mailing lists in the future you can
totally shut down access to the address
they have on file and if they sell your
info that gets blocked too to create an
icloud.com email address if you're on a
mac just go into system preferences and
click on apple id if you're on ios go
into settings tap on your name at the
top and then tap on icloud now all you
need to do is turn on icloud mail and it
will walk you through the process of
creating a new email address
you will of course want to give that
email address to your legit friends in
business contacts but when it comes to
companies and online accounts here's
what to do let's say i'm browsing around
on the web and i find something that i
want to purchase instead of providing my
real email address i'm going to go back
to the hide my email settings and create
an alias instead of going to settings
tapping on my name and then tapping into
icloud you can save yourself a step by
using siri just say hey siri show me
icloud settings
now i'll tap into hide my email and tap
create a new address
as you can see here it has created a
totally random email address that i can
copy into the clipboard and submit in
lieu of the real address i'm going to
type the name of the associated business
into the label section just so i can
remember where i used this alias
if this company emails the address i
just provided it will forward it to my
real email but i can shut down that
ability at any time so let's say a few
weeks from now they start emailing me
daily all i have to do is come back here
to the hide my email settings tap on my
card for this business and then tap on
deactivate email address let's explore a
different scenario let's say that this
business sells my email address to a
marketing company if they had my real
email address i would have no way to be
able to block those additional junk
messages from coming in but because
they're pointing to an alias when i
deactivate this account it would block
all of those other senders as well this
is an example of how to use hide my
email when creating a new account but in
the future you might want to consider
updating some of your other online
accounts and reference hide my email
addresses like i said junk mail is
really hard to stop but by training
yourself to not give out your real email
address and only hand out aliases this
will dramatically cut down on the amount
of junk you receive hey you remember how
i told you this was going to be a top 5
video well guess what i have two more
additional tricks that i want to share
with you right after this quick
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on the entire website okay ready for oop
hit my mic okay ready for a few bonus
tricks here we go
if you use email for business you might
want to check out a plugin for apple
mail called mail butler this integrates
right into apple mail and adds several
advanced features for example the
ability to schedule an email to be sent
at a later date and time and you can
even get a notification when the person
receiving the message actually opens it
mailbutler has free and paid options and
the features that i just told you about
are both included in the free version if
you want to check out mail butler visit
mailbutler.org
okay before we go i have one last really
simple trick this is not a new feature
by any means but if you didn't know
about this setting it's probably driving
you back
crazy have you ever noticed that even if
you turn off notifications for apple
mail via the notifications panel in
system preferences it still makes this
sound every time you get a new email
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super annoying right
we got the idea all you have to do to
stop it is go into apple mail's
preferences click into the general tab
and turn this setting to none
please take a quick moment to hit that
like button leave me a little comment
down below and if you haven't already
done so be sure to subscribe to my
youtube channel thank you so much for
watching everyone this is david a cox
with tech talk america
class dismissed
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