Dear all, welcome to this video! Let's see in a short time how to use Apple
Mail to manage and send emails with your Mac!
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Apple Mail is a built-in App inside MacOS used to manage, send and receive
emails all in one place, without accessing to multiple websites for each
email account you have. It also includes editing tools for attachments and
powerful rules against spam and phishing activities.
At first Apple Mail does not connect to any email account. To add any go to
Mail above and then to Add Account.... Apple Mail is able to connect to
several email providers automatically, including iCloud, Exchange as
hotmail, Google as gmail and many others such as Yahoo and Aol. For these
accounts it is sufficient to log in once, typing the email account and
its password.
Then Apple Mail will retrieve all server information needed on its own.
On other email providers you have to specify Account Type and server
addresses that can be found on their official websites.
Check out our video description to find useful information on how to
include these email accounts.
Apple Mail lists all these email accounts on the left side with their own
folders and starts syncing with each of these, downloading all the emails
and attachments from each server. Once done, you can finally use Mail to
send and reply to all your emails without logging in every time.
The main interface is divided in three main sections, from the left side to
the right. From the Mailboxes panel on the left you can select any email
account or any of its folders inside to check their content. These can also
show any number indicating the number of unread emails inside or a zap icon
if these are offline. You can synchronize with the email servers anytime by
using the first button in the top left corner.
On top the Mailboxes section collects the main folders shared among all the
email accounts connected, such as Inbox for all the emails received and
Sent for the ones you have sent.
You can also create your own folders by using the plus button on the right,
specifying where to save it on Location and its Name. At this point you can
drag and drop any email from the central column to such folder to store it.
In addition you can define Smart Mailboxes to create special folders
collecting just the emails following specific rules, very useful to avoid
spam and junk emails. When clicking on the plus button next to Smart
Mailboxes, specify the name for such folder and, below, each single rule
per row that must be respected, defining the sender as From, any Subject
or the email status. Above select all to follow all the rules together or
any to have only one rule respected to get the email moved in such
Smart Mailbox.
The central column shows all the emails inside the selected folder from the
left, sorted by date and hour. On top you can change their order by
subject, senders or attachment presence and also see just the unread
emails, which have a blue marker on the left side.
Each email shows the sender name in bold, its subject and then a short
preview of their content. On the right you can check the reception date and
hour and the email account that received the email. On the left the email
can get other icons indicating if it has been forwarded or it has
attachments.
If you do not find any email you can use the Search tab on the right, which
gives useful suggestions on several categories. You can also search for
all the emails from the same sender name typing 'From' plus name or all the
ones sent to the same recipient with 'To' plus name.
To write a new email use the second button in the top left corner. On 'To'
specify the recipients, typing directly or using the plus button on the
right to search from your saved contacts list. On 'Cc' you can put people
in copy and inside 'From' set the email account to use to send the email,
adding any title for such email on 'Subject'.
From the button on top you can show other useful fields, such as 'Bcc' to
put people in copy but not shown to the recipients and 'Reply To' to define
another email address collecting all the replies from the recipients. On
Priority Field set the email importance.
Once the header above is set, type the email content at the bottom. You can
drop special characters by holding down any key and change the text format,
style, color or add any list by using the A button on top.
Use Emoji & Symbols to apply social emojis and the attachment button to
include any file within your email. These appear with their name and size
and can be removed with the Backspace key, as you do with the text content.
When adding or receiving images and pdf documents as attachments these get
open on the email directly. You can also edit and draw on these by hovering
over these and going to Markup. Here you can drop freehand sketches,
regular shapes and arrows, pieces of text and even signatures from the
trackpad. Each of these elements can be edited in line width, stroke and
fill color and also in font family and style. Click on Done to apply.
Right below the Subject you can check the Message Size and change the Image
Size if you need.
In the top right corner you can take photos and make sketches from any
iPhone or iPad connected to your Mac. This way you can directly attach
these to your email in no time.
To send the current email use the Send button. If you are not ready yet,
you can close the window and go to Save to move the email to the Draft
folder, in order to check and send it later.
To read any email content just select it from the center and check on the
right side. You can also double-click on it to open it on a new window.
Attached images and pdf files get open on the email but you can also
download these by hovering over the attachment icon and going to Save All.
On top you have several buttons to manage the selected email. Use Archive
to store the email inside the Archive folder; use Delete or Junk to move
the email to the Bin or the Junk folder, using CMD+Z to undo this action.
Then click on Reply to reply to the sender of the email; Reply to all to
reply to both the sender and all the people in copy and Forward to send the
email to different people not present in To or Cc fields. You can also flag
the email to mark it and add it to the Flagged folder.
Whereas to move the email from the current folder to another one you can
either use Move To... above or drag and drop it on another folder on the
left.
With Apple Mail can save your contacts list not to remember email addresses
every time. Next to any email address click on the small arrow and go to
Add to Contacts. This way you do not have to type this email address
entirely, using the suggestions from Apple Mail or finding the address
inside the Contacts list.
You can choose Block Contact to block the email address. This restriction
can be managed anytime from the Junk Mail section inside Preferences.
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