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How to organize your Apple Mail inbox & other Apple Mail tricks

If you just like me get tons of emails every day, you're probably spending hours sifting through them all. Keeping your Inbox organized can be a tough job. But the Mail app gives you a simple way to manage all your emails in one place. It’s generally fast, powerful & very easy to set up.

Today, let’s talk about how to organize your emails in Apple Mail. I will also share some helpful tips on how to delete attachments, speed up the app, and make the most out of it by using shortcuts. All that will help you stay on top of your emails.


Review the accounts connected to your Mail app

So, here’s how you can organize your Mail inbox. Before we start, I recommend reviewing all the accounts connected to your Mail app. Determine which ones are still needed. If any account is no longer required,  then remove it.

  • Just launch > the Mail app
  • Click Mail in the menu bar and > select Accounts.
  • Choose the one that’s no longer required and click the delete icon.

How to organize your Apple Mail inbox & other Apple Mail tricks

Now, let's turn to mailboxes. Actually, these are folders that help you store and organize your emails for any of the accounts you’ve set up.


How to organize your mail

Having well-organized mailboxes will save you a lot of time. 
Here’s how you can create a new one.

  • Open the app, click Mailbox in the menu bar, and choose New Mailbox.
  • In the pop-up window, pick the location from the drop-down menu.

How to organize your Apple Mail inbox & other Apple Mail tricks


  • You can opt for your email service, like iCloud or Gmail. Or choose the On My Mac option to access your mailbox only on your computer.
  • Lastly, name it and click OK.

How to organize your Apple Mail inbox & other Apple Mail tricks

Done!
  • Once you created the folders, it's time to sort your emails.
  • To move an email from your Inbox to a mailbox, drag and drop it in the sidebar.

How to organize your Apple Mail inbox & other Apple Mail tricks

  • To delete an email, select it, then click the Delete button.

How to organize your Apple Mail inbox & other Apple Mail tricks

Super simple!


Set up Smart Mailboxes

With Mail, you can also create Smart Mailboxes that collect emails from other folders based on customized settings. Smart Mailboxes work in the same way as Smart Playlist in iTunes. You just need to set specific criteria, and all emails you receive will be automatically sorted. For example, you want to have a folder for Amazon emails only. No problem!

Simply set up a Smart Mailbox for Amazon to keep track of any order you place. Let's see how to do that.

  • Click Mailboxes in the menu bar and choose New Smart Mailbox.
  • Define the criteria.
  • You can sort emails by its sender, subject, priority, and more.
  • Click the plus button to add any new condition.
  • Once done, hit OK.

How to organize your Apple Mail inbox & other Apple Mail tricks

Congratulations! Your first Smart Mailbox is created. Now that you know how to organize your Inbox, let’s see how to optimize local Mail data.


How to remove mail attachments

Attachments in Mail can occupy gigabytes on your Mac. here is the solution: delete those you no longer need. If you want to free up space used by Mail with ease, delete attachments in bulk with CleanMyMac X. This junk cleaner has a feature specially designed to remove Mail attachments.

  • First, download CleanMyMac X.
  • Launch the app and go to the Mail Attachments tab.
  • Hit Scan to fire up the scanning process.
  • Once done, press Clean to remove all attachments at once.
  • If you want to look over them before deletion, press Review Details and scroll through the list.

How to organize your Apple Mail inbox & other Apple Mail tricks
  • Uncheck the box next to anyone you want to keep.
How to organize your Apple Mail inbox & other Apple Mail tricks
CleanMyMac X can also delete attachments from third-party email clients, like Outlook and Spark. Additionally, you can use it to scan your Mac for other junk files and malware threats. All that in a few clicks.


How to remove mail attachments

If you prefer to get rid of attachments manually, here are a few steps to follow.

  • In the Mail, find the message with the attachment you want to remove.
  • If you’re having trouble finding such emails, you can head to the View menu and then select the Sort by attachments option.

How to organize your Apple Mail inbox & other Apple Mail tricks
  • When you choose the message, head over to the Message menu, and click Remove attachment.
How to organize your Apple Mail inbox & other Apple Mail tricks

  • Repeat these steps many times when needed.
  • You can remove attachments from multiple messages at a time by shift-clicking each message to select them, then choosing Message, and, finally, Remove Attachments.
  • If you want to remove not only attachments but the messages as well, you can select all the emails that contain attachments in one go and delete them.
As you can see, manual removal is a tedious and time-consuming process.


Use shortcuts

I have a few more helpful tips for you. Using shortcuts is always a good idea. Here are the five most common shortcuts that can help you fire up your productivity and save at least ten minutes a day!

⌘ + N creates a new email
⌘ + R replies to the email
⌘ + Shift + F forwards the email
⌘ + Control + A archives the email
⌘ + , (comma) opens Preferences

All these key combinations get into the habit of using them, especially if you have to deal with tons of emails every day. Are there any shortcuts you use daily? Share your favorites in the comments. Finally, it’s time for the last tip for today.


Speed up Mail with CleanMyMac X

One of the best Mail speed-up hacks is to reindex the base. While freeing up storage space will generally help the app load faster, reindexing will considerably improve inbox performance and search speed. Sounds difficult? Here’s when CleanMyMac X comes in handy again. To make your Mail app run smoother,
  • Open CleanMyMac X and go to the Maintenance tab.
  • Select Speed Up Mail and click Run to let the app do the job.

How to organize your Apple Mail inbox & other Apple Mail tricks

As simple as that! That’s all for today! Hope these tips and tricks will help you become an advanced Mail user. Have anything to add? Tell me in the comments how you organize your email routine. 

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