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Customizing the Mac Mail View


From:

Monday Productivity Pointers

with Jess Stratton and Garrick Chow and Nick Brazzi

Video: Customizing the Mac Mail View

Hi there, I'm Jess Stratton and welcome to Monday Productivity Pointers. This week on Monday Productivity, I'm talking all about the native Mac mail client. Now, there's lots of other mail apps you can use out there. I'm going to try to give you some incentive to use the fully integrated, free, and built in Mac mail app. Now in this video, I'm going to show you ways that you can customize the view and get it all set up to work just the way you want it to. I've got my Mac mail client open on my computer.
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  1. 34m 18s
    1. Setting up an automatic login for Windows and Mac NEW
      9m 45s
    2. 1m 11s
      1. Welcome back to Monday Productivity Pointers!
        1m 11s
    3. 16m 55s
      1. The Pomodoro technique
        6m 31s
      2. Using accessibility tools to enhance productivity on Mac and Windows
        7m 36s
      3. Designating a Facebook heir
        2m 48s
    4. 17m 32s
      1. Using an Amazon filler app to qualify for free shipping
        2m 11s
      2. Using the free version of GoToMeeting
        3m 35s
      3. Creating mind maps
        6m 23s
      4. Working with a touch app on a Windows 8 desktop PC
        5m 23s
    5. 10h 56m
      1. Running a group meeting with coworkers
        7m 19s
      2. Recording and marketing chat on air
        8m 30s
      3. Creating a quick presentation
        5m 37s
      4. Presenting from an iPad or computer
        3m 36s
      5. Migrating your accounts to Mint.com
        9m 55s
      6. Setting budgets and goals
        7m 4s
      7. Collaborating on team documents
        5m 53s
      8. Creating an online photo gallery
        4m 58s
      9. Kickstarter: Setting up your project
        10m 41s
      10. Driving traffic to your project
        5m 48s
      11. Conducting a voice call with a virtual team
        6m 40s
      12. Adding video and chat notifications
        4m 7s
      13. Accepting a payment with Square
        4m 35s
      14. Using the Square Wallet
        2m 32s
      15. Setting up shop on Etsy
        6m 31s
      16. Tracking your Etsy sales with Shop Stats
        4m 9s
      17. Raising your Klout score
        7m 3s
      18. Earning Klout perks
        4m 55s
      19. Skydrive: Collaborating on team documents
        4m 56s
      20. Skydrive: Accessing files on the go
        2m 57s
      21. Setting up Google alerts to track your data
        5m 5s
      22. Removing a page from the Google search index
        4m 42s
      23. Browsing privately in public
        4m 38s
      24. Cleaning up your session before logging out
        5m 8s
      25. Troubleshooting a remote computer with TeamViewer
        3m 42s
      26. Taking screenshots from a PC
        4m 12s
      27. Taking screenshots from a Mac
        3m 36s
      28. Setting up Find My iPhone
        3m 36s
      29. Using iCloud to find an iPhone
        3m 49s
      30. Sampling color from the screen
        5m 27s
      31. Using ColourLovers.com for inspiration
        3m 22s
      32. Get an audio clip onto YouTube using iPhoto
        5m 49s
      33. Creating playlists and customizing your YouTube channel
        5m 41s
      34. Record your screen using QuickTime
        3m 14s
      35. Record your screen using CamStudio
        2m 34s
      36. Using Tempo Smart Calendar when you are going to be late
        3m 9s
      37. Using Twist to let your customers know where you are
        3m 38s
      38. Using Wunderlist to track multiple projects
        9m 0s
      39. Use the Wunderlist browser extension to create tasks on the web
        5m 46s
      40. Using Smart Mailboxes with Mac Mail
        6m 52s
      41. Customizing the Mac Mail View
        7m 13s
      42. What's a firewall?
        7m 36s
      43. What is the Cloud?
        4m 42s
      44. Creating your own recipe with IFTTT
        7m 19s
      45. Browsing existing recipes with IFTTT
        5m 7s
      46. Installing the Feedly browser extension
        6m 34s
      47. Customizing Feedly
        6m 53s
      48. Understanding the basics of Twitter
        9m 9s
      49. Using Tweetdeck to handle multiple accounts
        9m 14s
      50. Working with URL Shorteners
        5m 45s
      51. Using bit.ly
        8m 31s
      52. Creating Quick Parts to re-use text
        6m 19s
      53. Moving your Autotext to a new computer
        6m 7s
      54. Shutting off access to social networks
        6m 18s
      55. Hiding taskbars
        2m 36s
      56. Exploring the iOS 7 Update
        10m 7s
      57. Running a productive online meeting
        3m 44s
      58. Getting meeting minutes faster
        6m 47s
      59. TextExpander for Mac
        7m 6s
      60. Breevy for Windows
        3m 44s
      61. Using Smart Folders on a Mac
        5m 52s
      62. Using Windows Libraries
        4m 25s
      63. Finding large attachments in your email apps
        5m 13s
      64. Use Ninite to install all your PC apps at once
        3m 30s
      65. Use Get Mac Apps to install your Mac apps at once
        2m 56s
      66. Creating a disposable email address with Guerrilla mail
        4m 7s
      67. Creating an email address that lasts only 10 minutes
        3m 16s
      68. Finding and adding local vendors to enhance your iOS reminders
        3m 45s
      69. Adding geofencing to Find My Friends
        3m 20s
      70. Turning a Word document contract into a PDF
        4m 1s
      71. Turning a PowerPoint presentation into a PDF
        4m 10s
      72. Resetting browser site passwords
        7m 11s
      73. Disabling toolbars, resizing screens, and accidentally closed tabs
        7m 42s
      74. Identifying your wifi's weakest link
        7m 59s
      75. Setting up dual band speed on your router
        7m 36s
      76. Add your social media activity to your website
        8m 54s
      77. Using WordPress mobile to update on the go
        4m 48s
      78. Matching the header row on your spreadsheet files
        8m 20s
      79. Using a formula to merge first and last name columns
        5m 58s
      80. Using JoliDrive to browse cloud app data
        5m 11s
      81. Using JoliDrive on an iPad
        4m 31s
      82. Finding deals on eBay using misspelled listings
        4m 18s
      83. Searching for promotional and coupon codes online
        5m 52s
      84. Sending real postcards from your computer with Postagram
        4m 25s
      85. Using Postagram to send a real postcard from your smartphone
        3m 55s
      86. Getting to Inbox Zero
        11m 4s
      87. Using existing GMail labels with Mailbox
        3m 19s
      88. Adding 2-step authentication
        3m 39s
      89. Enabling in-app PIN codes
        3m 31s
      90. Accessing your digital movies
        5m 20s
      91. Copying movies onto a device
        3m 25s
      92. Using Genius Scan to scan your documents
        3m 34s
      93. Sending your scans
        2m 41s
      94. Using Acrobat to ink sign a PDF
        4m 49s
      95. Writing a letter of recommendation
        7m 49s
      96. Constructing a successful press release
        4m 48s
      97. Troubleshooting wireless security
        4m 48s
      98. Writing a claim letter
        5m 22s
      99. The best reasons to try online chat customer service
        5m 9s
      100. How to do a firmware update
        6m 34s
      101. Siri, your iPhone assistant
        4m 48s
      102. Writing an email that gets read
        4m 51s
      103. Writing an email that requires action
        2m 54s
      104. Your Blu-ray questions answered
        3m 50s
      105. Using LittleBit to photograph your goal progress
        3m 9s
      106. Exporting WordPress blog entries
        3m 28s
      107. Understanding how Office 365 works
        5m 9s
      108. Using Waze for crowdsourced GPS
        2m 58s
      109. Downloading your Facebook timeline
        3m 10s
      110. Scheduling email with Boomerang
        4m 24s
      111. Google Labs for Calendar
        2m 58s
      112. Finding missing songs in iTunes on your iPhone
        2m 10s
      113. Requesting your Twitter archive
        2m 59s
      114. Using Doodle for easy group scheduling
        4m 59s
      115. Easily remote to another computer with Join.me
        3m 47s
      116. Keyboard shortcuts for YouTube
        2m 58s
      117. Easily annotate images with Skitch
        6m 4s
      118. Get your Google Calendar schedule by email every morning
        3m 3s
      119. Blurring photos for posting on social networks
        6m 41s
      120. Migrating to Google Apps
        9m 31s
      121. Using supplemental To Do apps
        3m 43s
      122. Getting alerts for Amazon price drops
        2m 36s
      123. Four tips to teach kids about websites
        8m 19s
      124. Caring for family members from afar
        4m 39s
      125. Using Google Sheets to make templates
        4m 35s

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Watch the Online Video Course Monday Productivity Pointers
12h 16m Appropriate for all Mar 25, 2013 Updated Aug 24, 2015

Viewers: in countries Watching now:

In this series on productivity, author Jess Stratton takes you through the latest tools that will help you run your business and life more efficiently. Each installment covers a particular feature or technique in a different online tool, such as Google Apps, Skype, YouTube, Mint.com, Etsy, and more. Learn about topics ranging from recording and publishing video chats to managing your finances online.

Subjects:
Business Education + Elearning
Software:
iOS
Authors:
Jess Stratton Garrick Chow Nick Brazzi

Customizing the Mac Mail View

Hi there, I'm Jess Stratton and welcome to Monday Productivity Pointers. This week on Monday Productivity, I'm talking all about the native Mac mail client. Now, there's lots of other mail apps you can use out there. I'm going to try to give you some incentive to use the fully integrated, free, and built in Mac mail app. Now in this video, I'm going to show you ways that you can customize the view and get it all set up to work just the way you want it to. I've got my Mac mail client open on my computer.

On your Mac, this is probably how it looks right now. So there's some ways that we can change things around a little bit, just to get it work the best that you like to work. You can customize it. Now the first that I want to show you is the ability to add flags to your messages. I can right click on any message, come down to the flag area and choose a flag. I need to create my own system. For example, I need to reply, follow up, or to be filed, or to phone back.

So once I know what these mean to me, I can then choose a flag for an item. I can see the purple flag appear next to it. And if I want to remove that flag, I can right click on it again and just click the x to clear that flag from that message. So I can go through with my own system and add flags to messages. That mean certain things. To remind me to do certain things. And when I know my own system, I can come over here on the left hand side to the flag section. And either click right on the flag to view to see all my flagged messages.

Or I can fine tune it by clicking the triangle next to word Flag. And seeing how many messages I have for each flag. In the last video, I showed you how to create smart mail boxes. For example, here's a smart mail box I created, to only show me mail that I've gotten today. And here's another smart mail box I created, that shows me all my recently viewed messages. That is messages that I've looked at, in the past three days. So if I want to get these up to my Favorites bar, the first thing I have to do is make sure that my Favorites bar is indeed visible.

And I do that by clicking View, either Show or Hide Favorites Bar down here depending on whether or not it's visible. If you can't see it, this is what your Mac mail client might look like. So you can come up here at the top, select View and choose Show Favorites Bar. This is a quick way to get back to your Inbox, into your Sent folder and also into any of your Flagged messages, very quickly. So you can get those Smart Mailboxes in there by simply going down to your Smart Mailbox, clicking, holding down the mouse button and dragging it up to the top.

I can do that with both of them or just one, and any smart mailboxes that you've created. So any time while I'm looking at my mail, I can come up here, an click recently viewed to see all my recently viewed mail. Now the other reason that this is so important, is because you might not like to see this huge folder list here on the left-hand side. An that's another customization that I wanted to show you. At any time, from the Favorites View, you can click the word Hide and that Folder list goes away.

So right away we've already made our mail client a lot prettier. And we've given us some more real estate to look at the actual content of our emails, which really is the important part, like getting rid of that folder list. And now, with that folder list gone, you'll see why it's important to be able to get to these things very quickly right from this Favorite List. So now you don't have that visual clutter of all your folders. You can only see just the messages that you want to see. For example, I can go back to my Today's messages.

At any time, I can get back to my Inbox. Another thing that I can change is the ability to group messages by conversation. You'll notice in this email there's a two next to it. If I click on this email, here's where I can see all the emails that are part of that conversation that I've had. In case I don't want it to be organized this way, which is by default, I can come up here click View, and uncheck Organize by Conversation. This will turn into a flat view by date. If I click on this reply, I only see the message and I have to scroll down to see the threaded responses. At any time I can come here to View and turn Organize By Conversation on.

There's just a few more things I want to show you. The first one is, the Mac mail client uses something called data detectors. This gives you the ability to use maps, add things to your calendar, and track packages all within the Mac mail client using a nice, little pop out window. So here's any e-mail that contains a date and a time. If I hover my mouse over this date and time, you'll notice that it gets outlined with gray dots, and an arrow appears to the right of it. If I click on that arrow, it's going to pop up my calendar, so that I can see what else is going on in my calendar.

If I'm free, I can click Add to Calender. And it will actually put this right directly into my calender. So go through your mail. Look for anything that has a date in it. Hover your mouse over it. Click the arrow and you'll see the same thing. It's also going to work when there's an address involved. And if you get a shipment notification, say from UPS or, FedEx, you'll get the same arrow. You can hover your mouse over that tracking number. Click on the arrow.

And it'll pop out a dialogue box that shows you FedEx or UPS's tracking information. So you don't even have to leave your mail client. Now the final thing I want to show you, is how to bring this all together in a great, easy to read way. And that is to bring your mail client in to full screen mode. So right away we got rid of the visual clutter by getting rid of your folder list. We put all your important folders that you wanted to see in this Favorites List up here. But we still have the background.

And we still have this file list up at the top. To get into Full screen mode, simply click on the two arrows on the right hand side of any of your Mac apps. And now I'm running in Full screen mode. So this is the same Mac client except it's a lot prettier, and it's going to make you a lot more able to focus on the content of your emails.

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