Monday Productivity Pointers
Illustration by Neil Webb

Customizing the Mac Mail View


Monday Productivity Pointers

with Jess Stratton

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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. 2m 11s
    1. Using an Amazon filler app to qualify for free shipping NEW
      2m 11s
  2. 1m 11s
    1. Welcome back to Monday Productivity Pointers! NEW
      1m 11s
  3. 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
      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 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
      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
      3m 47s
    116. Keyboard shortcuts for YouTube
      2m 58s
    117. Easily annotate images with Skitch
      6m 4s
    118. Migrating to Google Apps
      9m 31s
    119. Get your Google Calendar schedule by email every morning
      3m 3s
    120. Blurring photos for posting on social networks
      6m 41s
    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
10h 59m Appropriate for all Mar 25, 2013 Updated Jul 06, 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,, Etsy, and more. Learn about topics ranging from recording and publishing video chats to managing your finances online.

Note: Monday Productivity Pointers is currently on a break, but stay tuned for new tutorials!

Business Education + Elearning
Jess Stratton

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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