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Using Smart Mailboxes with Mac Mail


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Monday Productivity Pointers

with Jess Stratton and Garrick Chow and Nick Brazzi

Video: Using Smart Mailboxes with Mac Mail

Jess Stratton here, an welcome to Monday productivity pointers. If you use a Mac, then you could be using the native, built-in Mac mail client, or maybe you found another app that you like better. But, if you are using the Mac mail app, a highly underutilized feature of this is the ability to create a smart mailbox. A smart mailbox is a brand new mailbox that will automatically filter and show you a set of messages, no matter what account they came on.
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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

Using Smart Mailboxes with Mac Mail

Jess Stratton here, an welcome to Monday productivity pointers. If you use a Mac, then you could be using the native, built-in Mac mail client, or maybe you found another app that you like better. But, if you are using the Mac mail app, a highly underutilized feature of this is the ability to create a smart mailbox. A smart mailbox is a brand new mailbox that will automatically filter and show you a set of messages, no matter what account they came on. Now this is different than Rules, a Rule filters and process the messages as it come in.

And it could filter it out of the inbox entirely. But a smart mailbox, is a mailbox that only contains criteria or a compound of many criteria that will show you all the messages that matches that criteria. Now the messages stay where they are, in whatever folder you put them in. But you can also see them nice and tidy in this one smart mailbox view. So, today, I'm going to show you how easy it is to set up a smart mailbox, and put some rules on it. So that you can start seeing all your mail filtered into one view.

So that you can quickly find any mail that you need to. I've got my Mac mail client open. And I'm in my inbox right now. And I'm going to create a couple of smart mailboxes. The first one I'm going to create is a special view, that only shows me mail that came in today. Now, this is useful if you have a long cluttered mailbox, and you only want to see anything that came in today, that you might not have seen. This is different than just looking at all unread messages, because you could easily have unread messages spanning multiple days.

And you may have glanced at them and decided not to open them, so they still show as unread even though you've technically seen them. This is a special view that's only going to show me mail that I've seen today. So to create a smart mailbox, from up at the top of the screen, select Mailbox from the menu and choose New Smart Mailbox. Here's where we get to pick our criteria, but before that, we need to give it a name. And of course, you'd want the name to be similar to the criteria, so I'll call it today.

So here's where we can start adding our conditions or our filtered view. Now, it can contain any or all of the following conditions. And as you can see, you can click the plus sign to have more than one condition. In this case, I'm only going to have one condition. If I click on the pull down menu next to Any Recipient, here's all the choices I have. Now, this is a really powerful list. There's a lot of choices in here. For example message was replied to, if the message hasn't been replied to, if it's in a certain mailbox, if it even contatins attachments, and you can even fine tune if it contains attachments of any particular type.

So technically, you could create a smart mailbox of all your Microsoft Word documents, or all your Excel files, or PDFs. In this case, I'm going to choose Date Received. And after that I get another conditional pull-down menu, in which I can choose the Date Received filter. So even now I still get a really extensive list of dates to choose from. For example, I could have a very specific date. I can even have a smart mailbox that chooses whether its in a particular date range.

Then this case, I'm just going to simply choose Is Today. I can click the plus sign if I wanted to add more conditions, and here's where I can start adding conditions to it. For example, I can filter any messages in which the date came in today, and it had a certain attachment. If at any time I don't want any of these conditions, you can just click the minus sign next to it, and it goes away. Finally, choose whether you also want to include messages that are in your sent folder or in your trash folder, which is a really neat feature because by default it's only going to show you messages that aren't in these.

Because you may not care about things that are in your trash, and you may not care about files that you've sent out yourself. But it does give you the option to place a check box there, in case you decide you want these. So when I'm happy with my smart mailbox, I can click OK. It instantly gets created, and I can see that there are six messages in here that I've gotten today. I can go through and read them and tomorrow when I look at this mailbox I'll get a whole new list of emails. And remember, these don't go away, they're still in my inbox or wherever other folders I've filed them into.

This is another neat feature. If I've gotten mail and I've still filed them into individual folders, I can always come into this smart mailbox and find them. Because if they came in today, then I'll still see them in this view. So we can also create another smart mailbox. You can definitely create more than one. So let's come back up here to mailbox and we'll do one more. I'll select new smart mailbox, and I'm going to call this one recently viewed. This is another really good choice to have for a smart mailbox.

And now, I'm going to choose Date Last Viewed, and then in my conditional statement, is in the last. And now I can type a figure. So I can choose three days, I can choose seven days, I can choose the last one month. And this will be all mail that I viewed in that time period. So this is great if you're working on a particular folder and you just want to know where something is. You can come into your recently viewed smart mailbox.

And see all the mail that you've looked at recently. In this case, it would be a good time to include messages from your trash and your sent folder also, because if it had something to do with the project, you could find it quickly if you looked at something in your trash. I click OK. And here's all my smart mailboxes clustered together. So this is all that I've glanced at recently as you can see they come in all particular dates I looked at one from May 30th so more then a few months ago but yet it still shows up in this because I had looked at it for whatever reason.

So, that's how to use smart mailboxes. As you can see, you have a plethora of options to choose from, and you can make this really powerful. So, if there was ever a time when you're in your Mac mail client and you thought, I just wish I had this folder, chances are, you can get your wish.

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