Monday Productivity Pointers
Illustration by Neil Webb

Using Smart Mailboxes with Mac Mail


Monday Productivity Pointers

with Jess Stratton and Garrick Chow and Nick Brazzi

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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. 5m 23s
    1. Working with a touch app on a Windows 8 desktop PC NEW
      5m 23s
  2. 1m 11s
    1. Welcome back to Monday Productivity Pointers!
      1m 11s
  3. 12m 9s
    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. 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
11h 15m Appropriate for all Mar 25, 2013 Updated Jul 27, 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.

Business Education + Elearning
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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