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Now, let's take a look at some important settings you should be aware of for managing your email on your iPhone or iPod touch. Let's go into Settings>Mail, Contacts, Calendars and scroll down to the items under the mail heading. In a previous movie, I mentioned that you can control to some extent, how many messages are stored in your email Inbox on your phone. By tapping Show, you can choose to save between 50 to 1,000 of your most recent messages. If you're using IMAP or Exchange email, your older messages will still be on your server an accessible from your phone by scrolling down to the bottom of your email list and tapping Load More Messages.
If you're using a POP email account, you most likely won't have access to messages on your email server because POP messages are usually deleted from the server once you download them. Before I go back to settings, not how each of my messages displays two lines of text from the body of the email. This lets you preview the contents of the email before you open it. Now let's go back to Settings, and here, I'll tap Preview. And you can choose to Preview between 0 and 5 lines of the body of your email. Just be aware that the more lines you preview, the more space each message will take up in your list, meaning you might have to spend more time scrolling to get to older messages.
Let's go back to our Preferences. Next we have Minimum Font Size, which is for adjusting the size of the text when you're reading your email. Some people have trouble reading the text at its default size. If that includes you, you can choose one of the larger sizes. Let's go back again. Next, we have the option to turn the To and Cc Labels on and off, I'll turn it on and let's go back to Mail to see the results. Notice that places a little To or Cc Label in the Preview area of the email. This is a quick way to see if the email message is addressed to you or if you were Cc'ed on the email, which can help you prioritize which emails are the most important.
Generally, the ones in which you're in the To field might be the ones you want to get to first. Let's go back to Settings. Next, we have Ask Before Deleting, which to us determines whether you get a message asking you to confirm that you want to delete a message when you tap the Trash button in mail. In a previous movie, I showed you how to get deleted messages back, so I tend to leave this option off so it doesn't take two steps to delete a message. Next is Load Remote Images. If the emails you receive contain embedded messages that require mail to load them over the Internet, your setting here determines whether mail will do so or not. Some people prefer not to download things like company logos and other source of images that may appear in the emails you receive.
Next is the Organize By Thread option which is on by default. Let's go back to Mail and take a look. I'll go back to my main Inbox and to one of my other accounts, and here at the top you can see this is an example of a threaded message. Threaded messages let you keep related messages grouped together when viewing them in mail. That way you can easily read through a multiple email conversation even when it occurs over several responses over several days without having to scroll through your Inbox in chronological order. Threaded emails keep all the responses in one thread. Let's go back to Settings again.
Next, we have Always Bcc Myself, with this option on, any email you send will also be invisibly sent to yourself. Some people like this option so they can always have a copy of any email they send out. But I think that's what the Sent folder is for and I prefer not to clutter up my Inbox with the emails I wrote myself, so I'll leave this off. Next is Increase Quote Level. When you're replying to an email, the email you're replying to is automatically included in your response. Increase Quote Level just indents the quoted email so your recipients can easily see which part of the message is your reply and which part is their original message. So for example, if hit Reply now, underneath the space for my own text you can see the original message shown in blue with a vertical bar next to it indicating that it's the original email.
If I scroll down a little further, you can see each previous reply is also indented further so I can follow the thread very easily. And again, this option is on by default in Settings. Let's go back to Settings. Next is Signature, which is the text that appears automatically at the end of any email you send. By default, the messages sent from my iPhone or sent from my iPod. Some people like to put their full names here or their phone number. Whatever you put here, I suggest keeping some kind of message to let people know you sent your email from your iPhone or iPod, which could explain why your reply was short and it also makes the occasional typo a little more understandable.
But basically, anything you type-in here will appear in the email messages you sent, and of course, you're always free to delete the signature from any individual email you write. And the last setting here is Default Account. From here you can choose which of multiple email accounts you may have will be the Default Account you send messages from. So if you click a link to send an email from a webpage, which ever account you have selected here will be the account listed in the From field. Right now, I have my iCloud account selected so if go back to Mail and I go back to the main mailbox list and choose to create a new email.
You can see my default account is in the From field. Although you can tap the From field and choose any of your other addresses to compose your email from, I'll just Cancel that. Also be aware that if you're in the Inbox of any of your accounts, tapping the Compose button places the address from the account you're currently in, in the From field. And speaking of multiple accounts, if you ever need to deactivate an account, maybe it's the weekend and you don't want to receive any work emails, go back to Settings and in this case we'll scroll up to find our accounts and then tap the account you want to temporarily turn off.
If it's an IMAP, iCloud, or Exchange account, slide the Mail Switch to OFF. If it's a POP account, you would slide the Account switched off. That hides the account in mail and your device won't look for any new mail from this account until you turn it back on, but all your currently stored emails and settings for this account will remain on your device. They'll just be inactive until you turn the account back on. If you really want to completely delete an account off your phone, maybe you just don't use that address anymore, select the account, scroll down and tap Delete Account. But be aware that this will erase all messages and settings pertaining to this account, so make sure you really do want to delete the account and not just make it inactive.
And those are the settings you should be aware of when using the mail app.
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