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Setting email options

From: iPhone and iPod touch iOS 5 Essential Training

Video: Setting email options

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.

Setting email options

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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This video is part of

Image for iPhone and iPod touch iOS 5 Essential Training
iPhone and iPod touch iOS 5 Essential Training

123 video lessons · 19734 viewers

Garrick Chow
Author

 
Expand all | Collapse all
  1. 5m 3s
    1. Welcome
      1m 13s
    2. Upgrading to iOS 5
      3m 50s
  2. 42m 59s
    1. A tour around the iPhone and iPod touch
      6m 39s
    2. The Home screen and Home button
      2m 43s
    3. Organizing apps on the Home screen with folders
      1m 11s
    4. Running apps and multitasking
      3m 47s
    5. Choosing and controlling sounds
      3m 24s
    6. Learning finger gestures
      3m 35s
    7. Connecting to a Wi-Fi network
      2m 47s
    8. Using the Notification Center
      4m 13s
    9. Using Twitter
      3m 21s
    10. Charging the battery
      2m 54s
    11. Setting up an iTunes account
      3m 15s
    12. Printing from an iPhone using AirPrint
      2m 6s
    13. Displaying the iPhone screen on a TV
      3m 4s
  3. 14m 16s
    1. Understanding the keyless keyboard
      1m 57s
    2. Fixing typos and trusting autocorrect
      6m 11s
    3. Select, copy, paste, and undo
      3m 13s
    4. Hidden shortcuts
      1m 12s
    5. Syncing a Bluetooth keyboard
      1m 43s
  4. 32m 33s
    1. Getting the latest version of iTunes
      1m 44s
    2. Connecting your iPhone to a Mac or PC
      5m 10s
    3. Syncing music, movies, and ringtones
      6m 40s
    4. Syncing photos from a Mac
      4m 37s
    5. Syncing photos from a PC
      3m 30s
    6. Syncing contacts and calendars from a Mac
      2m 57s
    7. Syncing contacts and calendars from a PC
      2m 49s
    8. Backup options
      3m 15s
    9. Wireless syncing
      1m 51s
  5. 59m 55s
    1. Basic phone activities
      2m 40s
    2. Adding and managing Favorites
      2m 22s
    3. Accessing voicemail
      3m 39s
    4. Receiving calls
      2m 43s
    5. Using the iPhone during a call
      5m 17s
    6. Using FaceTime
      4m 28s
    7. Making conference calls
      2m 30s
    8. Adding recent calls to your contacts
      2m 37s
    9. Sharing contacts
      2m 34s
    10. Assigning specific photos and ringtones to contacts
      4m 31s
    11. Using the included headset
      2m 35s
    12. Connecting a Bluetooth headset
      4m 0s
    13. Forwarding your calls
      1m 43s
    14. Turning Call Waiting on and off
      1m 3s
    15. Turning Caller ID on and off
      1m 9s
    16. Creating custom ringtones with iTunes
      6m 16s
    17. Texting, MMS, and iMessage
      9m 48s
  6. 31m 5s
    1. Importing email accounts from a computer
      1m 55s
    2. Setting up Exchange, MobileMe, Gmail, Yahoo, or AOL email accounts
      3m 37s
    3. Setting up other email accounts
      2m 8s
    4. Keeping email synced with your computer
      4m 36s
    5. Composing email
      4m 4s
    6. Receiving and reading email
      6m 47s
    7. Searching your mailboxes
      2m 21s
    8. Setting email options
      5m 37s
  7. 26m 35s
    1. Web browsing with Safari
      7m 5s
    2. Saving bookmarks and viewing the History list
      5m 22s
    3. Saving images
      2m 34s
    4. Filling out forms and using autofill
      3m 48s
    5. Creating Web Clips
      2m 29s
    6. Using Reader and the Reading List
      1m 47s
    7. Internet tethering
      3m 30s
  8. 27m 9s
    1. Browsing your library
      2m 40s
    2. Playing and controlling music
      6m 30s
    3. Playing and controlling videos
      3m 23s
    4. Using the included earbud controls
      2m 55s
    5. Adjusting your iPod settings
      5m 13s
    6. Browsing and buying with the iTunes app
      3m 15s
    7. Using AirPlay to stream content wirelessly from an iPhone to an Apple TV or AirPort Express
      3m 13s
  9. 39m 12s
    1. Shooting still photos with your iPhone
      7m 32s
    2. Shooting better photos using HDR and grid lines
      2m 56s
    3. Viewing and editing still images
      7m 16s
    4. Customizing your wallpaper
      3m 20s
    5. Shooting video
      2m 53s
    6. Viewing and editing video
      2m 28s
    7. Taking screenshots
      1m 14s
    8. Sharing photos and video
      5m 8s
    9. Geotagging photos
      4m 26s
    10. Creating photo albums
      1m 59s
  10. 19m 7s
    1. Getting your location with Maps
      2m 32s
    2. Finding addresses and nearby businesses
      2m 42s
    3. Bookmarking locations
      2m 26s
    4. Getting directions
      5m 19s
    5. Showing traffic and alternate maps
      1m 46s
    6. Using Street View
      2m 11s
    7. Using the Compass app
      2m 11s
  11. 18m 9s
    1. Adding events to your calendar
      5m 14s
    2. Subscribing to calendars
      1m 45s
    3. Setting Time Zone support
      2m 8s
    4. Using the Clock app
      5m 27s
    5. Setting reminders
      3m 35s
  12. 6m 39s
    1. Using the Notes app
      2m 55s
    2. Using the Voice Memos app
      3m 44s
  13. 7m 38s
    1. Using the Stocks app
      2m 29s
    2. Using the Calculator app
      50s
    3. Using the YouTube app
      2m 54s
    4. Using the Weather app
      1m 25s
  14. 17m 13s
    1. Understanding the App Store
      4m 36s
    2. Browsing the App Store on the iPhone or iPod touch
      5m 24s
    3. Purchasing apps
      6m 35s
    4. Finding app settings
      38s
  15. 16m 1s
    1. Airplane mode
      1m 40s
    2. Wi-Fi
      3m 25s
    3. Brightness
      55s
    4. About
      2m 24s
    5. Usage
      3m 46s
    6. Date and time settings
      1m 10s
    7. Restrictions
      2m 41s
  16. 12m 24s
    1. Auto-lock
      1m 22s
    2. Passcode lock
      4m 37s
    3. Find My iPhone
      6m 25s
  17. 17m 22s
    1. Introducing Siri
      6m 8s
    2. Listening and responding to messages
      1m 36s
    3. Setting reminders
      2m 18s
    4. Dictating in apps
      1m 50s
    5. Voice control for non-iPhone 4S devices
      5m 30s
  18. 16m 0s
    1. Begin by restarting
      1m 2s
    2. Force-quitting apps
      35s
    3. Rebooting
      42s
    4. Resetting
      2m 15s
    5. Erasing and restoring
      4m 33s
    6. Checking for updates
      1m 39s
    7. Extending battery life
      5m 14s
  19. 29s
    1. Next steps
      29s

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