Manage your email on a Mac

Organize messages by using folders

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If you have too many messages in your Inbox, you can use folders to organize your email.

Create a folder
  1. Right-click Inbox or the account you want to use, and then select New Folder.

  2. Type a name for the folder, and press Enter.

Create a subfolder
  1. Right-click a folder, and then select New Folder.

  2. Type a name for the folder, and press Enter.

Rename a folder
  1. Right-click the folder.

  2. Select Rename Folder to change the name of the folder.

Move a Folder
  1. Right-click the folder.

  2. Select Move Folder to move the folder to another folder.

Copy a Folder
  1. Right-click the folder.

  2. Select Copy Folder to copy the folder.

Delete a Folder
  1. Right-click the folder.

  2. Select Delete Folder to delete the folder.

Mark All as read
  1. Right-click the folder.

  2. Select Mark All as Read to mark all email messages in that folder as read.

Move emails into a folder
  1. Select and drag an email using mouse.

  2. Release the mouse on top of the desired folder to drop the email into that folder.

    Note:  To move multiple emails simultaneously, select an email, hold Command, and then select other emails. Then drag and drop the selected emails in the desired folder.

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If you find that your inbox is getting a little bit unruly, and there's simply too much email in there to handle well, you may be ready to start filing it into folders.

You can file an email into a folder when you're not ready to delete, but you don't want to see it in your inbox.

To create a folder, right-click on your Inbox and select New Folder. I'm going to start by giving my folder a name.

I'll call this one 128 Main, which is the name of the project that we're currently working on.

I'll hit the Enter key, and my folder's created.

You'll notice that the folder appears as the sub-folder of my Landon Hotel Inbox, and I can now collapse this view, and expand it to see the folder.

If you don't have right-mouse-click enabled on your Mac, you can do so by going into System Preferences, finding the Mouse section, and choosing Enable Secondary Click.

Once you've got your folder created, that same right-click is going to allow you to do things like rename the folder if you don't like the title that you gave it.

You can move it to another folder, copy it, Delete it entirely, or mark everything that's in there as having been read.

To move an email to your folder, it's as simple as clicking and dragging with the mouse, and letting go once you can see that you're on top of that folder.

The item's been moved, and now we can go into that folder, and see it there.

If you find that you don't want it in that folder anymore, you can click and drag back to the Inbox or let go if you decide that you don't want to move it.

You can also create sub-folders.

I'm going to right-click on the 128 Main folder that we just created, and I'll select New Folder again.

This time, I'll call it Action Items, so I can file things that are actionable that have to do with the 128 Main project.

Again, now I can collapse the 128 Main folder, and expand it to see the Actions items folder.

I can get email into it the same way, by clicking and dragging.

I can let go once I'm over the folder, and my item's been moved.

I'm going to come back to my Landon Hotel main inbox, I'll right-click on in, and make one more folder.

I'll call this one Leslie, for all my correspondence with her, because I want to show you how you can move multiple items in there at the same time.

I'm going to select an email, and now I can hold the Command key on my keyboard, and select other emails.

Once I've got all the emails selected, I can then click and drag and hover my mouse right over the Leslie folder, let go, and my items are moved.

And that is how you get messages out of your Inbox.

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