Apple Mail

Adding a Mail Folder to IMAP Mail Accounts

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My friend, Tim, has recently "seen the light" about using IMAP mail services to sync between multiple accounts. (If this sounds like greek to you, watch my E-mail Sorcery screencast, episode 15 right here.)

Having successfully set up his IMAP mail accounts, he now wants to add several folders to also synchronize through IMAP. I thought his question was worthy of a short tutorial so here goes:

1. Create the Folder



In Apple Mail, Go to the Mailbox menu item and click "New Mailbox"

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2. Make it IMAP



Next a dialogue will show up asking what type of mailbox you want. Click on the selection arrow.

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The click will open a list of your current accounts. You want to select the root level of your IMAP account. In the example, I am doing this on my MobileMe IMAP account. This is where mistakes are made. If you create the mailbox "On My Mac" or within an old POP account, it won't synchronize.

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Then you simply give it a name and you are done. It should show up in both Apple Mail and your other linked IMAP devices, such as your iPhone.

Fix for Snow Leopard Mail Address Clipping

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I'm not exactly sure why, but in Snow Leopard, clipping a mail address also copies the addressee name. So when you paste it, you don't have a mailable address. Why Apple changed this? I have no clue. Thanks to Hawk Wings, I found the solution today.

Open your terminal and paste in the following:

defaults write com.apple.mail AddressesIncludeNameOnPasteboard -bool NO

Problem solved.

Free Apple Mail Christmas Stationary

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Every year I send out several holiday greeting electronically.
iPresentee, the developer of add-ons for Apple's iWork and iLife applications, just released some excellent free Christmas Mail Stationery templates to be used with Apple's Mail software. New Mail Stationery package includes ten templates: Santa Claus Letter, New Year's Day, Christmas Wreath, Merry Christmas, Gift, Snowman, Christmas Letter, Christmas Socks, Santa Claus and Christmas Tree. Check it out.

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Mail Act-On 2 Review

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I reviewed Mail Act-On last year explaining it is one of the most useful utilities on my computer. With the recent release of version 2, that hasn't changed. For the uninitiated, Mail Act-On installs itself as a preference in the Apple Mail client. It allows you to assign keystrokes to repeated actions and rules when dealing with your inbox and, with version 2, outbox. For instance, after reviewing an e-mail, there are a limited number of things I will do with it. I will either deal with it and file it, put it in my "action" folder, or delete it. Each of these require me to drag the e-mail over and place it in the proper folder. This works fine if you don't mind taking your hand off the keyboard and using the mouse to drag it over and if you're accurate enough to make sure that you actually drop it in the right folder. For those who use hierarchical folders to sort their Mail, this can be even more difficult. No matter how you slice it, this process takes time.

Using Mail Act-On, I can simply create a rule that takes the highlighted e-mail and files it in a pre-designated folder with a simple key combination. For instance, on my Mac, if you press control F, the highlighted e-mail gets dropped in the "filed" folder and makes a satisfying "plunk" sound courtesy of Mail Act-On. If I wanted to get exotic, I could additionally have Mail Act-On highlight the e-mail green, create an automatic reply, mark it as read and perform a variety of other rule based actions. This is the beauty of Mail Act-On. You can selectively apply user-defined rules with a simple keystroke. You are limited only by your imagination.

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This application has become such an ingrained part of my e-mail system, that when I first upgraded to Leopard, and the developer had not yet released a Leopard compatible version, I felt naked. Suddenly, I had to use my mouse and all sorts of other commands to accomplish what I was used to performing in one keystroke.

With the recent release of version 2, Mail Act-On is cleaner, faster, and sports several new features. The act of creating rules in this new version is much easier. The new interface gives you three views: inbox, outbox, and keystrokes. There are a many options for you to make things as simple or complex as your heart desires. If you use Indev's other excellent Mail plug-in, MailTags, you can create Act-On rules that apply MailTags metadata such as keywords and projects.

Another nice new feature is the F1 key that allows you to, among other things, apply an existing rule, copy, or move an e-mail message even without benefit of a rule. You can pick the destination by simply typing a few characters of the folder name. When using the Mail Act-On menus, a new function allows you to lock them open. This is useful when you're grinding through a pile of e-mail. Another improvement is the application's memory of recent destinations so you can find your most recently accessed mailboxes quickly.

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Perhaps my favorite new function is the addition of "undo." As fun as it is to quickly send your e-mail to a designated folder with Mail act on, it can be a real pain when you accidentally send a message to the wrong place. Act-On now includes an undo memory which allows you to reverse these mistaken actions and get back to the task at hand.

Act-On also now allows you to apply rules to your sent items box. If you like to keep your e-mail organized in nested folders, you can now create rules to automatically move your "sent" items to the appropriate file. This would allow you to keep everything in one place. Frankly, if you are that person, this function alone would make Mail Act-On worth the cost.

With the release of version 2, Mail Act-On now requires a license fee. It is currently at the introductory price of $19.95 but it will raise to $24.95. Having used this application for some time, I believe the price is fair. You can download a 21 day demonstration from the developer. Version 2 only works on OS X 10.5. An older version that is compatible with OS X 10.3 and 10.4 is still available.

If you find processing e-mail tedious, this application is a must-have. Once you set up your rules with Mail Act-On, you will receive immediate dividends of saved time and increased productivity.

You can listen to this review on Surfbits MacReview Cast 186.

Screencast 15 - email sorcery

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I just published my longest screencast yet. This one weighs in at 32 minutes and covers email management from top to bottom including such subjects as:

1. Pop v. iMap
2. Gmail v. MobileMe
3. Best Practices (managing your inbox and smart folders)
4. Spam
5. Archiving old mail

I put a lot of work into this one and I hope it is helpful. As usual, it is in Apple TV format. So what are you waiting for? Head over to my iTunes feed and download it.

The iPhone IMAP Shuffle


IMAP


Time to share one of my dirty little secrets. Until a few days ago, I had no clue how IMAP really worked. I know that we had a very bad experience with some IMAP thingy at the office a few years ago and one of my techs at the time told me to use POP and forget about it. So I did.

Well fast forward a few years and now I'm finding myself reading the same email 3 times: Once on my iPhone, once on my Mac, and once on my office windows box. It is starting to drive me batty. It is bad enough when spam sneaks through my filters once but to get it three times is maddening.

So I've been emailing off and on a bit with Dave Hamilton who does the excellent Mac Geek Gab podcast about my iPhone and he asked me how it handles IMAP. This got me thinking about why I wasn't using IMAP and I realized that I had no idea what it really was but maybe it would solve this problem. Of course it did. For those of us non-techy monkey types, IMAP simply keeps your mail somewhere on the net and allows you to manage it from any mail client. So I can delete the spam viagra add once and never see it again. I also can sort emails into my various archives and attack those items in my "to respond" folder from anywhere courtesy of my iPhone.

There are some great web resources for figuring this all out. One that was helpful to me was this Screencast at AllForces.

Now there are a few things I have yet to sort out. My office email is based on a specific law office management program and I don't think the IMAP pill can solve that problem. Also, the MacSparky email address is not on a IMAP server so I'm going to have to figure out the cheapest/easiest way to move it onto one. Finally, there is a another acronym in these email programs that escapes me and I need to figure out. Specifically, what the heck is SSL? I guess that is a question for another day.

Review - MailTags and Act-On

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One of joys of being a switcher is getting to know Apple's remarkable suite of built in software. After spending 20 years of scraping bloatware off PC computers it is quite a paradigm shift to find that not only am I keeping the built in Apple applications, I'm actually using them.

This of course includes Apple Mail. Like everyone else, I have too many email accounts. Apple Mail handles these accounts like a champ. I'm not, however, one of those guys that use my Email inbox as a "to-do" list. I like to keep it empty and my mail nicely filed. Unfortunately, between taking care of clients, volunteering in the community, helping my wife with her business, my new-found friends in the Mac community and several other commitments, it quickly became obvious to me that I needed to get better organized with the daily piles of email.

Enter MailTags

MailTags 2.0 is developed by Indev and can be found at http://www.indev.ca/MailTags.html. It is an add-on application for Apple Mail that shows up under the preferences window of Apple Mail.

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The official release is version 1.2. This review is of Release Candidate 1 of version 2.0 which includes a great deal more functionality. The key to MailTags is, well, Tags. Like so many enlightened Mac applications this allows you to give an item multiple searchable labels. For example, I'm getting ready to spend a few afternoons in my daughter's 5th grade class explaining how the judicial system works and helping them in their own mock trial (Did Humpty Dumpty fall because of an accident? Or was it Murder?) So with this project I've got a series of emails from the bar association, a friendly attorney, and my daughter's teacher. I'm tagging these emails as "Humpty Dumpty". But I'm also tagging some of them as "School", "Bar", "Legal", and "Samantha" depending on source and context. Using MailTags (or spotlight) I can easily search out this collection or any portion of it. Put simply MailTags brings order out of the chaos that is my email archives.

Version 2.0 adds IMAP functionality with a special header or in clear text format so that any IMAP client can read and interpret the tags. Not only does this allow you to keep your tags for your various IMAP clients, it also allows you to search with Spotlight and send the tags with your outgoing mail. The program even detects when you change your tags and automatically updates it among your several clients. So with this update MailTags jumps off your local computer and into all of your IMAP mail applications.

In addition to the IMAP upgrade, version 2.0 makes several "workflow" improvements. Emails can be a launching pad for projects and you can create task list items and iCal events. For instance, when I received the email from my daughter's teacher confirming the date of the Humpty Dumpty trial, I was able to create an iCal to-do item to write a keynote presentation and create an iCal calendar event for the presentation straight from the MailTags pane. This really ramps up the productivity and assures I won't forget to do it later. As somebody who is constantly setting appointments and task list items from my email, this feature is worth the price of admission alone.

Speaking of the price of admission MailTags will cost $29.95 once version 2.0 is formally released which, from reading the web site, seems to be just about any day. In the meantime, while it remains in public beta, you can purchase a registration code for $25. Whether its $25 or $30, it is a good value in my opinion and I already bought my license.

Speed Things Up with Mail Act-On

Indev has a companion plug-in called "Act-On" . Indev accurately calls this program "inbox triage". Act-On allows you to trigger Apple Mail rules with keystrokes. This allows me to quickly work through my in-box moving email to its appropriate archive. Act-On is open source but donations are requested.

I am also using this product. I have created several archive mailboxes in Apple Mail. They include subjects such as Business, Friends, Family, Legal and Mac related. I also have folders for mail that requires a more detailed response. That is it. With MailTags I don't need complicated nested subfolders. With Act-On I've made a series of shortcuts that allow me, with 2 keystrokes, to file each email in its proper archive. The Act-On shortcuts are ridiculously easy to program, even for a non-programming arts major such as myself. I even put in a pleasant little "ding" when it completes each action which gives me a very satisfactory, yet somewhat irrational, smile.

Using these two programs I have a new, streamlined, way of taming my inbox. I read it, tag it, make to-do's or calendar entries, and mark it for further reply or archive it with just a few keystrokes. Just like that. "Ding". MailTags and Act-On supercharges Apple Mail. If you are having a daily battle with your inbox and can't find anything a month later, I definitely recommend giving these programs a spin.

One last plug I'd like to put in for Apple Mail power users is an excellent website, Hawkwings. This is a site devoted solely to getting the most out of Apple Mail and really well done. If you are interested in more mail power tips, you should definitely take a look.