Apple Mail – Workflow speed up

This are my personal hints to increase your speed by using the Apple Mail App.

  1. Get your things organised
    Use the „Archive“ function to keep your Inbox clean. Everything what has been answered or done, does not has to be in your Inbox anymore. You can easy keep the overview about the ToDo’s – Mails if you are not distracted by useless mails.
  2. Use Mail-Servers filter function
    Try to get the number of „useless-new“ mails down. Getting to work and having 150 new mails can degree your working motivation. If you add filtering rules on your mailserver you can sort out the newsletters and move the automatically to an „newsletter“ folder. Your inbox will stay cleaner
  3. Subject rules
    Use subjects which describe the content or the problem of you mail. If you have a project or an customer name use it.
  4. Write mails like you want to have them
    Try to put yourself in role of the receiver getting your email and try to make the workflow as easy as possible for the other one. Maybe your sitting on a desktop pc and your receiver is using a phone. So sending him a phone number he should call as a screenshot will to increase his motivation to call the number. But if copy the number „callable“ in the mail it will make everyones life easier.
  5. Use Keywords
    Write Keywords in the mail or the subject, for project or operations which will help you to find it later. Maybe an offer number or an invoice number.
  6. Shortcuts
    Use Shortcuts in your Mail application, like SHIFT + CMD + R to reply to all. Look them up and try to learn them. It will increase your speed enormously.
  7. Text replacement
    In your Systems Settings -> Keyboard you can set „Replacement Texts“ in the tab „Text“. If you often write the same text you can create a shortcut which will be replaced when you tippe it. (ICloud will sync this settings to all your devices)
  8. Carbon Copy
    Check if someone is on CC and if it’s necessary, and the do not forget to use the „Reply All“ function.
  9. Flag Emails
    If you need to tag an email for some special reason, us the flags. You can change the Flag name if you want and us different colours too.

Archive emails in Mail on Mac:

You can store email messages in an Archive mailbox—for example, to quickly find them later when you’re ready to take action

In the Mail app  on your Mac, select one or more messages.If you select a conversation, any message in the conversation that’s in the current mailbox—for example, the Inbox—will be archived; related messages that are in other mailboxes will not be archived.

Click the Archive button  in the Mail toolbar (or use the Touch Bar).If you set the “Move discarded messages” option to Archive in Viewing preferences in Mail, you can archive messages from Mail notifications. Just move the pointer over the Mail notification, then click Archive.

Mail creates an Archive mailbox in the Mail sidebar for each account whose messages you’re archiving, and moves the messages there. To view them, click the mailbox. Archived messages remain there until you delete or move them.

Apple LINK

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