In 2015, RV52.com was using standard Mac Mail which comes with the Apple OSX operating system. I felt that for many things Apple was not going fast enough and doing enough with Mac Mail.
I’ve since learned many of the following things about managing email:
- Too hard to manage folders and sort emails
- When you put an email into one folder, it typically can go into several other folders. Since that isn’t really possible with a “folder” method, then I was always unhappy with the sorting.
- Having only two folders is not enough (Inbox, Trash). Mac Mail for a long time assumed you had Inbox, Trash, and folders you create.
- I ended up using Inbox & Trash – while never deleting my Trash – so I had things around in my trash for posterities sake. My only problem was that Trash had LOTS of things in the trash.
- Using search was a very good way to find emails. Search is much more effective than looking in folders.
Then I learned about the idea called Inbox Zero. Of course I was already doing much of this, but seeing the philosophy in print gave me a number of refinements and ideas which make managing volumes of emails even better.
Also, the 2015 version of Mac Mail seemed to “hang up” for now reason at all. Sometimes my mail wouldn’t get through to me for several hours – or worse – I would simply have an email make Mac Mail be “stuck”.
I went on a search for better email. I tried several from the App Store and I finally found Airmail.
Airmail wasn’t perfect, but now that they are at version 3 or higher, the software is becoming fairly refined.
I’m not going to go into any kind of detailed set of features, but I’m going the major high points that help me continue to keep using this wonderful email software for macOS.
Key features – that I use:
- One additional quick email button and matching filter – Archive.
- Three major email folders: Inbox, Trash, Archive
- (You can do other folders if you are stuck on that way of thinking)
- Very fast and capable search
- Rules with large set of options for controlling what rules you process
- Different colors for different email servers
- Different icons for different email servers
- Pictures for contacts – macOS address book integration
- Different themes for emphasizing different aspects (subject *OR* from, etc.)
- “in email” quick response
- Email conversations
- big key feature: Snoozing emails. This allows you to get the email out of your inbox YET make it so you don’t have to make a decision until a later date. This is super fast to use.
Typical Airmail inbox-zero email strategy:
- Goal: empty inbox
- Delete or place in Trash if you never care to see it again
- Put in Archive if you don’t need to do anything BUT you might need to see it again.
- Snooze if you need to address it, but deciding can be put off for a period of time.
- Eventually everything gets placed into Archive or Trash
To find an email, just become good at search!
Yes, it is just that easy.
Love Airmail. Check it out on the Apple Mac Store.