HOW  TO  CREATE  A  MAILBOX  (FOLDER)  IN  MAIL


At some point of using the MAIL application you are going to need to put certain groups of e-mail into their own Folder (Mailbox), especially if you are using MAIL with your business. You could keep all your e-mails in the main INBOX mailbox (folder) but over time the main INBOX mailbox (folder) will become cluttered, making it difficult to find certain e-mails.

So far in these MAIL lessons I have taught you on the premise that you only have one regular e-mail account together with your iCloud e-mail account, which still stands in the examples below. However, I have purposely not gone into the structure of the MAIL folder system (mailbox system) in terms of explaining folder views, creating sub-folders (sub-mailboxes) and creating smart folders (smart mailboxes) simply because I did not want to bog you down with too much information in one go of course. Anyway, over the next two sections I will be explaining those things.


Up to this point all you have seen from the MAIL folder system (mailbox system) are the three main mail mailboxes (folders) called INBOX, SENT and TRASH, which are generic mailboxes (folders) that display all e-mails that have been received, sent and deleted respectively. In other words, clicking on the main INBOX mailbox (folder) displays a list of all the e-mails you have received from all of your e-mail accounts whereas clicking on the main SENT mailbox (folder) displays a list of all the e-mails you have sent out regardless of which e-mail account was used to send them. And clicking on the main TRASH mailbox (folder) displays a list of all the e-mails you have deleted regardless of which e-mail account they were deleted from.



Fig 1.0  Clicking on the unexpanded (closed) main INBOX mailbox (folder) will list all e-mails from all e-mail accounts

If you want to list certain e-mails from a certain e-mail account you first need to expand (open up) the folder view (mailbox view) of its main mailbox (main folder), which is currently unexpanded (closed up - Fig 1.0 above), by clicking on the TRIANGLE button to the left of the main mailbox name (folder name). So if you want your iCloud e-mail account's main INBOX mailbox (folder) revealed and your regular e-mail account's main INBOX mailbox (folder) revealed you need to click on the TRIANGLE button to the left of the main INBOX mailbox (folder) in order to expand its folder view (mailbox view) and reveal the e-mail account INBOXes (mailboxes) within it.



Fig 1.1  Click on the TRIANGLE button to the left of the main INBOX mailbox (folder) in order to expand its folder view (mailbox view)

Once the folder view (mailbox view) of the main INBOX mailbox (folder) has been expanded to reveal your iCloud e-mail account's INBOX mailbox (folder) and your regular e-mail account's INBOX mailbox (folder) you can then click on one of those revealed INBOX mailboxes (folders) to see a list of its e-mails. In the example below I have clicked on the iCloud e-mail account INBOX mailbox (folder) first, which reveals no e-mails because the mailbox (folder) is empty, and then I clicked on the regular (ClickWiseCS) e-mail account INBOX mailbox (folder) which reveals three e-mails.



Fig 1.2  Click on your iCloud e-mail account's INBOX mailbox (folder) to view its listed e-mails, if any.




Fig 1.3  Click on your regular e-mail account's INBOX mailbox (folder) to view its listed e-mails, if any.

With your regular e-mail account's INBOX mailbox (folder) selected you now have two main methods of creating a new mailbox (folder) for it. Although this will technically be known as a sub-mailbox (sub-folder) it is actually treated as a stand-alone mailbox (folder) within its own right. I will explain this in more detail later. Anyway, with the first method you click on the MAILBOX menu and then select the NEW MAILBOX menu-item.



Fig 1.4  Click on the NEW MAILBOX menu-item of the MAILBOX menu to continue

With the second method you right click over the INBOX mailbox (folder) to bring up its Context (Options) menu and then select (left click on) its NEW MAILBOX menu-item.



Fig 1.5  Right click over the INBOX mailbox (folder) and select (left click on) its NEW MAILBOX menu-item to continue

Regardless which method you use; After clicking on the NEW MAILBOX menu-item a message requester will appear asking you to give the new mailbox (folder) a Name. Simply type your preferred name into the NAME edit box and then click on the OK button. Doing so will then create the new mailbox (folder) and then list it under the, now new, heading called ON MY MAC (Fig 1.7 below). The ON MY MAC heading is only created when you first create a new mailbox (folder). The heading will not be created again.



Fig 1.6  Give the new mailbox (folder) a name and then click on the OK button to continue




Fig 1.7  The new mailbox (folder) has been created, and listed under the new heading called ON MY MAC.

To create another new mailbox (folder) simply following the above procedure again - Right click over your preferred e-mail account's INBOX mailbox (folder) to bring up its Context (options) menu and then select (left click on) its NEW MAILBOX menu-item (Fig 1.5 above). From there, type a name for that new mailbox (folder) into the NAME edit box of the message requester that appears (Fig 1.6 above) before clicking on its OK button. In this next example I have created another new mailbox (folder) called IMPORTANT, which is now listed alphabetically underneath the BUSINESS mailbox (folder).



Fig 1.8  Another new mailbox (folder) called IMPORTANT has been created, and listed underneath the BUSINESS mailbox (folder).

Normally when you create a standard sub-folder on the computer, inside the DOCUMENTS folder for example, you treat it as a sub-folder but also know it can be treated as a main folder within its own right. And the same is true for mailboxes. However, in the case of creating a new mailbox (folder) for your e-mail account's INBOX mailbox (folder) you do not class that new mailbox (folder) as a sub-mailbox (or sub-folder) of the INBOX mailbox (folder). Technically you can, but really you should look at each new mailbox (folder) as a 'standard' mailbox ('standard' folder) within its own right; especially as it will be separated from its associated INBOX mailbox (folder) by being listed under the ON MY MAC heading.

HOW  TO  CREATE  A  SUB-MAILBOX  (SUB-FOLDER)

Saying the above; If you want to create a 'proper' sub-mailbox (sub-folder) for a 'standard' mailbox ('standard' folder), such as the 'standard' BUSINESS mailbox (folder), you first need to click on it or right click over it in order to make it the selected item ('standard' mailbox / 'standard' folder). This is because you create a sub-mailbox (sub-folder) in exactly the same way as you create a 'standard' mailbox (folder). In other words; You have to click on an INBOX mailbox (folder) to make it the selected item, but more importantly to be able to create a 'standard' mailbox (folder) for it such as BUSINESS or IMPORTANT. So with a 'standard' mailbox (folder) selected, as opposed to an INBOX mailbox (folder), you then create a new mailbox (folder) as shown above. Although a new mailbox (folder) will be created for that 'standard' mailbox (folder), the new mailbox (folder) should be classed as a sub-mailbox (sub-folder).

So to clarify the just said; I will now right click over the 'standard' mailbox (folder) called BUSINESS to make it the selected item (active mailbox/folder) and more importantly to bring up its Context (Options) menu (Fig 1.9 below). From there, I will then create a new mailbox (folder) as exampled above - I will click on the NEW MAILBOX menu-item (Fig 1.9) to bring up the New Mailbox message requester, give the new mailbox (folder) a name (INVOICES) (Fig 1.10) and then click on the message requester's OK button. This will create a new mailbox (folder) called INVOICES, which can be classed as a sub-mailbox (sub-folder), inside the 'standard' BUSINESS mailbox (folder) (Fig 1.11). The folder view (mailbox view) for the 'standard' BUSINESS mailbox (folder) will need expanding, by clicking on the TRIANGLE button to its left, so that you can see the new INVOICES mailbox (folder).



Fig 1.9  Right click over the 'standard' mailbox (folder) called BUSINESS and select (left click on) its NEW MAILBOX menu-item to continue




Fig 1.10  Give the new mailbox (folder) a name and then click on the OK button to continue




Fig 1.11  Click on the TRIANGLE button to the left of the BUSINESS folder (mailbox) so that you can see its sub-folder(s)

Another way of creating a sub-mailbox (sub-folder) is to use the LOCATION drop-down menu on the New Mailbox message requester. In this next example I have right clicked over the INBOX mailbox (folder) of my regular (ClickWiseCS) e-mail account and have since selected (left clicked on) the NEW MAILBOX menu-item of the Context (Options) menu that appeared. So now I am at the point of naming the new mailbox (folder). Before I do though I can change the location of the new mailbox (folder) by clicking on the LOCATION drop-down menu and selecting which existing mailbox (folder) I prefer this new mailbox (folder) to go inside.

When you first click on the LOCATION drop-down menu it will, by default (normal behaviour), have the mailbox (folder) you have just right clicked over set as your preferred location, which you can change of course. So if the BUSINESS mailbox (folder) was the mailbox (folder) you right clicked over prior to clicking on the NEW MAILBOX menu-item it will be the preferred mailbox (folder) that is selected on the LOCATION drop-down menu.

In this particular example though, because I right clicked over an INBOX mailbox (folder), which is classed as a main/root mailbox (folder), the LOCATION drop-down menu automatically selects ON MY MAC by default. This means if you click on the OK button, after naming the new mailbox (folder), the new mailbox (folder) will be created as a 'standard' mailbox (folder) that is listed underneath the ON MY MAC heading; just like BUSINESS and IMPORTANT. But if you select another mailbox (folder) within the LOCATION drop-down menu, such as the 'standard' BUSINESS mailbox (folder) like I have done in this example, the new mailbox (folder) will become a sub-mailbox (sub-folder) of that other selected mailbox (folder); a sub-mailbox (sub-folder) of the 'standard' BUSINESS mailbox (folder) in this example.



Fig 1.12  Select a 'standard' mailbox (folder) as your preferred location so that this new mailbox (folder) can become a sub-mailbox (sub-folder)

Once you have the location sorted out the next thing to do is give the new mailbox (folder) a name - APPOINTMENTS in this example - before clicking on the OK button of the New Mailbox message requester.



Fig 1.13  Give a name for the new mailbox (folder), which will now be classed as a new sub-mailbox (sub-folder)

After clicking on the OK button you should see your new sub-mailbox (sub-folder) listed within its 'standard' mailbox ('standard' folder). In this example the new APPOINTMENTS sub-mailbox (sub-folder) is now listed above the INVOICES sub-mailbox (sub-folder) I created earlier which in turn are both listed within the 'standard' BUSINESS mailbox (folder).



Fig 1.14  APPOINTMENTS is now listed alongside the INVOICES sub-mailbox (sub-folder) - Within the 'standard' BUSINESS mailbox (folder).

Now that two 'standard' mailboxes (folders) have been created (BUSINESS and IMPORTANT) and two sub-mailboxes (sub-folders) have been created (APPOINTMENTS and INVOICES) you can start organizing your e-mails by putting them into these 'standard' mailboxes (folders) and 'standard' sub-mailboxes (sub-folders).

HOW  TO  MOVE  E-MAIL  INTO  SUB-MAILBOXES  (SUB-FOLDERS)

One of the easiest ways to move an e-mail into another mailbox (folder) or sub-mailbox (sub-folder) is to select the e-mail as normal and then click on the MOVE drop-down menu (button) located on Mail's window. It will show you the locations (mailboxes/folders) available whereby you then click on a location in order to have your selected e-mail moved into that selected location. So in this next example I selected an e-mail from the ClickWiseCS INBOX mailbox (folder), clicked on the MOVE drop-down menu (button) and selected the location IMPORTANT which is the 'standard' mailbox (folder) I created earlier, underneath the heading ON MY MAC.



Fig 1.15  Click on the MOVE drop-down menu (button) and select your location (mailbox/folder) for the selected e-mail(s) to be moved into

Another way to move an e-mail is to select it as normal, click on the MESSAGE menu and then hover the mouse pointer over the MOVE TO sub-menu. Doing so will then expand the MOVE TO sub-menu to reveal its sub-memu menu-items. From there, click on a location (mailbox/folder). Again, in this next example I have chosen (clicked on) the IMPORTANT mailbox (folder).



Fig 1.16  Click on the MESSAGE menu, hover the mouse pointer over the MOVE TO sub-menu and then click on the IMPORTANT location (mailbox/folder)

You can also Drag & Drop an e-mail into a mailbox (folder) of your choice. In this next example I have clicked on an e-mail but kept the clicked held down as I then move the mouse pointer (with e-mail attached to it) towards the IMPORTANT mailbox (folder). Once the mouse pointer is over the IMPORTANT mailbox (folder) the IMPORTANT mailbox (folder) will have a rounded rectangle placed around it to denote it can have e-mail dropped into it. So the last step here is to release the left mouse button (the held down click) so that the selected e-mail is then dropped into the IMPORTANT mailbox (folder).



Fig 1.17  You can also Drag & Drop one or more e-mails into a mailbox (folder) if you wish

The above is not limited to one e-mail. You can select many e-mails if you wish before moving them. And if you make a mistake you can always move e-mails back to their original mailbox (folder) by following the above process again, but this time selecting the original mailbox (folder) as the destination mailbox (folder); as the MOVE location.

To select more than one e-mail; Select the first e-mail as normal and then press down on the CMD keyboard key and keep it pressed (held) down as you then select other e-mails. Once you have your selection of e-mails selected (highlighted in dark blue) let go of the CMD keyboard key. Now MOVE the selected e-mails or Drag & Drop them as shown above.