HOW  TO  CREATE  A  SMART  MAILBOX  (SMART  FOLDER)  IN  MAIL


Continuing from the last Mailbox (Folder) section; In this section I am going to teach you how to create a Smart Mailbox (Smart Folder), which is similar to a 'Standard' Mailbox (Folder) in the fact that it is a mailbox (folder) but is different in its use/purpose.

A Smart Mailbox (Folder) is a 'Standard' Mailbox (Folder) that has rules applied to it. You do not manually move/drag e-mails into it like you would with a 'standard' mailbox (folder), you create some rules for it instead that dictate to the MAIL application what e-mails should automatically be put inside the Smart Mailbox (Folder). For example. If you create two smart mailboxes (folders), one called FRIENDS and one called BUSINESS, you could set up rules for the FRIENDS mailbox (folder) whereby it only has your friend's e-mails going inside it. And for the BUSINESS mailbox (folder) you would set it up so that only business e-mails are going inside it. You will see what I mean in a minute.


To begin the first example make sure you have your regular e-mail account's INBOX mailbox (folder) selected; the ClickWiseCS INBOX mailbox (folder) in my case.



Fig 1.0  Select your regular e-mail account's INBOX mailbox (folder) to continue

With your regular e-mail account's INBOX mailbox (folder) selected you now have two main methods of creating a Smart Mailbox (Folder). The first method is to click on the MAILBOX menu and then select the NEW SMART MAILBOX menu-item.



Fig 1.1  Click on the MAILBOX menu and then select the NEW SMART MAILBOX menu-item to continue

And the second method is to click on the tiny PLUS button (+) towards the bottom-left corner of the MAIL window (Folders window pane / sidebar) and then select the NEW SMART MAILBOX menu-item from the drop-down menu that appears.



Fig 1.2  Click on the tiny PLUS button (+) towards the bottom-left corner of the MAIL window and then select the NEW SMART MAILBOX menu-item

Either method will make a message requester appear that asks you to give the new Smart Mailbox (Folder) a NAME and some RULES. Rules are basically Filters at the end of the day. By default a new smart mailbox (folder) has its name set to SMART MAILBOX 1. And if you create a second smart mailbox (folder) it normally uses the name SMART MAILBOX 2. However, for some strange reason, with the MAIL application you can have two smart mailboxes (folders) with the same name (i.e. both using the name: SMART MAILBOX 1).

Also by default, the first rule (filter) is always set to - ANY RECIPIENT that CONTAINS the e-mail address THIS E-MAIL ACCOUNT'S E-MAIL ADDRESS (i.e. john@click-wise.net). Although it places the currently active/selected e-mail account's e-mail address inside the E-MAIL ADDRESS edit box by default, this is technically useless because what it means is that whenever someone makes me (john@click-wise.net) the recipient of their sent (new or reply) e-mail I will now receive their sent (new or reply) e-mail inside my new SMART MAILBOX 1 smart mailbox (folder) as well as inside my regular e-mail account's INBOX mailbox (folder).



Fig 1.3  This is the standard rule (filter) you get when creating a new smart mailbox (folder)

Regardless of the above default rule (filter) being totally useless!! I will now show you how to change it and make it much more useful. In the example below I am going to change the name of the new smart mailbox to DENISE and then change the default rule (filter) by making it detect any e-mails that are from my friend Denise Cedar, thereby telling the MAIL application to put all her existing and newly received e-mails (if any) into one new smart mailbox (folder) called DENISE.

HOW  TO  CREATE  A  USEFUL  RULE  (FILTER)

You change the name of a new smart mailbox (folder) by either clicking inside the SMART MAILBOX NAME edit box or by typing over the currently selected (highlighted in blue) name. In this example I simply began typing the name DENISE in order to type over the existing, highlighted in blue, name of SMART MAILBOX 1. Read the Edit Box Explained section for more information and help with the Edit Box, if need be.

With the new smart mailbox (folder) now renamed to DENISE the next step is to change the default rule (filter) itself. Begin by clicking on its first option, which is a drop-down menu on the left-side that is currently set to ANY RECIPIENT. Change this to FROM by clicking on the FROM menu-item. The FROM menu-item is used when you want a rule (filter) to look at the FROM Heading within an e-mail; who the e-mail is coming from.



Fig 1.4  Click on the drop-down menu to the left and then select the FROM menu-item to continue

For this particular filter you can leave the second/middle option alone. It is also a drop-down menu, that is currently set to CONTAINS. You use the CONTAINS menu-item when you want a rule (filter) to know that an e-mail (e-mail heading or e-mail message) must contain something. In this example; must contain the e-mail address: denisecedar@yahoo.co.uk.

The last option, which is an edit box, is normally set to a previously used (typed in) e-mail address. However, if this is the first time of using the MAIL application for example it will be an empty/blank edit box. In this example you need to type in the e-mail address of the person (or business) whose e-mails you want stored inside this new smart mailbox. In this case the e-mail address of Denise Cedar (denisecedar@yahoo.co.uk).

When you have done the above changes click on the OK button of the message requester to create the actual smart mailbox (folder) with the above, changed, rule (filter) applied to it. In this particular example the default rule (filter) will be set to FROM, CONTAINS and E-Mail Address which basically means - Any e-mail whose FROM Heading CONTAINS the E-MAIL ADDRESS denisecedar@yahoo.co.uk will be placed inside the smart mailbox (folder) called DENISE.



Fig 1.5  Type in an e-mail address and then click on the OK button to create the new smart mailbox (folder)

Smart mailboxes (folders) with a rule (filter) such as the one just created applied to them means you will have a copy of the filtered e-mails in those smart mailboxes (folders) as well as in your regular e-mail account's INBOX mailbox (folder). So in this example where I have three e-mails from Denise Cedar, the original e-mails will be inside my regular e-mail account's INBOX mailbox (folder) and a copy of those e-mails will be inside my new smart mailbox (folder) called DENISE. Only e-mails from Denise Cedar will be copied into my DENISE smart mailbox (folder) though. So even if I have other e-mails from Peter and Shelia for example they will stay inside the INBOX mailbox (folder) only.



Fig 1.6  The new smart mailbox (folder) called DENISE has been created and only contains e-mails from her

Note well - The e-mails stored inside a smart mailbox (folder) are only a mirror image of the original e-mails inside the INBOX mailbox (folder) for example. Meaning, if you delete an e-mail from the smart mailbox (folder) it will also get deleted from its original mailbox (folder); such as the INBOX mailbox (folder). And vice versa is also true. However, if you delete the smart mailbox (folder) itself any original e-mails it was mirror imaging (storing a duplicate of) before the erasure will not be deleted from the original mailbox (folder). Saying that; A copy of any deleted e-mails will be stored inside the TRASH mailbox (folder) by default.....if you haven't told the MAIL application to automatically empty the TRASH mailbox (folder) of course.

To test the new smart mailbox (folder) and its new rule (filter) is working I will now ask Denise Cedar to send me a new e-mail. When I receive it you will notice the number one next to the INBOX mailbox (folder) and the new smart mailbox (folder) called DENISE. This will denote one new, unread, e-mail has arrived and more importantly that the new smart mailbox (folder) also has a mirror image copy of that original e-mail as described above.



Fig 1.7  Always test your rule (filter) - Make sure it's fully working before using it for your business needs for example.

As you can see from the above; The new e-mail has the unread, blue-dot, symbol next to it even within the new smart mailbox (folder). Meaning, the new smart mailbox (folder) really does work and really does mirror image the original copy of e-mails that are inside the INBOX mailbox (folder). It always pays to test your new rule (filter) before using its smart mailbox (folder) for your business needs for example.

HOW  TO  ADD  ANOTHER  RULE  (FILTER)

If you want to add another rule (filter) to the same smart mailbox (folder) you can do so. In this next example I will add another rule (filter) to the DENISE smart mailbox (folder) that tells the MAIL application to only include e-mails that contain the word Testing in their SUBJECT Heading. So the two rules (filters) combined mean the MAIL application will only move e-mails from the INBOX mailbox (folder) into the DENISE mailbox (folder) if they contain the e-mail address denisecedar@yahoo.co.uk and the word Testing in their SUBJECT Heading. If they do not contain the e-mail address denisecedar@yahoo.co.uk and the SUBJECT Heading of Testing they will not be moved.

To create another rule (filter) you first need to bring back the message requester (Rule window). You can do this by right clicking over the smart mailbox (folder), to bring up its Context (Options) menu, and then selects its EDIT SMART MAILBOX menu-item. Or you can use the MAILBOX menu and select its EDIT SMART MAILBOX menu-item (not shown here). Either way, once you have the Rule window in front of you simply click on its round PLUS (+) button to create another rule (filter) for the smart mailbox (folder) (Fig 1.9 below).



Fig 1.8  Right click over the smart mailbox (folder) you want to edit and then selects its EDIT SMART MAILBOX menu-item




Fig 1.9  Click on the round PLUS (+) button to add another rule (filter) to this smart mailbox (folder)

As said above; I will create another rule (filter) here that tells the MAIL application to further filter the current rule (filter). In the example below I have changed the first drop-down menu option from ANY RECIPIENT to SUBJECT, left the second/middle drop-down menu option set to CONTAINS and then typed the word TESTING into the third, edit box, option. So I now have a rule (filter) that means - Any e-mail whose SUBJECT Heading CONTAINS the words Testing will be placed inside the smart mailbox (folder) called DENISE. Remember though, this is working with the first rule (filter) so the e-mail also has to contain the e-mail address denisecedar@yahoo.co.uk. To create this second rule (filter) and therefore add it to the smart mailbox (folder) I just need to click on the OK button as before.



Fig 1.10  Click on the OK button to create and apply the new rule (filter) to the smart mailbox (folder)

Now the two rules (filters) are working together only my new e-mail from Denise Cedar is left inside the DENISE smart mailbox (folder). This is because it's the only e-mail with the word Testing in its title (subject). So now not all e-mails from Denise Cedar are going to be put inside the DENISE smart mailbox (folder); only her e-mails with Testing in the title (subject) will be put there.



Fig 1.11  Only e-mails from denisecedar@yahoo.co.uk with a subject containing the word Testing will be put inside the DENISE smart mailbox (folder)

The last rule (filter), and even the first rule (filter), can easily be removed by clicking on their MINUS (-) button. If I remove the first rule (filter) for example, the e-mail address rule (filter), it will mean only e-mails containing the word Testing in their SUBJECT Heading will be put into the DENISE smart mailbox (folder). A copy of them anyway. This in turn would then mean any e-mails and not just those containing the e-mail address denisecedar@yahoo.co.uk simply because the e-mail address rule (filter) will no longer be applied of course. If you need to create more rules (filters) and/or more smart mailboxes (folders) simply follow the above procedures again.

TWO  MORE  EXAMPLES  OF  COMMON  RULES  (FILTERS)

Below are two more examples of commonly used rules (filters) that you may find useful. The first example will collect up e-mails older than 365 Days, which is good if you want to find and delete years worth of e-mails in one go - Once they are inside the smart folder, called Old E-Mails for example, you can delete them.



Fig 1.12  A rule (filter) that collects up e-mails older than 365 Days

This second example initially collects up all e-mails that have attachments (attached files), which is good if you are looking for a specific file. It then adds a new rule (filter) that narrows down the search, by using the IS IN THE DATE RANGE option. This would really help you find a specific e-mail with a specific file (attachment), especially if you then added a third rule (filter) stating the e-mails must contain a certain SUBJECT. A fourth rule (filter) could be used to only find PDF attachments - ATTACHMENT TYPE is PDF.



Fig 1.13  Two rules that, when combined, may help you to find a specific e-mail with a specific attachment (attached file)

As you can see; With a little thought you could create a nice set of time saving, useful, searchable smart mailboxes (folders). Google search "smart mailbox useful rules" for example to see what rules (filters) others on the internet have created.

SMART  MAILBOX  AND  SMART  MAILBOX  FOLDER

If you ever need to group smart mailboxes (folders) into one main smart mailbox (folder) for example you can create what is known as a Smart Mailbox Folder. It will act like a root/main folder for all the standard Smart Mailboxes (Folders) you Drag & Drop into it.

You create a Smart Mailbox Folder by clicking on the MAILBOX menu and selecting the NEW SMART MAILBOX FOLDER menu-item whereby you will then be asked to give it a name using the message requester that appears. Simply type your preferred name into its SMART MAILBOX FOLDER edit box and then click on the OK button. From there, Drag & Drop any of your regular/standard Smart Mailboxes (Folders) into that newly created Smart Mailbox Folder. A Smart Mailbox Folder is ideal for grouping certain BUSINESS smart mailboxes (folders) together for example (i.e. group INVOICES, BILLS and RECEIPTS together).