Tagging Mail Messages (MacMost Now 889)

Tagging Mail Messages (MacMost Now 889)


Hi this is Gary with MacMost Now. In today’s
episode let me show you how to tag messages in MacMail. So I get asked this question a lot. How can
you apply tags or keywords to incoming email messages in MacMail. The idea is that you
can store an email in a folder if you want to find it later but it is more useful to
actually tag it and add keywords to it. So you can label something as part of two different
projects or part of home and vacation or work and certain projects. You can have multiple
keywords and multiple tags applied to the email. There is no ability to do this in MacMail
but there is one way to work around it and there are some third party solutions. So one simple solution that is built into
MacMail is using Flags. Now when you have an email message here you can go and add a
flag to it that is a different color. If you don’t see the flags here you would want to
customize the ToolBar like that and make sure that you use the default set and add flags
in. You can also go to Message and then Flag and add a flag there. You only have limited colors but once you
add a flag you will see on the left here, on the left sidebar, a set called Flagged.
If I click on that I will see it here. Now watch what happens if I go back to my Inbox
and take this message here and I add a green flag to that. Now I can see under Flags I
have red and green. So these only appear if you actually use them. Now the interesting thing is that you can
apply only one flag at a time to a message. So it is not as useful as you would think.
If I look in here I can see that it is only the last one that is applied and it will update
the green and purple showing it is not there. So if very limited to how you would use it.
For instance you can make a mailbox called Work and put all your work emails in there.
Then you can apply these flags here and have them be for different projects. You can have
a project that is the red label and have something in the work folder and also with the red flag. It is important to know that you can rename
these. You don’t have to stick with the name red. In the list here on the left I can double
click on it and change it. So now it all appears as Project 1. Even here you can see it changes
the name to Project 1. So it is a very limited quick way that you
can start using tags as flags in your email. Now if you want more than that you are going
to have to go to a third party solution. One that I’ve used in the past is MailTags. MailTags
you can get to by going to indev.ca. There you can download it and it is basically an
extension for Mail. Once you add it in you can then apply actual tags to each message
as you might expect it to do as a more advanced function. I’ve just installed the free trial MailTags.
Now I can go into my message and set message and then there is a MailTags menu under there
and I can tag the message and is comes up with this huge dialogue box that gives you
tons of different options. So I can add a keyword, create new keywords
on the fly, add colors, do all sorts of different things. Even add notes for that particular
message. I expect the way you would use it normally
though is to customize the toolbar and add MailTags there to your toolbar and that way
you can quickly click on that and bring up that same window. So let me set this to say Project 1 here for
a tag and you can see it creates that tag there. Now if I go into this email here you
can see that it added the tag there and I can simply select Project 1 there and add
it to that one, so I will do that. Then let’s say add another one to this
and now you can see it’s got actually both
under there. So there are two different ways to add tagging
to mail. A kind of built in but simple tagging system and then a much more complex one using
a third party tool. I hope you found this useful. Until next time
this is Gary with MacMost Now.

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