How-To

How To: Create a folder in Mail.app

Create a folder in Mail.app

macOS 10.13 (High Sierra)

This is an update to a previous blog post How To: Create A Folder In Mail.app. I’ve done the update because the macOS Mail.app interface has changed drastically since my last post on the subject. In my previous post I did two separate sections one on POP and another on IMAP eMail. I’ve done the same in this post too.

Archiving mail, no matter what eMail application you use, is always a good thing to do. Being organized can help you with a cluttered and bursting Inbox and or Sent folder. Here is a simple “How To” for creating a folder/mailbox in Apple’s Mail.app.

Folder = Mailbox / Mailbox = Folder: For some odd reason Apple has always used the word mailbox instead of folder. I never got use to it, understood it, nor liked it; so I continue to call a mailbox a folder. But for the sake of this How To I’ll use mailbox.

New Mailbox: Mail.app Menu Bar
Mailbox Menu Selected

1) Select Menu: Mailbox > New Mailbox….
This is POP!
POP supports download and delete requirements for access to remote mailboxes. Although most POP clients have an option to leave mail on server after download, eMail clients using POP generally connect, retrieve all messages, store them on the user’s PC as new messages, delete them from the server, and then disconnect.
On My Mac

2-POP) Enter the name of your new mailbox. Click “OK”.

When using only POP accounts, “On My Mac” will be your only choice. If archiving eMail “On My Mac” make sure you’re backing up your Mac with Time Machine or other utility. If something happened to your computer, you’d have no backup of your eMail, especially if the account is set up as POP and was also set to delete eMail off the server after retrieval.


After clicking “OK” you should see the new “On My Mac” mailbox, with the newly added subfolder below it.

TIP: Never use “.” periods or “/” forward slashes in the names of mailboxes — POP or IMAP. Example: The name “my.mailbox” will create a mailbox “my” with an invisible mailbox inside of it called “.mailbox”. The name “my/mailbox” would create a grayed out root level folder “my” with a subfolder called “mailbox”.
IMAP eMail
IMAP (Internet Message Access Protocol) is a standard email protocol that stores email messages on a mail server, but allows the end user to view and manipulate the messages as though they were stored locally on the end user’s computing device(s). Deleting or moving an eMail from one device will delete or move it from the server and all other devices.

For my IMAP example I created 3 three IMAP accounts. My custom domain name IMAP accounts are served by a 3rd party hosting company. This example can also be used with an iCloud eMail address, a Google account set up for IMAP, or other 3rd party IMAP mail account.

2-IMAP) Select which IMAP account from the popup. Enter the name of your new mailbox. Click “OK”.

After clicking “OK” you should see the new mailbox within the chosen IMAP account. You can repeat the process to create any number of root level mailboxes for organizing your archived eMail.

New Mailbox: Account “+” Icon

1) Hover over the account you want to make the mailbox in. Click the “+” icon.

2) Name the new mailbox. Click the “OK” button.

 

TIP: If you click on the “+” icon in the wrong account, you can always choose the right account in the drop down sheet’s popup menu.

3) The new mailbox in the chosen account.
New Mailbox: Contextual Menu
contextual menu

1) Right click or Control click on an account. Select “New Mailbox”
tim cook

2) From the popup menu, select where you want the new mailbox. Name it. Click “OK”.

 
If you leave the popup menu selection on the current folder, the new folder will become a sub folder of the parent folder. You can navigate via the popup menu to place the new mailbox elsewhere.

3) The new mailbox in the chosen account as a subfolder.

These are the basics for creating mailboxes for organizing and archiving both IMAP and POP eMail. I’m a stickler for organizing eMail. If I’ve touched an eMail, read, and or acted on the eMail, I will file it or delete it immediately. I rarely have eMail in my Inbox over a day. Seeing hundreds of eMails in an Inbox, or Sent folder, makes me crazy! I do have clients who keep THOUSANDS of eMails in their Inbox and then search for what they need. It comes down to how you work, the habits you’ve acquired, and what works best for you. Good luck and happy eMailing.

macOS 10.5 (Leopard)

Apple MailArchiving mail, no matter what application you use, is always a good thing to do. Being organized can help you with a cluttered and bursting Inbox and Sent Items folder. Here is a simple “How To” for creating a folder/mailbox in Apple’s Mail.app.

Pop eMail:

For those of you who have only one POP eMail account, the procedure is very straight forward.

Step 1: At the bottom left corner of the Mail window click on the “+” pop-up menu. Select menu item “New Mailbox…”

picture-01

Step 2: You will then see a drop down sheet. Enter the name of your folder, mine is named “First Level” and click “OK”.

picture-2

A new folder/mailbox has been created. To create a sub-folder, a folder within a folder, single click on the folder you just created, or any other you have created and repeat steps 1 and 2. You will have created a first level folder and a sub-folder within the first level folder.

picture-3

IMAP eMail:

IMAP mail is a mail protocol that keeps all mail on a server, rather than delivering it to your computers mailbox and deleting it from the server. There are many advantages to using IMAP. If you have multiple computers or an iPhone, you would be able to see the same mail on each device. And if you delete an eMail from one device, this update will be seen by all of your devices. This includes all archiving folders created on the server too.

Here is how to create a folder/mailbox using a single or multiple IMAP eMail accounts.

Step 1: Select the account mailbox you would like to create a folder in.

picture-1

Step 2: At the bottom left corner of the Mail window click on the “+” pop-up menu. Select menu item “New Mailbox…”

picture-01

Step 3: You will then see a drop down sheet. Enter the name of your folder, mine is named “First Level” and click “OK”.

picture-21

Step 4: If you were successful you should see something similar to this:

picture-3

And that’s it! You now know how to create folders/mailboxes in Apple’s Mail.app.

If this was helpful to you … please leave a comment. Thanks!


judicious-hyoid
spam killer

10 Comments On:

How To: Create a folder in Mail.app

  1. Great article on How To Create a folder in Mail.app. I had been confused about “mailbox” vs. “folder.” I think Apple blurs this a little.

  2. I have multiple accounts in macmail. When I creat a sub folder ( New Mailbox ) in any of these accounts I do not find option to write down the name of that account in location . kindly let me know how to do this.

    1. Hi Arshad,

      I’m not sure what you mean by:

      I do not find option to write down the name of that account in location

      If you can be more specific. If you want to change the name of any folder all you have to do it click on the name once, pause, then click on the name again, the text will be selected and you can change it. You can also “right click” or “Control Key click” on the folder and select Rename Mailbox from the contextual menu. Once done ht the Enter or Return key to save the new name.

      If that’s not what you were looking for, I need more info.

      Joe

  3. Thanks. I am a VERY new user! I am still unable to create subfolders in the mailboxes I am creating. I can however make folders and sub folders in the smart mailboxes. But they don’t seem to remove the emails from the inbox, which is what i want to do. I am used to Outlook. any suggestions?

    1. Lotta …

      Smart mailboxes are not real mailboxes. They are just saved searches on all your physical mailboxes. So they will never move mail, only show the search criteria you have set up.

      As far as making sub-mailboxes/folders … sorry to say … I don’t know what to tell you without more information. Making folders/mailboxes in Mail.app is not that different from Outlook.

  4. Yes this was very helpful and easy to do. Normally I google and I get confused because its not as easy as they describe but thanks because this was right to the point and very visual. Thanks again.

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