I bought Direct Mail years ago and it continues to impress me with its functionality, ease of use and clean look & feel. Really easy on the eyes in keeping with MacOS tradition, this app is simple enough for novices and has plenty of features for expert level users. In the Mail app on your Mac, choose Mail Preferences, then click Rules. To review an example of a rule, select a provided rule, then click Edit. To close the rule, click Cancel. Click Add Rule, then type a name for the rule. Indicate whether any or all of the conditions must be true for the rule to be applied to a message. Specify the conditions.
Mail User Guide
Reply to or forward messages, or redirect a message you receive by mistake to someone else. If the original message contained attachments, you can decide whether to include them.
Reply to or forward emails
- In the Mail app on your Mac, select a message in the message list.To include just a portion of the original message in your reply, select the text to include.If you select the top message in a conversation, all of the messages in the conversation are selected.
- Move the pointer over the message header, then click one of the following buttons:
- Reply to reply to just the sender.
- Reply All to reply to the sender and the other recipients.
- Forward to choose new recipients.
You can add or remove recipients as needed. - Add your text.If you included the original message, vertical bars (called quotation bars) may appear next to it.You can make your text appear as quotations:
- Add quotation bars to your text: Choose Format > Quote Level > Increase or Format > Quote Level > Decrease. This also changes the quote level at which selected text appears.
- Paste text as quoted text: Choose Edit > Paste as Quotation.
- If the original message contained attachments, decide whether to include them:
- Include attachments in a reply: Click the Include Attachment button in the toolbar of the message window or choose Edit > Attachments > Include Original Attachments in Reply.
- Exclude attachments from a reply: Click the Exclude Attachment button in the toolbar of the message window or choose Message > Remove Attachments.
- When you’re ready, click the Send button .
If you prefer to always omit the original message from your replies, choose Mail > Preferences, click Composing, then deselect “Quote the text of the original message”.
Reply from a Mail notification
In a Mail notification on your Mac, do one of the following:
- Click Reply. Your reply is addressed to all recipients; to reply only to the sender, click the Reply button in the toolbar of the message window.
- Click anywhere in the notification to open the message, then reply.
Forward an email as an attachment
- In the Mail app on your Mac, select the message you want to send as an attachment.
- Choose Message > Forward as Attachment.
You can also drag messages you want to forward one at a time into a message.
Automatically reply to or forward emails
Mail must be open before it can automatically forward or reply to messages. If you want to send automatic replies when Mail isn’t open — like when you’re on holiday — check with the provider of your email account.
- In the Mail app on your Mac, choose Mail > Preferences, then click Rules.
- Click Add Rule, then type a name for the rule.
- Indicate whether any or all of the conditions must be true for the rule to be applied.
- Set the conditions that determine which messages to automatically reply to or forward.
- Click the “Perform the following actions” pop-up menu, then choose an option:
- Forward messages: Choose Forward Message from the first pop-up menu, then enter the email addresses where you want to receive the forwarded messages. Click Message, then enter any text you want to include with the forwarded message. For example, you could explain that you’re automatically forwarding messages.
- Reply to messages: Choose “Reply to Message” from the first pop-up menu, click “Reply message text”, then enter your reply. Mail includes the full text of the original message in your reply.
- Click OK.
Carefully consider the rules you create. If they’re too broad, messages can be sent inadvertently or create loops (replies to replies you sent). If possible, test the rules.
Redirect emails
- In the Mail app on your Mac, select the message you want to redirect.
- Choose Message > Redirect.
- Address the message, then click the Send button .The recipient sees only the address of the original sender, and the recipient’s reply goes only to the original sender. You can’t redirect messages for an Exchange account.
See alsoNotifications preferences on MacWrite and send emails in Mail on Mac
Direct Mail can import addresses from the Contacts app on your Mac.
- Choose Addresses > Import From > Contacts from the menu bar.
- By default, Direct Mail will import only the contact cards that you select. If you want to import an entire group from the Contacts app instead, click on the 'Import Group' button at the top of the window.
- Select the contacts (or group) you want to import.
- By default, Direct Mail will import the First Name, Last Name, and Email Address for the selected contacts. If you want to import more attributes for each contact, click the '+' at bottom of the window. A new row will appear. Use the popup menu on the left to choose which attribute to import (by default it will say 'Prefix'). Use the popup menu on the right to choose which Direct Mail column that field should be placed into.
- Click Import.
If a contact has more than one email address
If a contact has more than one email address, you can tell Direct Mail which one to pick when importing. This is done by choosing either 'Selected Email', 'Primary Email', or 'All Emails' from the Field popup menu. 'Selected Email' is the default.
- Selected Email. This option tells Direct Mail to import the email address for each contact that is currently highlighted/selected in the import window. If you want to import a different email address than what is selected, simply click on the alternate email address.
- Primary Email. This option tells Direct Mail to import the email address that is the 'primary' email address for each contact. By default, this is the first email address listed on the contact card. If you want to change the primary address for a contact, you can do so inside the Contacts app on your Mac (choose Edit > Edit Distribution List).
- All Emails. This option tells Direct Mail to import all the email addresses for each contact. If a contact has more than one email address, it will appear multiple times in your list (after importing).
Syncing
Direct Mail can automatically keep a Direct Mail address group in sync with one of your groups in the Contacts app. This can be useful if you want to manage your mailing lists from inside Contacts, but use Direct Mail for creating, sending, and tracking email campaigns.
If you would like to keep a group from the Contacts app in sync with Direct Mail instead of just a one-time import, then follow the steps at the top of this article, but click the 'Sync Group' button instead of the 'Import Group' button. You'll need to select the Contacts group that you want to stay in sync with.
Here are some things to be aware of when syncing is enabled:
Mac Mail App Update
- The first time you sync, a new group will be created and named after the Contacts group you have selected to sync with.
- The Direct Mail group will not be editable. Any changes you want to make to your mailing list (updating group membership, email addresses, names, etc.) must be done in Contacts.
- Direct Mail will remember which addresses have unsubscribed or bounced and mark them as such in Direct Mail. This information is maintained when syncing.
- Direct Mail will automatically create a group in Contacts called 'Unsubscribes'. Any addresses that have unsubscribed in Direct Mail will be automatically moved into the Unsubscribes group in Contacts. The Unsubscribes group will be created inside your original Contacts group.
- Changes are synced only when you click the 'Sync Now' button.
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