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Electronic mail: how does it work?

Receiving e-mail goes through your e-mail provider. You have your own inbox there, which contains everything that is sent to your email address.
This mailbox (space on their mail server) can be cleared with your e-mail program: in this case Apple's Mail.
E-mail retrieval is secured; you need a login name and a password for this.

Send mail
You also send via your provider, but that goes via a general PO box.
Everyone who is affiliated with your provider puts their mail in there. Sending e-mail is usually also secured; you also need your login name and a password.

Letterboxes annex mail servers
You also need to know the name of those mailboxes. For receive, this is the name of the POP or IMAP server.
For sending those from the SMTP or POP3 server.
When you start Mail for the first time, it asks you for this information.
Do you have Gmail or another well-known service, choose this one. For everyone else, choose 'Other Mail account ...'




Now choose POP or IMAP:




Account information
The place to enter all this information can be found under the menu Mail => Preferences ... => Accounts ...:





So here you can add or remove e-mail accounts.
Click on the + or - symbol at the bottom left.


Mailbox settings
Details:




Server settings
You will receive all this information from your mail provider.



This is important if you have your own domain, such as MacMiep ('macmiep.nl' is the domain). Hosting providers want only acquaintances to be able to send mail through their mailbox. You will often have to enter a username and password here to be able to send your email.




The Mail Window



Button bar from left to right
Envelope - pick up new mail
Pen and paper - create new mail (Command + N)
Archive box - archive this mail. Recycle bin - throw this mail away
Archive box with X - e-mail is spam Arrow to the left - replies to this e-mail
Double arrow to the left - replies to all addressees
Right arrow - forward mail (forward)
Flag - mark the email with various colors
Search box - enter a search term here




A new email





On:
All recipients see the addresses of all people who received the email. Enter a comma to separate the addresses.

Copy versus Blind copy
You can send an email to several people at Copy (CC: everyone can see who receives the email) or Blind copy (BCC: no one can see who else gets the email). Click on the dash icon to show these options:



The latter option is seen as neat according to Netiquette. Pay attention to this!

Send attachments
You can throw files from the Finder into your email with "Drag and drop", but of course you can also use the Paperclip button.



Smileys
A whole batallion of small 'emoticons' to reinforce your email can be found at the top right:




Mail in the Dock
You do not have to go to Mail itself to collect new mail. You can also do this via the icon in the Dock. If you automatically collect and there is new mail, you will see the number of new emails appear in a red circle.



Behavior of Mail
Also go to 'General' in Preferences and indicate how Mail should behave. For example, how often mail must be collected:



Or with what sound new incoming emails are announced:



Note: Uncheck "Play sound for other tasks" to stop hearing noise when sending mail, etc.



Small characters in incoming e-mail?
With Command + they become bigger (and Command - smaller).


Junk Mail / Spam
One of the biggest annoyances of internet users is unsolicited e-mail, or Junk Mail. You can switch the spam filter against unwanted mail on / off in the Preferences under Junk Mail.



Label e-mail as spam
Right-click on the message and choose Mark as Junk.
Mail is self-learning, as soon as you label a message as Spam, it will move the same message to the spam folder next time.

But this is not enough, so now a tip to keep spam annoyance to a minimum:


Rules: fine tuning the Mail app
With Rules you can set what mail should do with incoming email.
For example: do you email regular persons? Do you also get a lot of spam?
Then create a rule where only emails with 'Sender appears in Contacts' are shown.
By the way, Contacts is the app in which you write down names and addresses of acquaintances:



All mail from unknown senders will then end up in the Spam folder. How do you do that:
- Go to Preferences => Rules:



Create a new Rule:




The Contacts app
Now you ensure that all your email friends and girlfriends are in this app:



This is how you create a new contact:









NOTE: Do not forget to regularly clean the spam folder! There may of course be kosher emails in between.


Signaturebr> Would you like to your details under every email? In Preferences, go to 'Signatures'.
You can also drag and drip a picture in here.





WARNING
Sending mail and switching ISPs
Make sure you send mail via the letterbox of the provider where you are currently on the network. If you switch to a new provider (or if you are temporarily using a different network), you will have to adjust that outgoing mailbox. If not, you cannot send an email! Providers do not want everyone to be able to send mail via their server. Only subscribers are allowed to.


Collaborate with Microsoft Exchange Server
Ask your system administrator to enable Exchange's Autodiscover feature. Then you can simply create a new Exchange mail account in Mail with the login details you have received. Check that the rest of your programs must also be configured. Your Mac will then retrieve all the necessary information from the Exchange server and you can now work with your Mac in an Exchange environment with the programs Mail, Contacts and iCal (calendar).




The next chapter is:
keep your Mac safe






Disclaimer: MacMiep is independent. This means she writes what she wants, based on 30 years of Mac-experience. She doesn't get paid for stories (positive or negative) on this website. MacMiep is not interested in your data. However, she does use Google's services. Google is indeed interested. Are you happy with MacMiep? Please support your local cat shelter.