Shortcut to archive mail to different accounts?

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Level 2

322 points

Shortcut to archive mail to different accounts?

I have several email accounts in Apple Mail. I would like to be able to archive a message to the appropriate archive folder for that account. Using the Choose From Menu action, I've created a list of the accounts. Selecting one leads to Trigger from Menu Bar Menu Item and "Message;Move to; XXXX; Archive". This isn't working.

Any other ways to automate this process? Sorting email daily is a HUGE time-suck. Eventually, I'd like to make this process driven by Siri, but that's for another day. I just need a way to quickly deal with dozens of emails daily from 6 accounts.

Thanks!

Mac mini, macOS 12.4

Posted on Apr 22, 2022 4:10 PM

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Answer 1

Todd0213

Community Specialist

Apr 23, 2022 1:08 PM in response to Steve Porritt

Greetings Steve Porritt,

It sounds as though you're wanting to move multiple emails at one time to different Archive email folders. While there isn't a way to move multiple emails at one time to different email folders, you may find Smart Mailboxes useful in having emails moved automatically to a desired folder. The section titled "Create Smart Mailboxes" of the following article walks through creating those mailboxes.

Use Smart Mailboxes in Mail on Mac

When creating a Smart Mailbox, this would be an entirely new mailbox and wouldn't affect existing mailboxes that you've created. If you would like to provide feedback mailboxes and moving emails in the Mail app, you can do so via the Product Feedback website. Apple does appreciate all feedback regarding their products, services, and features. If you have additional questions about moving or copying emails between mailboxes, you may find the following article helpful.

Move or copy emails between mailboxes in Mail on Mac

Have a great rest of your weekend!

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Answer 2

Steve Porritt Author

Level 2

322 points

Apr 23, 2022 8:07 PM in response to Todd0213

Thank you for the quick reply! That's an interesting idea, creating smart mailboxes. However, I'm not sure that they will work properly with my university email account servers. When I try to add folders to these accounts, the folders are immediately deleted. Universities are rather persnickety about what they allow on their servers.

On the other hand, I did manage to get that shortcut working. I then added it to the Stream Deck app on my iPad, and I can now select the email, tap the Stream Deck icon for the Archive Email shortcut action, and the shortcut presents a list of universities on the Mac. I double-click the uni, and the email gets filed in the proper archive folder. Saves a bit of time navigating hierarchical menus (and possibly selecting the wrong folder). This also works when I select multiple emails for archiving.

For the time being, I'm happy with these results, but eventually, I'd like to further automate the process by using Siri to run the shortcut and select the uni name. Even better, I'd like to parse the email address and then tell Siri to "Archive". If the domain matches a uni domain, then Siri will file the selected email in that uni's archive folder. But that's a project for another day. Need to get back to grading.

Again, thanks for your reply!

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Shortcut to archive mail to different accounts?

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