Smart Mailbox not filtering

In February 2023 I started this thread regarding my Smart Mailbox not filtering when I purchased a new Mac Mini https://discussions.apple.com/thread/254643688.


I received several helpful tips from Old Toad and others, but nothing solved the problem. Whenever I started a new Smart Mailbox, it would result in over 200K messages in the results, which was pretty much all of my emails, both past and present, read and unread.


I finally stumbled across a solution and it appears to be a glitch in the System: When I "Edit Smart Mailbox" and check the box "Include messages from trash" the Smart Mailbox works perfectly. When I uncheck the box, it again reverts to no longer filtering properly.


So, to me it appears as if there is a problem with the Smart Mailbox system that does not allow you to exclude messages from trash. But with the solution to always check the box to include them, I am now able to create new Smart Mailboxes that function properly (almsot).


Mac mini (M2, 2023)

Posted on Jun 22, 2023 9:23 AM

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Posted on Jun 23, 2023 11:00 AM

Select all of the mailboxes in the sidebar and use the Mailbox ➙ Rebuild menu option. Let it run for about 30 minutes. Close and open Mail and see if the filtering is OK.


If the above doesn't help try this: How to rebuild the Spotlight index on your Mac - Apple Support  and test again.

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14 replies

Jun 22, 2023 10:04 AM in response to lowellfrombrookfield

Hi again. Let's give it another go. Try booting into the Recovery volume (boot with the Command + R keys held down  - Intel Macs) or  (How to Boot an Silicon Mac into Recovery Mode) and reinstalling the system. It will not affect your user data but you should always have a full and current backup before installing any system updates or upgrades.

🤞


Jun 24, 2023 9:31 AM in response to lowellfrombrookfield

It might be time to make an appointment at the nearest   Apple Genius Bar or Apple Authorized Service Provider and have them go thru it with a fine tooth comb.


If you do make sure you have a full and current backup of your boot drive with Time Machine or whatever backup app you use.


Addendum: there is one more thing you can try: with Mail closed search the Mail/V10 folder for any file that contains "envelope" in its file name. Move them to the Trash bin and relaunch Mail. You can use the shareware app Find Any File to do the search.


Any files with the envelope in the file name can be dragged from the search results window to the Trash bin.


FAF can search areas that Spotlight can't like invisible folders, system folders and packages.  


Mail will reload all of the emails back into the various albums and the smart albums will take a bit to repopulate. Be sure to keep your 🤞.



Jun 25, 2023 11:27 AM in response to lowellfrombrookfield

At least the Mini will be easy to carry in if that's the way you go. I had to take an iMac in and that's no walk in the park.


Do you have a lot of smart mailboxes? If not you might try deleting them, rebuilding all of the mailboxes again and then recreate the smart mailboxes.


I have a problem with a smart mailbox that reports two unread messages when there are none. I've tried what I've suggested to you with no success. So I brushed up on my addition and subtraction and mentally calculate what should be in the smart album. 😔


So including the Trash might be you best bet until another update comes out to see it it is fixed.

Jun 25, 2023 11:21 AM in response to Old Toad

Old Toad, The Safe Mode Boot allowed me to delete the Envelope Index files in V10, and then were rebuilt after I opened Mail. It took about 30 minutes, but unfortunately did not solve the problem. I really appreciate the suggestions and time you spent troubleshooting with me on this. My next step, as you suggested, is to take the Mac Mini in to the local Genius Bar. Or simply to use the Smart Mailboxes with the Include Messages from Trash always checked. I haven't decided yet... Thanks again!

Jun 25, 2023 11:41 AM in response to lowellfrombrookfield

I rebuilt the Spotlight index for the Mail folder in ~Library/Mail. Rebooted the MacMini and no change in the Smart Mailbox behavior - still requires the "Include Messages from Trash" box to be checked in order to function properly.

Can you search Spotlight for BJKeppel and it returns Mail messages correctly? Make sure Mail & Messages is selected in the Spotlight System Settings.

Jun 23, 2023 10:51 AM in response to Old Toad

Hello Old Toad. I booted into recovery, chose Options and then Reinstalled Ventura. Below are the settings and results for two Smart Mailboxes I have set up which are identical except for the box that includes messages in trash. As you can see, there is no improvement in my issue. When I toggle the box check on and off for each individual smart mailbox, it will go from accurate filtering to not accurate.


I appreciate any other suggestions you might have.


Setup and Results of Smart Mailbox:



Setup and Results of Smart Mailbox1:


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Smart Mailbox not filtering

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