Apple Mail Rules Applied to Gmail Keep Coming Back

I am at a loss and have seen several posts about the same or similar issue (copy and paste the subject line into Google to find them) but there are no solutions other than having different mail apps for different mail accounts. It appears it is a technical challenge that Apple is unable or unwilling to solve.


I'd like to use rules to manage emails I receive in Mail on my Mac to automatically organize the emails into folders on my Mac.


My understanding is that for Gmail it labels emails rather than using actual folders, perhaps similar to prefix labelling in object storage. As a result when a rule is applied to an email, it moves a copy of the email to the appropriate folder on my Mac but it seems the label is either not removed or the email is not deleted from the Gmail inbox by sending it to Gmail trash.


When Apple Mail checks for new mail it downloads the same message again, so during an email session I am re-applying rules to clean up the inbox dozens of time since the email I am reading is now hundreds of messages away from the next unread email. For example, right now I have 175 messages in my inbox, I select all of them and then select Apply Rules to have 169 emails moved to designated folders and I am left with 6 email messages. A few minutes later Apple Mail checks emails again and 169 email messages come back and I'm back to 175 messages.


If I manually move a message to the designated folder, then it seems to have been removed from Gmail because when it checks email again I now only get a total of 174 email messages. The point of having the rules is to save my time in manually moving 169 email messages to various folders by using rules to "manage incoming email messages and automate tasks, such as replying to or deleting messages."


Perhaps I can manually check emails instead of automatically checking, but I'd rather have new emails automatically downloaded.


So, in a nutshell I would like to have a rule applied to incoming emails that will copy the email to a designated folder and then inform Gmail to remove the email in the exact same way as if I manually dragged the email from my inbox to the designated folder defined in the rule.


a) Is that possible?

b) If it is possible, is Apple willing to implement it?


To me it seems simple; when the rule is applied call the same code that executes when the email is manually dragged to the folder. Perhaps it is not that simple?

MacBook Pro 13″, OS X 10.11

Posted on Jul 8, 2023 4:29 PM

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Posted on Jul 11, 2023 3:41 PM

I think I may have solved it. I added an additional step that I was wary of, but it seems to work.


The rule accepts additional actions, so I added a Delete action after the move action. The rule now moves a copy of the email to the designated folder and then deletes the email from the inbox, which must be telling gmail to label the email to archive?


Anyway for the past two days emails in my rules have been showing up in their designated folders and never re-appearing in my inbox.

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Question marked as Top-ranking reply

Jul 11, 2023 3:41 PM in response to iKarumba

I think I may have solved it. I added an additional step that I was wary of, but it seems to work.


The rule accepts additional actions, so I added a Delete action after the move action. The rule now moves a copy of the email to the designated folder and then deletes the email from the inbox, which must be telling gmail to label the email to archive?


Anyway for the past two days emails in my rules have been showing up in their designated folders and never re-appearing in my inbox.

Jul 9, 2023 8:24 AM in response to iKarumba

My experience with mail rules is rather unsatisfactory. I get get some to work all the time, all to work some of the time, but never get all to work all the time.


For whatever reason, mail rules and their "fixing" is just not a high priority to Apple. My opinion is it's quite easy to establish conflicting rules, or at least rules that simple don't work in the sequence I set up.


So... right now most sort of work but are unpredictable. And that's the best I've ever gotten.

Jul 9, 2023 5:32 AM in response to iKarumba

Gmail is supposed to act just like any other IMAP account. Mail sends standard IMAP commands to the server and Gmail translates them into what it does with labels. If the problem was due to Mail doing things differently, other standard IMAP servers would have the same problem.

You don’t have to use a different email client for each account, but you shouldn’t use a non-standard account in a standards-compliant email client.

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Apple Mail Rules Applied to Gmail Keep Coming Back

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