smart folders versus Rules

Question

Level 1

15 points

smart folders versus Rules

What is the difference between Preferences > Rules and a Smart Mailbox?

Will they both work on incoming mail and mail in my Inboxes?

Will they work on folder in On My Mac?

If I Edit a Smart Mailbox does the mail that originally fit that description go back to wherever (say the Inbox) that it came from originally?

Thanks for any expertise, tricks or treats with these?

Thanks.

Mac OS X (10.6.3), Mac Pro, MacBook Pro

Posted on Jan 18, 2011 2:45 PM

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Answer 1

Kappy

Level 10

362,007 points

Jan 18, 2011 2:54 PM in response to Hotwheels22

Smart folders, unlike Rules, can work with any folder and merely list files meeting the criteria. Rules only operate on new incoming messages to the Inbox. Smart folders can change dynamically as the source folder changes. Rules operate only once on incoming mail.

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Answer 2

varjak paw

Level 10

182,668 points

Jan 18, 2011 2:54 PM in response to Hotwheels22

Think of a Smart Mailbox as a specialized, saved search, one that's constantly updating. It works on all mailboxes, showing all messages that meet your criteria.

If I Edit a Smart Mailbox does the mail that originally fit that description go back to wherever (say the Inbox) that it came from originally?

Mail isn't moved into a Smart Mailbox. All you get are pointers; the mail stays in the folder in which you file it.

Think of Rules sort of like a little guy examining your incoming mail and processing it depending on the instructions you've given him. Rules work only in incoming mail, unless you change a rule and explicitly apply the rule to a given mailbox.

Hope this helps.

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Answer 3

Hotwheels22 Author

Level 1

15 points

Jan 18, 2011 3:21 PM in response to Kappy

Hi. Thanks. I can see the power here and would love to leverage it as much as possible.

With rules I go to Message > Apply Rules and it will apply to /all/ folders? Or does it only apply to incoming Mail?

Also, I assume that with Smart Folders I am picking up everything in Mailboxes and in On My Mac, yes?

Any other subtleties? I guess I can nest these kinds of folders if I want?

Thanks.

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Answer 4

Hotwheels22 Author

Level 1

15 points

Jan 18, 2011 3:23 PM in response to varjak paw

Thank you Dave. I think I got it moving here with everyone's help.

Very nice tools so far.

Is there a way to get /everything/ say everything with "google" form Mailboxes and On My Mac into a folder? And then is there a way to set that folder up so that everything that comes in from google goes to that folder as well?

Thanks...

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Answer 5

varjak paw

Level 10

182,668 points

Jan 19, 2011 6:56 AM in response to Hotwheels22

I'm not sure what you mean. Do you mean that you want to automatically save every message meeting certain criteria out to a folder on your hard drive, i.e. each message saved as a document? If that's what you mean, you'd probably have to do that with an AppleScript or Automator action.

If that's not what you meant, please clarify.

Regards.

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Answer 6

Hotwheels22 Author

Level 1

15 points

Jan 19, 2011 7:07 AM in response to varjak paw

Hi Dave.

Sort of trying things out and making sure I finally get things under control over here.

I guess I was wondering if there was a way to gather all mail (all Inboxes and all On My Mac) - say from someone or with some name in a title - and then put it into a folder on On My Mac.

The other aspect of the question should probably be done in a Filter to then catch all /new/ incoming Mail and send it to a folder. On this one, can I ask you if this Filter Folder can be in an Inbox or if it can be in On My Mac?

Can I also ask you if there are any guidelines or tricks on choosing keywords, using quotes, or specifications for the Filter Search criteria? I /think/ that for my google Filter - that it started picking up any email that had any kind of google in the /full/ header of the email instead of just the title of who it came from if that makes sense. Does it? I mean, can the Filter pick up information from the full email header with all that test in it and if so is there a way to restrict it to just the From.

Thanks for any expertise as I try and nail things down.

Regards.

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Answer 7

varjak paw

Level 10

182,668 points

Jan 19, 2011 7:20 AM in response to Hotwheels22

I was wondering if there was a way to gather all mail (all Inboxes and all On My Mac) - say from someone or with some name in a title - and then put it into a folder on On My Mac.

Not automatically, no; at least no way I know of. Again, that could perhaps be done with an AppleScript or Automator action. Mail Act-On might also be of interest.

The other aspect of the question should probably be done in a Filter to then catch all /new/ incoming Mail and send it to a folder. On this one, can I ask you if this Filter Folder can be in an Inbox or if it can be in On My Mac?

A Rule can redirect incoming mail to any mailbox you wish, whether it's on a server (as with IMAP or Exchange accounts) or a local mailbox.

Can I also ask you if there are any guidelines or tricks on choosing keywords, using quotes, or specifications for the Filter Search criteria? I /think/ that for my google Filter - that it started picking up any email that had any kind of google in the /full/ header of the email instead of just the title of who it came from if that makes sense

Try selecting "From" rather than "any recipient".

Regards.

Regards.

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Answer 8

Hotwheels22 Author

Level 1

15 points

Jan 20, 2011 12:27 AM in response to varjak paw

Thanks a ton Dave.

Regards.

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Answer 9

varjak paw

Level 10

182,668 points

Jan 20, 2011 6:46 AM in response to Hotwheels22

Happy to have been of help. Cheers.

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