{"id":92593,"date":"2024-05-15T16:20:00","date_gmt":"2024-05-15T21:20:00","guid":{"rendered":"https:\/\/eshop.macsales.com\/blog\/?p=92593"},"modified":"2024-06-17T15:40:36","modified_gmt":"2024-06-17T20:40:36","slug":"how-to-control-spam-and-organize-emails-in-apple-mail","status":"publish","type":"post","link":"https:\/\/eshop.macsales.com\/blog\/92593-how-to-control-spam-and-organize-emails-in-apple-mail\/","title":{"rendered":"How to Control Spam and Organize Emails in Apple Mail"},"content":{"rendered":"\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1920\" height=\"1080\" src=\"https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2024\/05\/stop-spam-apple-mail-hero.png\" alt=\"\" class=\"wp-image-93073\" srcset=\"https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2024\/05\/stop-spam-apple-mail-hero.png 1920w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2024\/05\/stop-spam-apple-mail-hero-213x120.png 213w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2024\/05\/stop-spam-apple-mail-hero-284x160.png 284w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2024\/05\/stop-spam-apple-mail-hero-190x107.png 190w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2024\/05\/stop-spam-apple-mail-hero-1536x864.png 1536w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2024\/05\/stop-spam-apple-mail-hero-1400x787.png 1400w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2024\/05\/stop-spam-apple-mail-hero-750x421.png 750w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2024\/05\/stop-spam-apple-mail-hero-548x308.png 548w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2024\/05\/stop-spam-apple-mail-hero-364x204.png 364w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2024\/05\/stop-spam-apple-mail-hero-230x129.png 230w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2024\/05\/stop-spam-apple-mail-hero-100x56.png 100w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2024\/05\/stop-spam-apple-mail-hero-213x120@2x.png 426w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2024\/05\/stop-spam-apple-mail-hero-284x160@2x.png 568w, https:\/\/eshop.macsales.com\/blog\/wp-content\/uploads\/2024\/05\/stop-spam-apple-mail-hero-190x107@2x.png 380w\" sizes=\"auto, (max-width: 1920px) 100vw, 1920px\" \/><\/figure>\n\n\n\n<p>A 2-tier system for dealing with unwanted mail can eliminate 98% or more of unwanted emails.  You can also organize wanted\/desired emails with the same Rules mechanism.<\/p>\n\n\n\n<p>Your first layer of defense is junk mail filtering of some kind. These vary in effectiveness.  <a rel=\"noreferrer noopener\" href=\"https:\/\/macperformanceguide.com\/blog\/2024\/20240502_1230-SpamSieve.html\" data-type=\"URL\" data-id=\"https:\/\/macperformanceguide.com\/blog\/2024\/20240502_1230-SpamSieve.html\" target=\"_blank\">Spam Sieve rejects a big chunk of spam<\/a> and does a much better job than Apple\u2019s junk mail filtering. Either one is your baseline nuisance-factor filter.  Apple\u2019s junk mail filtering does an OK job, but it is a 2nd-best choice based on my experience.<\/p>\n\n\n\n<p>Whatever your baseline junk\/spam filtering approach misses, creating <strong>Rules<\/strong> within Apple Mail can filter what gets through.  This article shows examples and then step-by-step how-to.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-apple-mail-rules-examples\">Apple Mail Rules \u2014 examples<\/h2>\n\n\n\n<p>Apple Mail preferences have a <strong>Rules<\/strong> tab. As shown, there are 4  rules I\u2019ve created for my own purposes:<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/macperformanceguide.com\/blog\/2024\/images\/2024-0502-AppleMail-Rules.jpg\" alt=\"\" width=\"772\" height=\"224\"\/><figcaption>Apple Mail Preferences: <strong>Rules<\/strong><\/figcaption><\/figure><\/div>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-wanted-desirable-emails\">Wanted\/desirable emails<\/h3>\n\n\n\n<p>Below, the <strong>payment received<\/strong> rule is to organize incoming PayPal payments. These are emails I <strong>want<\/strong> to see, so I put them into their own mailbox, via the action <strong>Move Message to mailbox: PAYMENTS<\/strong>.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter size-large\"><img decoding=\"async\" src=\"https:\/\/macperformanceguide.com\/blog\/2024\/images\/2024-0502-AppleMail-Rules-edit-Pmt.jpg\" alt=\"\"\/><figcaption>Apple Mail Rules: move certain messages into PAYMENTS mbox<\/figcaption><\/figure><\/div>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-unwanted-emails\">Unwanted emails<\/h3>\n\n\n\n<p>What about <strong>unwanted<\/strong> emails that make it through the junk\/spam filter? I get some of these every day. The most obnoxious kind are blackmail \u201cpay us or else.&#8221; I have nothing to be concerned about, but I get them just about every day; just about everyone does.<\/p>\n\n\n\n<p>I never want to see this kind of electronic-mugging email. Accordingly, the action is <strong>Move Message to Mailbox: Trash<\/strong> as shown. They go to Trash and I never see them. The action could just as well be <strong>Delete Message<\/strong>.<\/p>\n\n\n\n<p>This rule <em>looks<\/em> complicated but it\u2019s actually quite simple: all it\u2019s doing is saying &#8220;<strong>if any of,&#8221;<\/strong> with a variety of phrases.<\/p>\n\n\n\n<p>Over time as I receive these malicious emails, I click the <strong>+<\/strong> icon to add another one eg  <strong>Message Content &#8211;  contains &#8211; &#8220;spyware is&#8221;<\/strong>.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" src=\"https:\/\/macperformanceguide.com\/blog\/2024\/images\/2024-0502-AppleMail-Rules-edit-Malicious.jpg\" alt=\"\"\/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-how-to-use-apple-mail-rules-step-by-step\">How to use Apple Mail Rules \u2014 step by step<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-example-1-excluding-unwanted-senders-explicitly\">Example 1 \u2014 Excluding unwanted senders explicitly<\/h3>\n\n\n\n<p>Suppose you want a rule to trash any email from an unwanted sender eg any email from  <strong>unwanted.com<\/strong>. <\/p>\n\n\n\n<ol class=\"wp-block-list\"><li>Click <strong>Add Rule<\/strong>.<\/li><li>Give it a <strong>Description<\/strong> eg &#8220;unwanted&#8221;.<\/li><li>Choose a criterion eg &#8220;<strong>From<\/strong>&#8220;<\/li><li>Choose a deciding factor eg &#8220;<strong>contains<\/strong>&#8221; with a value of &#8220;<strong>unwanted.com<\/strong>&#8220;<\/li><li>Create an action eg <strong>Move Message to mailbox: <\/strong> choosing <strong>Trash<\/strong>.<\/li><li>Click OK<\/li><\/ol>\n\n\n\n<p>Your rule is operative after clicking OK. Should there be additional problematic stuff, click the <strong>+<\/strong> and add an additional criterion to the first one.  The &#8220;<strong>any of the following.<\/strong>..&#8221; at top  will apply the action for any of the items listed, so you can just keep adding to the list as needed.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/macperformanceguide.com\/blog\/2024\/images\/2024-0502-AppleMail-Rules-edit-Unwanted.jpg\" alt=\"\" width=\"590\" height=\"209\"\/><figcaption>Apple Mail rule:  &#8220;unwanted&#8221; where from is any sender from unwanted.com<\/figcaption><\/figure><\/div>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-example-2-excluding-by-subject\">Example 2 \u2014 Excluding by subject<\/h3>\n\n\n\n<p>Follow similar steps as per above, but this time the criterion is <strong>Subject contains<\/strong>. As above, you can do this for any number of items. <\/p>\n\n\n\n<p><strong>Exercise caution so that you do not unintentionally filter messages with commonly-used terms found in legitimate\/desired messages<\/strong>.<\/p>\n\n\n\n<p>I used to get emails everyday about &#8220;woodworking&#8230; blah blah blah&#8221;. Since I don\u2019t pursue that hobby, this one was easy.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/macperformanceguide.com\/blog\/2024\/images\/2024-0502-AppleMail-Rules-edit-woodworking.jpg\" alt=\"\" width=\"590\" height=\"209\"\/><figcaption>Apple Mail rule:  &#8220;unwanted&#8221; where from is any sender from unwanted.com<\/figcaption><\/figure><\/div>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-example-3-skipping-processing-for-known-senders\">Example 3 \u2014 Skipping processing for known senders<\/h3>\n\n\n\n<p>Perhaps you want to be aggressive with the rules, but do not want messages from known contacts inadvertently filtered. <\/p>\n\n\n\n<p>By adding a rule that stops processing (&#8220;<strong>Stop Evaluating Rules<\/strong>&#8220;) when <strong>Sender is in my contacts<\/strong> and placing that rule <strong>above<\/strong> the other rules, rule filtering is halted then and there.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/macperformanceguide.com\/blog\/2024\/images\/2024-0502-AppleMail-Rules-edit-PassThru.jpg\" alt=\"\" width=\"590\" height=\"209\"\/><figcaption>Apple Mail rule that stops processing if send in Contacts<\/figcaption><\/figure><\/div>\n\n\n\n<p id=\"h-zzzz\">Drag  rules to order them.  Rules are run from top to bottom:<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/macperformanceguide.com\/blog\/2024\/images\/2024-0502-AppleMail-Rules-ordering.jpg\" alt=\"\" width=\"772\" height=\"258\"\/><figcaption>Pass through rule at top of Rules list<\/figcaption><\/figure><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-advanced-spam-control\">Advanced spam control<\/h2>\n\n\n\n<p id=\"h-zzzz\"> Spammers are not trying to make it easy for you\u2014sometimes it is hard to figure out what to filter by. That is why using a program like <a rel=\"noreferrer noopener\" href=\"https:\/\/macperformanceguide.com\/blog\/2024\/20240502_1230-SpamSieve.html\" target=\"_blank\">Spam Sieve<\/a> or junk mail filtering is so helpful\u2014it does most of the heavy lifting for you. <strong>Train it for good\/bad before resorting to advanced rules<\/strong>.  <\/p>\n\n\n\n<p id=\"h-zzzz\">You might have to look into the \u201craw source\u201d of the email to figure out what rules might be useful.  <br \/><strong>View =&gt; Message =&gt; All Headers<\/strong> or<br \/><strong>View =&gt; Message =&gt; All Source<\/strong><\/p>\n\n\n\n<p>You might then also have to <strong>Edit Headers&#8230;<\/strong> in order to add a header to the things that can be chosen for Rules filtering. For example, &#8220;From&#8221; and &#8220;To&#8221; and &#8220;Cc&#8221; and &#8220;Subject&#8221; are  headers you will see in the raw source.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/macperformanceguide.com\/blog\/2024\/images\/2024-0502-AppleMail-Rules-EditHeaderList.jpg\" alt=\"\" width=\"288\" height=\"744\"\/><figcaption>Apple Mail Rules: Edit Headers<\/figcaption><\/figure><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-conclusions\">Conclusions<\/h2>\n\n\n\n<p>Apple Mail rules are a useful adjunct to spam\/junk filtering. While the facilities are relatively primitive as per typical Apple half-hearted efforts (no wildcarding or and\/or constructs), they are nonetheless useful in organizing and filtering email, wanted or unwanted.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\" id=\"h-about-lloyd-chambers-of-diglloyd-com\">About Lloyd Chambers of diglloyd.com<\/h4>\n\n\n\n<p>Need help working through your requirements?  <a rel=\"noreferrer noopener\" href=\"https:\/\/macperformanceguide.com\/consulting.html\" target=\"_blank\">Consult with Lloyd<\/a> before you potentially buy too much or too little, and see <a rel=\"noreferrer noopener\" href=\"https:\/\/diglloyd.com\/_wishlist-bh-bh_mac.html\" target=\"_blank\">my Mac wishlist of current models<\/a>, first pondering <a rel=\"noreferrer noopener\" href=\"https:\/\/eshop.macsales.com\/blog\/90191-the-ultimate-mac-buyers-guide-part-2-the-huge-value-of-refurbished-and-used-macs\/?utm_source=diglloyd&amp;utm_content=_a_%7Ediglloyd%40index\" target=\"_blank\">whether refurbished or used Macs might do the job for you<\/a>.<\/p>\n\n\n\n<div class=\"wp-block-image is-style-default\"><figure class=\"alignright size-large is-resized\"><a href=\"https:\/\/diglloyd.com\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/diglloyd.com\/gfx\/flag.diglloyd.png?dglyOWCB=ControlSpamOrganizeEmails\" alt=\"\" width=\"125\" height=\"70\"\/><\/a><\/figure><\/div>\n\n\n\n<p><a href=\"https:\/\/macperformanceguide.com\/OWC articles by Lloyd\" target=\"_blank\" rel=\"noreferrer noopener\">View all posts by Lloyd Chambers\u2026<\/a> Lloyd\u2019s photo web site is <a rel=\"noreferrer noopener\" href=\"https:\/\/diglloyd.com\" target=\"_blank\">diglloyd.com<\/a>, computers is <a rel=\"noreferrer noopener\" href=\"https:\/\/macperformanceguide.com\" target=\"_blank\">MacPerformanceGuide.<\/a>com, cycling and health are found at <a rel=\"noreferrer noopener\" href=\"https:\/\/windinmyface.com\" target=\"_blank\">WindInMyFace.com<\/a>, software tools including disk testing and <a rel=\"noreferrer noopener\" href=\"https:\/\/macperformanceguide.com\/autoTopic.html?dglyTP=data+integrity\" target=\"_blank\">data integrity validation<\/a> at <a rel=\"noreferrer noopener\" href=\"https:\/\/diglloydtools.com\" target=\"_blank\">diglloydTools.com<\/a>. <a rel=\"noreferrer noopener\" href=\"https:\/\/www.patreon.com\/diglloyd\/collections\" target=\"_blank\">Patreon page<\/a>.<\/p>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"aligncenter size-large\"><img decoding=\"async\" src=\"https:\/\/diglloyd.com\/blog\/2015\/images\/2015-1220-PescaderoCreekGrassesRocksUpstream-f6_3,2592x1728.jpg\" alt=\"\"\/><figcaption>Pescadero Creek<\/figcaption><\/figure><\/div>\n","protected":false},"excerpt":{"rendered":"<p>A 2-tier system for dealing with unwanted mail can eliminate 98% or more of unwanted emails.  You can also organize wanted\/desired emails with the same Rules mechanism. Here&#8217;s how to get started.<\/p>\n","protected":false},"author":298,"featured_media":93073,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"spay_email":"","footnotes":""},"categories":[7597,4],"class_list":["post-92593","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-mac-tips","category-tech-tips"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v20.2 (Yoast SEO v20.2) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Control Spam and Organize Emails in Apple Mail<\/title>\n<meta name=\"description\" content=\"A 2-tier system for dealing with unwanted mail can eliminate 98% or more of unwanted emails. 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