Quick start Guide to Mail
Mail is one of the most useful tools in modern technology. The mail app is complex yet so simple it is ironic. Like a lot of the native Mac apps it is accessible with voice over.
Setting up your mail is relatively easy if you use Gmail or AOL and is also doable on older Hotmail accounts. And there are plenty of guides around the net to help you but in this situation I will show you how to set up gmail in IMap.
From the doc hit M and mail should be the first app we come too. If not, type the letters and unless you’ve moved it off the doc it should be there as a default.
Open it by hitting enter or VO-space.
Assuming you have not yet set up an account, here’s how to do it. If you have, skip to the next heading.
Hit CMD-comma to open preferences. Interact with the toolbar and VO-space to select the accounts tab. Stop interacting with the toolbar and hit VO-shift-right arrow to skip to the end of the window, [note on a macbook this key combination would be VO-shift-function-right arrow.].
VO-left to where it says new and hit that button with VO-space.
This opens a new dialogue which will welcome you to set up your email account. It asks for your name, email and password. Mail is rather clever in that if it recognises the server I.E. gmail in this case, it uses the default settings to set up. This is great for setting up IMap and if you want to change it to pop3 later you can always edit your account.
Following the prompts are very straight forward, entering your incoming server which would be imap.gmail.com if you have a gmail account and outgoing server which would be smtp.gmail.com.
Once you’ve finished creating it should take your account online. And don’t worry if it doesn’t work, deleting or editing is very easy.
Assuming your account is set up now you can check your emails.
In the main email window there are two tables, one is your inbox table storing your inbox, sent messages folder, trash, junk, etc and if you have custom made inboxes too, this is where they would be. As the side bar acts as the top folder and whatever is highlighted there its contents are shown in the file table, the inbox table does the same thing. So if your inbox folder is highlighted in the mailbox list then your messages within your inbox/inboxes will be shown in the table. [note you can have more than one email account open in mail. All your inboxes are collected together so you can check all of your mail at once].
Each message shows you who it was sent from and subject line and date and which inbox it is located in. hitting enter will open the message in a new window. Although there is [by default] a preview mode which means whatever message is highlighted in the message table will show in a scroll area at the edge of the window [right of the message table. Some people prefer to turn this off and it can be done by doing the following.
Find the preview pane, it should say ‘message scroll area”.
VO-Up arrow and it will say horizontal bar.
Route your mouse to this by VO-CMD-F5 and then physically click the mouse twice in quick succession. On your macbook this will be the long rectangular button at the front centre of your macbook, on IMac or mac mini just double click your mouse.
This should work but some people haven’t always found it to work for them. [Thanks for my twitter friend for reminding me about this and suggesting I put it in the guide, Thanks Darcy].]
While on a message in the message table, you can hit enter and it will open up in a new window.
To compose a new message hit CMD-N and it will open a new window.
There is a to, CC, subject, from, Server, signature and message areas in this table. [note, mail will remember addresses you type regularly for ease as default but if you need to look up an address manually, while in the compose window, interact with the tool bar and find addresses,. This button will open another window with To, CC buttons and a search box along with a list of your contacts from address book. Highlight the address you want and click which box you want it to be put in, either To or CC. Once you close this window, your addresses should be in the selected fields].
Subject line is easy enough. From will only become an issue if you have more than one email account and this is just a pop up to help you decide which email account to send your message from, work or home, etc. The next box only needs to be changed if the server isn’t correct but providing you set up a valid server when setting up your account and its working, there’s no need to change this setting.
The signature box is very useful and again, a pop up box to choose from previously created signatures, [we’ll deal with this later on].
And finally your message area.
Once your message is ready to send, hit CMD-shift-D and away your message goes.
Replying to messages
We all need to reply or forward messages and mail makes this very easy. Either having a message open in a new window or merely highlighting the message in the messages table, CMD-R will reply or CMD-shift-F will forward.
setting up Signatures
We sometimes need to set a signature, either to let people know who we are or because we want to advertise something or merely be creative. Signatures is easy enough to do in mail, although a little buggy with voice over. But I’ve found a way around these issues.
Mail has crashed on several occasions when I’ve tried to set a signature so please follow the next steps carefully and precisely to avoid such behaviour.
hit CMD-comma to open preferences.
In the toolbar, select signatures.
First table will be a list of your accounts. If you need a specific signature for a specific account, highlight that account and stop interacting with the table.
VO-shift-right arrow to get to the bottom of the page and VO-left until you hear new. VO-Space and type the name of your signature, [not the actual signature, so for example- work]
Now you will be in the table, highlighting your new signature hopefully. If not, highlight which account you selected and VO-right to the signature table and highlight your new signature.
This next step is vital. VO-shift-right arrow to get to the end again and VO-left until you here edit text area. [its to the left of the new button].
Write your signature.
[note] if you want to enter more than one signature, I find closing the window and starting the process from fresh each signature works better. for some reason it won’t enter new text on new signatures unless you close the window first and reopen.
For those advanced users, I have found a plug in to stop mail auto-marking messages as read with the preview pane open. Here’s how.
Go to True Preview]
Download the version you need in the table.
Go to your downloads folder, open the true preview zip file, then open the package installer.
Install the file.
Quit mail, open it up and hit preferences. Interact with the toolbar and go to more toolbar options and hit true preview.
Now set the settings how you like. it’s completely customisable and free.
If there are any other questions anyone has, please let me know and I’ll try and answer them in an update.
Quick start Guide to Mail