Office 365 (Apple Mail) - Working with Mail Folders

This document explains how to work with mail folders using Apple Mail. These instructions are for Mac OS 10.9, but are likely to be similar for Mac OS 10.5-8.

Right-click menu for folders

The right-click menu allows you to do a lot with your folders.


  • New Mailbox...: Creates a new mailbox. Give it a location and a name, then click OK.
  • Rename Mailbox...: Allows you to rename the mailbox you choose. Cannot be a default mailbox.
  • Delete Mailbox...: Deletes the mailbox you choose. In the confirmation pop-up, click Delete. Cannot be a default mailbox.
  • Export Mailbox...: Exports a mailbox to a folder of your choosing.
  • Erase Deleted Items...: Permanently deletes deleted items in selected mailboxes and the trash box. In the confirmation window, click Erase.

Moving folders

To move a folder:
  • Select the folder you want to move and drag it to a position before, after, or within another folder.

Smart Mailboxes

A Smart Mailbox shows in one location messages that are stored in other mailboxes, based on criteria you define. For example, you might define a Smart Mailbox to show all messages from a specific sender.
  • To show them, click Show next to Smart Mailboxes on the sidebar.


  • By default, there is a smart mailbox called Today. It only displays messages you viewed on that day.


  • Under the Mailbox tab, there are several options to work with Smart Mailboxes.


    • New Smart Mailbox: Creates a new Smart Mailbox. Fill in the criteria as appropriate and click OK.


    • Edit Smart Mailbox: Edits the criteria of an existing Smart Mailbox. Edit it as appropriate and click OK. Note that this is also found in the right-click menu.
    • Duplicate Smart Mailbox: Copies a Smart Mailbox. Note that this is also found in the right-click menu.
    • New Smart Mailbox Folder: Creates a folder where Smart Mailboxes can be sorted.

See Also:

Keywords:office365 o365 apple mail folders working with boxes files mailboxes   Doc ID:42909
Owner:Help Desk KB Team .Group:DoIT Help Desk
Created:2014-08-14 15:52 CDTUpdated:2021-10-07 14:44 CDT
Sites:DoIT Help Desk
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