Email not working on iPhone
These days, we have an impressive number of ways to communicate with each other: texting, SnapChatting, video calling, Facebook messaging, Twitter direct messaging, and so many more. But when it comes to day-to-day, bread-and-butter communications, most of us fall back on good old email.
Like any technology, email suffers from its share of glitches and bugs, so you might find that you have trouble sending or receiving email messages using the iOS Mail app.
To help you do that, this blog offers a collection of the most common email complaints, as well as their solutions. In this blog, we have to explain Email not working on iPhone How to solve it 2018 with the latest technique
Troubleshooting Sending Email
Mail Uses the Wrong Account When Sending
When you add more than one email account, how does Mail decide which of those to use when you send a new message?
It designates one of those accounts – specifically, the first account you added to the Mail app – as the default, and it then automatically uses that address as the sending account each time you compose a new message.
It also uses that address as the default sending account when you when you share content such as a link, photo, or map via email.
Note Mail does not use the default account automatically when you reply to or forward a message. In those cases, Mail configures the reply or forward to be sent from the account to which the original message was addressed.
If the default account is the one you want to use to send a message, then this behavior isn’t a problem, but you might prefer to use one of your other accounts.
Solution: First, note that you’re not restricted to using the default account for every message. If you need to use a different account when sending a message, follow these steps:
\1.\ In the Mail app, start a new message.
\2.\ Tap the Cc/Bcc, From line in the New Message screen.
\3.\ Tap the From line. Mail displays a list of the available email addresses.
\4.\ Tap the address you want to use to send the message.
Changing the sending account as needed works well if you only have to use that technique occasionally, but it’s not something you’ll want to run through each time you send a message.
If there’s a particular account that you prefer to use for sending all or most of the time, then you need to set up that account as the default. Here are the steps to follow:
\1.\ On the Home screen, tap Settings. The Settings app appears.
\2.\ Tap Mail to open the Mail screen. iOS displays the Mail screen.
\3.\ Near the bottom of the Mail section, tap Default Account. This opens the Default Account screen, which displays a list of your accounts. The current default account is shown with a check mark beside it.
\4.\ Tap the account you want to use as the default. iOS places a check mark beside the account.
You Want to Prevent an Account from Receiving Email There are many reasons why you might want Mail to prevent a particular account from receiving email temporarily:
The Mail app checks for new messages at a regular interval, so if you have several accounts configured in Mail, this incessant checking can put quite a strain on your device battery. By preventing one or more accounts from receiving messages, you reduce that strain.
An account might receive a large number of messages in a short time. Rather than wasting time and resources receiving all those messages on your device, you might prefer to prevent them from being received in iOS and then handle them in your regular email client.
An account might receive one or more very large messages. Rather than subjecting your device to these behemoths, you might want to prevent them from being downloaded so you can process the messages more easily using your desktop or web email client.
Alternatively, you might want to never receive email on a particular account, but you still might want to work with that account’s other data, such as its calendars or contacts.
Note Turning off email while still retaining other types of data such as calendars and contacts only works for the following account types: iCloud, Exchange, Google, Yahoo!, AOL, and Outlook.com. You can’t do this with POP (Post Office Protocol) or IMAP (Internet Message Access Protocol) accounts.
Solution: First, I assume you still want to keep the account. That is, you either want to stop receiving messages on a particular account temporarily, or you want to stop receiving email permanently but still, want to receive other data.
If neither of these is the case, then you probably want to delete the account, as described in the next section. Otherwise, you want to disable the account’s email receiving capability. Here’s how you do it:
\1.\ On the Home screen, tap Settings to open the Settings app.
\2.\ Tap Mail to open the Mail screen.
\3.\ Tap the account you want to disable. iOS displays the account’s settings.
\4.\ Depending on the type of account, use one of the following techniques to temporarily disable the account:
For an iCloud, Exchange, Google, Yahoo!, AOL, or Outlook.com account, tap the Mail switch to Off.
For a POP or IMAP account, tap the Account switch to Off.
When you’re ready to work with the account again, repeat these steps to tap the Mail switch or the Account switch back to On.
You No Longer Need an Account
An email account you no longer use is cluttering your Mail Inbox, taking up storage space, and wasting battery power with constant checks for new messages.
Solution: I don’t use an email account any longer, you should delete it. This will remove the account and its messages from Mail, free up some storage space, speed up sync times, and save battery power.
Note If you find that you can’t send email using a particular account, even after trying the troubleshooting steps found throughout this blog, then one technique that often works is to delete the account and then add it back again.
Follow these steps to delete an account:
\1.\ Open the Settings app.
\2.\ Tap Mail to open the Mail screen.
\3.\ Tap the account you want to delete. This opens the account’s settings.
\4.\ At the bottom of the screen, tap Delete Account. iOS asks you to confirm.
\5.\ Tap Delete. iOS removes the account.
You Want to Save an Unfinished Email Message
If you’re composing a message on your computer and decide to work on it later, your mail program stores the message as a draft that you can reopen any time. The Mail app doesn’t appear to have that option, so how can you save an unfinished message?
Solution: The Mail app doesn’t appear to offer the option of saving a draft of a message, but it does, albeit in a very unintuitive way. In the message window, tap Cancel and then tap Save Draft. When you’re ready to resume editing, open the account in the Mailboxes screen, tap Drafts, and then tap your saved message.
Troubleshooting Outgoing Email Problems When Using a Third-Party Account
For security reasons, some Internet service providers (ISPs) insist that all their customers’ outgoing mail must be routed through the ISP’s SMTP (Simple Mail Transport Protocol) server.
This usually isn’t a big deal if you’re using an email account maintained by the ISP, but it can lead to the following problems if you are using an account provided by a third party (such as your website host):
Your ISP might block messages sent using the third-party account because it thinks you’re trying to relay the message through the ISP’s server (a technique often used by spammers).
You might incur extra charges if your ISP allows only a certain amount of SMTP bandwidth per month or a certain number of sent messages, whereas the third-party account offers higher limits or no restrictions at all.
You might have performance problems, with the ISP taking much longer to route messages than the third-party host.
Solution: To work around these problems, many third-party hosts offer access to their SMTP server via a port other than the standard port 25. For example, the iCloud SMTP server (smtp.icloud.com) also accepts connections on ports 465 and 587. Ask your mail hosting provider which port (or ports) they support.
Here’s how to configure an email account to use a non-standard SMTP port:
\1.\ On the Home screen, tap Settings. You see the Settings app.
\2.\ Tap Mail. The Mail settings screen appears.
\3.\ Tap the POP account you want to configure. The account’s settings screen appears.
\4.\ Near the bottom of the screen, tap SMTP. iOS displays the SMTP screen.
\5.\ In the Primary Server section, tap the server. iOS displays the server settings.
\6.\ In the Outgoing Mail Server section, tap Server Port and then type the port number.
\7.\ Tap Done.
Note You might also find you have trouble sending an email over a cellular connection. To learn how to troubleshoot that problem,“You Can send Email Over Wi-Fi But Not Over Cellular” section.
Mail Cannot Send POP Messages Using a Particular Account
When you send a POP message using Mail, you might find that the message either stays in the Outbox folder (meaning it never gets sent) or is never delivered (in which case, you might or might not receive a bounce message).
There are many reasons why a message doesn’t get sent, but it usually boils down to one or more of the following misconfigured POP account settings.
Using an incorrect SMTP host name.
Using an incorrect username or password.
Not using SSL (Secure Sockets Layer) encryption if your email host requires it (or, conversely, using SLL when your host does not require it).
Not using authentication. To reduce spam, many ISPs now require SMTP authentication for outgoing mail, which means that you must log on to the SMTP server to confirm that you’re the person sending the mail (as opposed to some spammer spoofing your address).
If your ISP requires authentication on outgoing messages, you need to configure your email account to provide the proper credentials.
Using a server port that is not supported by the email host. If you’re not too sure about any of this, check with your email host.
Solution: Follow these steps to configure your email account with the correct settings:
\1.\ On the Home screen, tap Settings. iOS displays the Settings app.
\2.\ Tap Mail. The Mail settings screen appears.
\3.\ Tap the POP account you want to configure. The account’s settings screen appears.
\4.\ Near the bottom of the screen, tap SMTP. iOS displays the SMTP screen.
\5.\ In the Primary Server section, tap the server. iOS displays the server’s settings screen.
\6.\ Check the values in the Host Name and User Name fields to ensure they’re correct.
\7.\ Retype the correct password.
\8.\ Tap the SSL switch to On if your host requires SSL; otherwise, tap this switch to Off.
\9.\ Tap Authentication to open the Authentication screen, tap the type of authentication required by your host (usually Password), and then tap Back to return to the server settings screen.
\10.\ Check that the Server Port setting is a port value supported by your host.
\11.\ Tap Done.
You’re Having Trouble Sending Email Using Siri Voice Commands
You can use the Siri voice recognition app to check, compose, send, and reply to messages, all with simple voice commands.
Tap and hold the Home button (or press and hold the Mic button of the device headphones, or the equivalent button on a Bluetooth headset) until Siri appears. Siri is handy, but you might have trouble getting it to do what you want.
Solution: Make sure you’re using commands that Siri recognizes.
To check for new email messages on your iCloud account, you need only say “Check email” (or just “Check mail”). You can also view a list of iCloud messages as follows:
To display unread messages, say “Show new email.”
To display messages from a particular person, say “Show email from the name,” where the name is the name of the sender.
To start a new email message, Siri gives you several options:
To create a new message addressed to a particular person, say “Email name,” where the name is the name of the recipient. This name can be a name from your Contacts list or someone with a defined relationship, such as “Mom” or “my brother.”
To create a new message with a particular subject line, say “Email name about the subject,” where the name defines the recipient, and the subject is the subject line text.
To create a new message and also specify the body text, say “Email name about the subject and say text,” where the name is the recipient, the subject is the subject line, and text is the message body text.
In each case, Siri creates the new message, displays it, and then asks if you want to send it. If you do, you can either say “Send” or tap the Send button.
If you have a message displayed, you can send back a response by saying “Reply.” If you want to add some text to the response, say “Reply text,” where the text is your response.
You can also use Siri within Mail to dictate a message. When you tap inside the body of a new message, the keyboard that appears shows a Mic icon beside the spacebar. Tap the Mic icon and then start dictating. Here are some notes:
For punctuation, you can say the name of the mark you need, such as “comma” (,), “semicolon” (;), “colon” (:), “period” or “full stop” (.), “question mark” (?), “exclamation point” (!), “dash” (-), or “at sign” (@).
You can enclose text in parentheses by saying “open parenthesis,” then the text, and then “close parenthesis.”
To surround text with quotation marks, say “open quote,” then the text, then “close quote.”
To render a word in all uppercase letters, say “all caps” and then say the word.
To start a new paragraph, say “new line.”
You can have some fun by saying “smiley face” for :-), “wink face” for ;-), and “frown face” for :-(. When you’re finished, tap Done.
Troubleshooting Receiving Email
You Receive Email on Your Device, but Not on Your Computer
If you need to check email on multiple devices, you first need to understand how POP email messages are delivered over the Internet. (This does not apply to iCloud, Gmail, and other services that use IMAP.)
When someone sends you a message, it doesn’t come directly to your iOS device(iPhone and iPad) or computer. Instead, it goes to the server that your Internet service provider (or your company) has set up to handle incoming messages.
When you ask Mail to check for new messages, it communicates with the POP server to see if any messages are waiting in your account.
If so, Mail downloads those messages and then instructs the server to delete the copies of the messages stored on the server. So if you retrieve messages on your iOS device(iPhone and iPad), they will no longer by available to download to your computer.
Solution: You need to configure Mail so that it leaves a copy of the messages on the POP server after you download them. That way, the messages are still available when you check messages using another device.
Note that this is the default behavior for POP accounts that you add to iOS. Therefore, if you find that you’re receiving messages on your iOS device(iPhone and iPad) but not elsewhere, then you need to follow these steps to prevent iOS from deleting messages from the server:
\1.\ On the Home screen, tap Settings.
\2.\ Tap Mail to open the Mail screen to display the Mail screen.
\3.\ Tap the POP account you want to configure. The account’s settings screen appears.
\4.\ Near the bottom of the screen, tap Advanced. iOS displays the Advanced screen.
\5.\ Tap Delete from the server. The Delete from server screen appears.
\6.\ Tap Never
You Receive a Great Deal of Spam
It’s sad to say that there are no longer any spam-free zones. If you have an Internet-based email account, you get spam. End of story. In fact, you most likely don’t get only one or two spams a day, but more like one or two dozen.
That’s not surprising because spam now accounts for the majority of the billions of messages sent every day, and on some days it even accounts for 90 percent of all sent messages! ISPs and email hosting companies are getting better at filtering out spam before it gets to you, but these defenses remain sadly incomplete.
Solution: It’s no longer possible to avoid spam, but there are some things you can do to minimize how much of it you have to wade through each day:
Never type your actual email address in a forum or blog post comment. The most common method that spammers use to gather addresses is to harvest them from online posts.
One common tactic you can use is to alter your email address by adding text that invalidates the address but is still obvious for other people to figure out. Here’s an example: yourname@ yourisp.remove-this-to-email-me.com.
Consider creating an email address to use exclusively for logins, mailing lists, newsletters, and other online uses. That address will likely attract spam eventually, but it’s better than compromising your main email address.
If you see a message in your Inbox that you’re sure is spam, don’t tap it. Doing so can sometimes notify the spammer that you’ve opened the message, which confirms that your address is legitimate. You can prevent this by disabling remote images, as described in the next section.
Tip If you see a definite spam message in your Inbox, you can delete it without tapping it. Either perform a short swipe left on the message and then tap Trash or perform a long swipe left on the message until it disappears from the Inbox.
Never respond to spam. Don’t respond, even to an address within the spam that claims to be a “removal” address. By responding to the spam, you prove that your address is legitimate, so you just end up getting more spam.
If you have an email address that gets a ton of spam, consider declaring “spam bankruptcy” and deleting the account, not only from your iOS device(iPhone and iPad), but also from your ISP or mail host.
You Want to Disable Remote Images in Messages
A web bug is an image that resides on a remote server and is added to an HTML-formatted email message by referencing an address on the remote server. When you open the message, Mail uses the address to download the image for display within the message.
That sounds harmless enough, but if the message is junk email, it’s likely that the address also contains either your email address or a code that points to your email address.
So when the remote server gets a request to load the image, it knows not only that you’ve opened the message but also that your email address is legitimate. So, not surprisingly, spammers use web bugs all the time because, for them, valid email addresses are a form of gold.
Solution: The iOS Mail app displays remote images by default. To disable remote images, follow these steps:
\1.\ On the Home screen, tap Settings. iOS opens the Settings app.
\2.\ Tap Mail to open the Mail settings screen.
\3.\ Tap the Load Remote Images switch to Off. Mail saves the setting and no longer displays remote images – particularly web bugs – in your email messages.
Tip To display remote images in a non-spam message, tap the message and then tap Load All Images.
You No Longer Want Mail to Organize Your Messages by Thread
In the Mail app, your messages get grouped by thread, which means the original message and all the replies you’ve received are grouped together in the account’s Inbox folder.
Organizing messages by a thread is usually convenient, but not always. For example, if you're using an iPhone or iPod touch, sometimes you might view your messages and scroll through them by tapping the Next (right-pointing arrow) and Previous (left-pointing arrow) buttons.
When you come to a thread, Mail jumps into the thread and you then scroll through each message in the thread, which can be a real hassle if the thread contains a large number of replies.
Solution: If you find that threads are more hassle than they’re worth, you can follow these steps to configure Mail to no longer organize messages by thread:
\1.\ On the Home screen, tap Settings. iOS opens the Settings app.
\2.\ Tap Mail to open the Mail settings screen.
\3.\ Tap the Organize By Thread switch to Off.
Deleted Messages Are Being Removed from the Trash Folder
When you delete a message, Mail doesn’t remove the message completely, but only transfers it to the account’s Trash folder. This is useful because if you delete a message by accident, you can recover the message by locating it in the Trash folder and moving it back to the Inbox (or its original folder).
That is, you can recover the message if it still exists in the Trash folder. Unfortunately, Mail configures each account to automatically delete items from the Trash folder after one week.
Solution: Follow these steps to control when Mail deletes messages from the Trash folder:
\1.\ On the Home screen, tap Settings to display the Settings app.
\2.\ Tap Mail to display the Mail settings screen.
\3.\ Tap the account you want to configure.
\4.\ Display the account’s advanced mail options:
For an iCloud account, tap Mail and then tap Advanced.
For a POP account, tap Advanced.
For most other account types, tap Account and then tap Advanced.
\5.\ Tap Remove to open the Remove screen.
\6.\ Tap Never to prevent Mail from removing messages automatically from the account’s Trash folder.
You Do Not See the All Inboxes Folder
If you have multiple accounts set up in iOS, Mail includes a folder named All Inboxes that shows a combined list of all the messages you’ve received on your accounts. This folder sometimes disappears after upgrading iOS.
Solution: Follow these steps to restore the All Inboxes folder to the Mail interface:
\1.\ In the Mail app, display the Mailboxes screen.
\2.\ Tap Edit.
\3.\ Tap the All Inboxes item to activate it.
\4.\ Tap Done
Send And Receive Emails with the Mail App
In this blog
Sending and receiving emails using the Mail app
Managing emails from your inbox(es)
Discovering new Mail app features and functions
If you’re someone who’s constantly on the go, being able to send and receive emails from virtually anywhere there’s a cellular or Wi-Fi Internet connection enables you to stay in touch, stay informed, and be productive from wherever you happen to be.
The Mail app offers a comprehensive set of tools to help you compose, send, receive, and organize emails from one or more of your existing email accounts. From your iPhone or iPad, you can simultaneously manage your personal and work-related email accounts, as well as the free email account that’s provided when you set up an iCloud account.
Before you can begin using the Mail app, it’s necessary to set up your existing email accounts from within Settings.
If you don’t yet have an email account, there are several ways to get one. You can sign up for a free Apple iCloud account, which includes an email account.
In addition, Google offers free Gmail accounts (http://mail.google.com), and Yahoo! offers free Yahoo! Mail accounts (https://login.yahoo.com/account/create), both of which are fully compatible with your iOS device’s Mail app.
[Note: You can free download the complete Office 365 and Office 2019 com setup Guide for here]
Adding Email Accounts to the Mail App
You use the Settings app to add accounts to work with the Mail app. The Mail app works with virtually all email accounts, including industry-standard POP3 and IMAP email services.
If you have an email account through your employer that doesn’t initially work using the setup procedure outlined in this blog, contact your company’s IT department or Apple’s technical support for assistance.
The process for setting up an existing email account to use with your iPhone or iPad and the Mail app needs to be done only once per account.
Follow these steps to set up your iOS device to work with each of your existing email accounts:
2.Tap Account & Passwords.
3. From below the Accounts heading, tap Add Account.
4. Select the type of email account you have. Your options include iCloud, Microsoft Exchange, Google (Gmail), Yahoo!, AOL, Microsoft free personal email, or Other. Tap the appropriate option.
If you have a POP3 or IMAP email account that doesn’t otherwise fall into one of the provided email types, tap the Other option and follow the onscreen prompts. You need to enter information that’s provided by your Internet Service Provider or email service provider.
If you have an existing Yahoo! email account, for example, tap the Yahoo! option. When the Yahoo! account Sign In screen appears, enter the email address that’s associated with the account, tap Next, and then enter the account’s password.
As you’re adding an email account from within Settings, depending on the account type, you might be prompted to manually enter the account name. This should be your full name (or whatever you want to appear in the From field of outgoing emails).
You can opt to use just your first name, a family name (such as “The Anderson Family”), or a nickname, based on what you want to share with the recipients of your emails.
If prompted for a description, you can enter anything that helps you personally differentiate the account from your other accounts, such as Home Email, Work Email, or Yahoo! Email. The description is something that you see only on your device.
5. After you’ve entered information for your existing email account, your iOS mobile device connects to the email account’s server and confirms the account details.
6. After the account has been verified, you see a new window with options. They’re probably labeled Mail, Contacts, Calendars, Reminders, and Notes, although depending on the type of email account you’re setting up, some of these options might not be available. Be sure to turn on the virtual switch associated with the Mail option.
The rest of the options offered by this Settings submenu are used to determine what additional app-specific data can be linked with the Mail account and related apps on your mobile device and that you use elsewhere.
If you’re already syncing app-specific data for Contacts, Calendar, Reminders, or Notes with iCloud, do not also sync them with Yahoo!, Google, or a Microsoft Exchange-compatible account, or you could wind up with duplicate records or entries in each app.
Likewise, if you’re already syncing your app-specific data with Google, don’t also sync this information using iCloud.
7. Tap the Accounts option. Below the Accounts heading within the Accounts & Passwords submenu, the newly added email account is listed.
8. Below the Accounts listing is the Fetch New Data option. Use this to determine how often your iOS device automatically accesses the Internet to check for and download new incoming email messages from each email account’s server.
Tap Fetch New Data to customize how you receive new email. From the Fetch New Data submenu screen, either enable or disable the master Push feature. When turned on, your iPhone or iPad automatically accesses and displays new incoming emails as they arrive on your email account’s server.
When the Push feature is turned off, select how often you want to check for new emails using the Fetch feature. Your options include Automatically, Manually, Hourly, Every 30 Minutes, or Every 15 Minutes.
For each email account, manually select the Push or Fetch feature (some types of email account support only one or the other). From below the Fetch heading, customize the Fetch option.
The benefit of having the Fetch feature set to Manually is that you can greatly reduce your cellular data usage. This is important if you have a monthly data allocation through your cellular service provider.
If you have an account that offers unlimited wireless data, or you use a Wi-Fi connection, this is not a concern. Using the Fetch (Manually) feature can also help you extend your device’s battery life.
9. If you have another existing email account to set up, return to step 3 and repeat this process. Otherwise, exit the Settings app and launch the Mail app.
Depending on the type of email account you’re setting up, the information for which you’re prompted will vary.
If you plan to set up a POP3 or IMAP email account, in addition to your existing email address and password, you might be prompted to enter your hostname [http://mail.example.com] and outgoing mail server information [smtp.example.com].
Obtain this information from your email account provider, Internet service provider, or the IT department at your company before attempting to set up this type of account on your iPhone or iPad.
After at least one email account is set up, return to the main Settings menu and select the Mail option. From the Mail submenu, you’re able to customize a wide range of options pertaining to how the iOS mobile device you’re using accesses, displays, and organizes your emails.
For example, by tapping on the Notifications option, you’re able to adjust how you’re alerted when new (incoming) emails are received to each of your email accounts.
When you purchase a new iOS device, it comes with free technical support from AppleCare for 90 days. If you purchased AppleCare+ with your iOS device, you have access to free technical support from Apple for two years.
This includes the ability to make an in-person appointment with an Apple Genius at an Apple Store and have someone set up your email account(s) on your iPhone or iPad for you.
To schedule a free appointment, visit www.apple.com/retail/geniusbar. Or call Apple’s toll-free technical support phone number and have someone talk you through the email setup process.
Customizing Mail Options From Settings
To customize options available in the Mail app, launch Settings and select the Mail option. Displayed on the Mail submenu screen are a handful of customizable features for managing your email accounts.
At the top of the Mail submenu screen within Settings, tap Siri & Search and turn on the virtual switch associated with this feature to allow Siri and the Spotlight Search feature built into iOS 11 access Mail-related data from your email account(s).
Next, tap Notifications, turn on the Allow Notifications option displayed at the top of the submenu, and then tap each listed email account to customize Notifications-related options.
These include how the selected mail account (and the Mail app) uses sounds, the Badge App Icon, and alerts to get your attention when new (incoming) emails arrive in your inbox.
Notice that the VIP mailbox is treated as a separate email account when it comes to setting Notifications. As you work with the Mail app, you’re able to create a master VIP list (comprising important people you communicate with across all your accounts).
When you receive an incoming email from someone you have manually added to the VIP list, this type of Notification can be handled differently to ensure it gets your attention. How to manage your VIP list is discussed later in this blog.
When you scroll down the Mail submenu screen, the following customizable options relating to how the Mail app manages your email accounts and email messages are offered:
Preview—As you look at your Inbox (or any mailbox) using the Mail app, determine how much of each email message’s body text is visible from the mailbox summary screen, in addition to the From, Date/Time, and Subject. Choose None, or between one and five lines of the email message to preview.
The Preview option also affects the email-related notifications that appear in the Notification Center if you assign it to continuously monitor the Mail app. You can adjust this in Settings by tapping the Notifications option from the main Settings menu.
Show To/Cc Label—Decide whether to view the To and Cc fields when viewing the preview screen for emails.
Swipe Options—This feature helps you manage the Inbox of your email accounts. As you’re looking at the previews of each message in your Inbox, swipe across each message listing to access menu options. Configure which Mail-related command(s) become available to you by swiping across a message listing.
Tap Swipe Options in the Mail submenu to access the Swipe Options submenu and determine which email management-related commands become available to you when you swipe across a message listing when viewing an Inbox. This only needs to be done once.
Choose the email-related commands you most often use to organize your incoming messages so you can access them faster. Mail-related commands become accessible when you swipe from left to right across a message listing within your inbox. Be sure to customize the Swipe Left and Swipe Right options separately.
Flag Style—When you flag an email as important, the Flag style determines whether the Mail app displays a flag-shaped icon or a colored dot next to each flagged email message.
Ask Before Deleting—This option serves as a safety net to ensure that you don’t accidentally delete an important email message from your iOS device. When this feature is turned on, you’re asked to confirm your message deletion request before an email message is actually deleted.
By default, with some email service providers, you cannot delete email messages stored on your email account’s server. When you delete a message from the Mail app, it is deleted from your iPhone or iPad but is still accessible from other devices. Check with your mail service provider to see how this feature is set up and whether it is changeable.
Load Remote Images—When an email message has a photo or graphics embedded in it, this option determines whether the image is automatically downloaded and displayed with the email message.
You can opt to refrain from automatically loading graphics with email messages to reduce the amount of data transferred to your iPhone or iPad (which is a consideration if you’re connected to the Internet via a cellular data network).
You still have the option to tap the placeholder icon in the email message to manually download the images in a specific message.
In addition to reducing your cellular data usage, disabling the Load Remote Images option can help cut down on the amount of spam (unsolicited emails) you receive.
Remote image loading can be tracked by the senders of spam and used to verify valid email addresses. When the senders are able to verify your address, they can send you more mail. If you don’t load the image, your address is unverified to the sender.
When turned off, displaying images embedded within an email requires an additional step on your part because you now must tap the image icon to load the image if you want to view it.
Organize by Thread—This feature enables you to review messages in reverse chronological order if a single message turns into a back-and-forth email conversation in which multiple parties keep hitting Reply to respond to messages with the same subject.
When turned on, this makes keeping track of email conversations (called threads) much easier, especially if you’re managing several email accounts on your iPhone or iPad. If it’s turned off, messages in your Inbox are displayed in reverse chronological order as they’re received, not grouped by subject or sender.
Collapse by Thread—As you read email messages as part of a long thread (back and forth email conversation), the Mail app automatically collapses read messages making it easier to scroll through a conversation. Simply tap any message to expand and reread it, as needed.
Tip Also available from the Mail submenu within Settings are the Most
Recent Message on Top and Complete Threads options, which are displayed below the Threading heading. Turn on the Most Recent Messages on the Top option to display the newest (most recent messages) first when viewing the conversation thread.
Turn on the Complete Threads option if you want all messages within the thread to be displayed, even when some messages have been moved to other mailboxes.
When viewing an Inbox, tap the >> icon that’s displayed to the right of the time and date a message was received to expand the thread and see listings for all messages within that thread, without first actually opening the latest message. To close the expanded thread in the inbox, tap the icon that contains two downward-pointing arrows.
Always Bcc Myself—When this feature is turned on, a copy of every outgoing email is sent to your Inbox. Typically, all outgoing messages are automatically saved in a Sent folder related to that account.
If your email account type does not enable you to access sent emails from another computer or device, using the Bcc Myself option compensates for this. When you send an email message from your iPhone or iPad, using this feature ensures that the message becomes accessible from your primary computer.
Mark Addresses—With this option, you can enter a portion of an email address and then be alerted each time an email is received that meets that search criteria.
For example, if you do business with many people who work at The Widget Company and their email addresses end with @widget.com, anyone with an email address ending with @widget.com, such as email@example.com, firstname.lastname@example.org, or email@example.com, can be automatically flagged in your Inbox to get your attention.
All you have to do is store “widget.com” in the Mark Address field. This feature is particularly useful if you work in a corporate environment.
Increase Quote Level—When turned on, anytime you reply to a message or forward a message, the content of that original email appears indented, making it easier to differentiate between the message you add and the original message being replied to or forwarded. This option affects the message formatting, not the actual content.
Signature—For every outgoing email that you compose, you can automatically add an email signature. The default signature is “Sent from my iPhone” or “Sent from my iPad.”
However, with this option, you can create customized signatures for each email account. A signature might include your name, mailing address, email address, phone numbers, and so forth.
From the Signature submenu screen within Settings, you can create a signature and use it with all email accounts by selecting the All Accounts option. However, you can assign different signatures to each of your accounts by selecting the Per Account option.
Default Account—If you’re using the Mail app to manage multiple email accounts when you reply to a message or forward a message, it is always sent from the email account to which the message was originally sent.
However, if you tap the Compose New Email icon to create a new email from scratch, the email account from which the message is sent is whichever you have set up as the Mail app’s default account.
If you want to change this account for a specific email, simply tap the From field as you’re composing a new email and select one of your other accounts.
Viewing Your Incoming Mail
When you launch the Mail app, the Inbox for your various email accounts is displayed. You can opt to display incoming messages for a single email account or display the incoming messages from all of your email accounts by selecting the All Inboxes option.
Even though Mail enables you to simultaneously view incoming emails from multiple accounts within a single listing (on the same screen), behind the scenes, the app automatically keeps your incoming and outgoing emails and your various email accounts separate.
So if you opt to read and respond to an email from your work-related Inbox, for example, that response is automatically sent out from your work-related email account and saved in the Sent folder for that account.
Viewing all the Inboxes for all of your accounts simultaneously makes it faster to review your incoming emails, without having to manually switch between email accounts.
If you have multiple email accounts being managed from your iOS device, to view all of your Inboxes simultaneously, or to switch between Inboxes, follow these steps:
1. Launch the Mail app.
2. The Inbox you last looked at is probably displayed. If only one email account is set up to work with your iPhone or iPad, the last email you viewed is displayed.
3. Tap Mailboxes in the upper-left corner of the screen to see a list of your inboxes so you can select which Inbox you want to view. If you’re looking at a particular account’s Inbox, the arrow-shaped option is labeled with the name of the mailbox.
4. From the menu that appears, the first option displayed in All Inboxes. Tap it to view a single listing of all incoming emails, or tap any single email account that’s listed on the Mailboxes screen.
If you receive an email from an automated email list that you’re on, and the Mail app determines this, at the very top of the message is a banner that states, “This message is from a mailing list.”
You’re then given the option to unsubscribe to that list with a single tap of the screen. This feature, when used over time, can help you reduce the amount of spam or unwanted (and unsolicited) email you receive.
Tap the VIP mailbox listing to view only emails from your various Inboxes that have been received from people you’ve added to your VIP list. When you tap the VIP option, the emails are displayed in a single list of all the VIP messages from all the accounts you’re managing on your iPhone or iPad.
Below the VIP listing under the Inboxes heading is a Flagged listing. This enables you to view a separate mailbox comprising only emails (and message threads) you’ve previously flagged as being important.
Again, this is a comprehensive list from all the accounts you’re managing on your iPhone or iPad. The Mail app keeps the messages sorted behind the scenes, based on which account each is associated with.
As you’re viewing any Inbox (or All Inboxes) the Filtered by the Unread icon is in the bottom-left corner of the screen. Tap it to see only new, unread messages. Tap the icon again to turn off this feature and view all messages currently stored in the selected Inbox(es).
As you’re viewing a listing of messages within All Inboxes, a specific inbox, or any mailbox, type a keyword, date, name, email address, or search phrase in the Search field to quickly find a particular message or message thread that contains the search word or phrase you entered.
A >> icon displayed to the immediate right of the time and date an email message was received in your Inbox indicates that the message is part of an ongoing message thread.
Tap the >> icon to display all messages in that thread within the Inbox. Tap the icon again to condense the message thread to a single message listing. Tap the message listing to open and view the entire message (as well as all previous messages in the thread).
Composing an Email Message
From the Mail app, it’s easy to compose an email from scratch and send it to one or more recipients. Just tap the Compose icon. On an iPhone, the Compose icon is in the lower-right corner of the screen in the Mail app. On an iPad, the Compose icon is in the top-right corner of the screen.
The Compose icon looks like a square with a pencil on it. When you tap the Compose icon, a blank New Message email message template appears. Using the virtual keyboard, fill in the To, Cc, Bcc, and Subject fields. You must fill in the To field with a valid email address for at least one recipient. The other fields are optional.
You can send the same email to multiple recipients by either adding multiple email addresses to the To field or adding email addresses to the Cc or Bcc fields.
The From field is automatically filled in with your email address. If you’re managing multiple email addresses from the iPhone or iPad, the default address (which you select from the Mail submenu within Settings) is used.
If you want to change the address from which the email is being sent, tap the From field to select one of your other accounts. See the “Customizing Mail Options from Settings” section earlier in this blog for information on changing the default account.
As you fill in the To field when composing an email, the Mail app automatically accesses your Contacts database to match up entries. This feature can save you time because you don’t have to manually enter that entire email address.
If you know that the person you’re sending an email to is already in your Contacts database, you can type that person’s name in the To field.
The Mail app also remembers email addresses for people with whom you’ve corresponded in the past through email via the Mail app, even if those addresses are not stored in your Contacts database.
If you begin entering an email address that the Mail app recognizes, the app gives you the option to auto-complete the address and fill in the To field.
When you begin manually entering an email address, the Mail app offers suggestions. Either select a suggestion or continue typing.
Next, tap the Subject field and use the virtual keyboard to enter the subject for your message. As you do this, the subject appears at the very top center of the Compose window (replacing the New Message heading).
When using almost any app with a Share menu, to compose and send an email that contains app-specific content without first launching the Mail app, tap the Share icon and select Mail from the Share menu.
A New Message screen appears with the related app-specific content already attached to that outgoing email message. Use the virtual keyboard to compose your email, and then tap the Send icon. The email message is sent and you are returned to the app you were using.
To begin creating the main body of the outgoing email message, tap in the main body area of the Compose Message screen, and begin using the virtual keyboard (or an optional external keyboard) to compose your message. You also have the option of tapping the Dictation key and then dictating your message using the Dictation feature.
If you have the Auto-Capitalization, Auto-Correction, or Check Spelling features turned on, as you type, the iPhone or iPad automatically corrects anything that it perceives as a typo or misspelled word. Be very careful when using these features because they are notorious for plugging the wrong word into a sentence.
Especially if you’re creating important business documents and emails, make sure you carefully proofread whatever you type before sending it. Typically, these features are helpful, but they do have quirks that can lead to embarrassing and unprofessional mistakes.
To control the Auto-Capitalization, Auto-Correction, and Check Spelling features, launch Settings, tap the General option, select the Keyboard option, and then turn on or off the virtual switch associated for each option displayed in the Keyboard menu screen.
When turned on, the QuickType feature monitors what you’re typing in real time and anticipates what you’re about to type (based on the context of what you’re typing). It then suggests appropriate words or phrases.
Use this feature to speed up and improve the accuracy of your typing. The QuickType suggestions are displayed as tabs just above the virtual keyboard. In this case, the word “hope” was being typed.
After the user typed the letters “h” and “o,” however, the iPhone predicted that the word “hope” would be used, and offered it as a recommendation within a tab displayed above the virtual keyboard.
Tap a suggestion tab to select that word and insert it into your message. Then continue typing.
With iOS 11 running on an iPad, you might notice that as you’re using the virtual keyboard, two numbers, letters, and symbols appear on each key. The number, letter, or symbol displayed in black is the main option.
For example, if you want to type the letter b, tap the B key, which also displays a slash (/) in gray. To type a slash, place your finger on the B key and swipe down, and then tap the / symbol.
To switch to uppercase letters, tap the Shift key (the upward-pointing arrow key at the far left of the keyboard). To turn on Shift Lock so everything you type is in uppercase, double-tap the Shift key.
To alter the virtual QuickType keyboard to display symbols and numbers, tap the .?123 key. To return to the alphanumeric keyboard, tap the ABC key.
The signature you set up from within Settings for the selected From account is automatically displayed at the bottom of each newly composed message.
You can return to Settings to turn off the Signature feature or change the signature that appears. A signature can also be edited or added manually, directly from the Compose screen, as you create or edit each message.
When your email is fully written and ready to be sent, tap the Send option. In a few seconds, the message is sent from your iOS device, assuming that it is connected to the Internet. A copy of the message appears in your Sent or Outbox folder. As a message is being sent, a “Sending” notification appears near the bottom of the Mail app’s screen.
The Mail app enables you to format your outgoing email messages and include bold, italic, and underlined text (as well as combinations, like bold-italic text).
On an iPhone, you format text within an email message you’re composing by typing the text as you normally would using the virtual keyboard. After the text appears in your email, hold your finger on a word to make the Select, Select All, Paste, Quote Level, Insert Photo or Video, and Add Attachment command tabs appear above that word.
Tap Select, and then use your finger to move the blue dots to highlight the text you want to modify. When the appropriate text is highlighted in blue, tap the right-pointing arrow above the text (next to the Cut, Copy, and Paste commands), and then tap the BIU option.
A new menu appears above the highlighted text with three options labeled Bold, Italic, and Underline. Tap one or more of these tabs to alter the highlighted text.
On an iPad, in the top-right corner of the virtual keyboard is a text formatting (BIU) icon, as well as an Attach Photo and a File Attachment icon. By tapping this formatting icon and selecting a typestyle, you can format text in real time as you’re typing.
If you want to type using bold/italic text, for example, tap the B and me icons. Alternatively, you can use the Select command after the text is typed, and adjust the typestyle using the directions outlined earlier for the iPhone.
If you’re using an iPad Pro with a Smart Keyboard, you can use a handful of keyboard shortcuts to quickly format text, “Take Advantage of iOS 11 Features for the iPad,” to learn more about the Smart Keyboard and keyboard shortcuts.
When using any iPad model, to more accurately move the cursor around the screen (to select content to cut and paste, for example) place two fingers together on the screen (directly over the cursor), and then drag your fingers around on the screen.
Also, if you’re using an external keyboard with your iPad, press the Control, Command, or Options key to access available shortcuts (which are specific to the app and keyboard you’re currently using).
Inserting a Photo or Video into Outgoing Mail
As you’re composing an outgoing email on an iPhone, one way you can insert a photo or video clip that’s stored in the Photos app into that email is to place and hold your finger anywhere in the body of the email where you want to embed the content.
On the iPhone, tap the right-pointing arrow displayed to the right of the Select, Select All, and Paste commands to access the Insert Photo or Video option.
When the Insert Photo or Video tab is displayed, tap it. Select the photo you want to insert into the email by selecting an album and then tapping an image or video thumbnail. The photo/video you selected is previewed in the Choose Photo window. Tap the Use button to insert the photo or video into your email.
On the iPad, tap the Attach Photo icon to select and import a photo (from the Photos app) into your email, or tap the File Attachment icon to attach to your outgoing email a file, document, or photo that’s stored within one of your cloud-based accounts (such as iCloud Drive or Dropbox).
That are linked with the new File app, “Use iCloud and the Files App,” for more information about using your iPhone or iPad with a cloud-based file-sharing and file-storage service.
If you’re using an iPad Pro, launch the Photos app side-by-side with the Mail app, and then use iOS 11’s Multitasking feature to drag-and-drop selected photos directly into the body of the email you’re composing.
Repeat this process to include multiple images within an email, keeping in mind that the overall file size associated with the outgoing email is often limited by your email service.
When you insert a photo into an outgoing email you are prompted to choose the image size. Your options include Small, Medium, Large, and Actual Size. Each is accompanied by the file size of the image(s) you’re sending. Tap one of these options when prompted.
On the iPad, tap the Images option to the right of the Cc/Bcc, From field, and then tap the Small, Medium, Large, or Actual Size tab on the newly displayed Image Size field to customize the image file size.
Inserting an Email Attachment
To add a file attachment into an email you’re composing, place and hold down your finger in the body of the email where you want to insert the file. From the menu that appears to tap the Add Attachment option. Alternatively, if you’re using an iPad, simply tap the File Attachment icon at the extreme right on the toolbar above the virtual keyboard.
If you’re using an iPad Pro, to attach a file to an outgoing email from the Mail app, use Multitasking mode to launch the Files app while you’re composing an email.
Locate and select the files you want to attach to or embed within the outgoing email, and then drag and drop one or more files from the Files app directly into the Mail app when the two apps are displayed side by side.
When you opt to attach a file to an outgoing email, your iOS mobile device accesses online accounts linked with the Files app and enables you to select one or more files stored within one of your compatible cloud-based accounts, such as iCloud Drive or Dropbox. (Most files stored locally within your iPhone or iPad, with the exception of photos, are not accessible for sharing from the Mail app.)
Select the file of files you want to attach to the outgoing email by tapping its icon or listing and then tap Done. The selected files are attached to the outgoing email message.
Using Select, Select All, Cut, Copy, and Paste
The iOS operating system offers Select, Select All, Cut, Copy, and Paste commands, which are accessible from any iPhone or iPad apps, including Mail.
Using these commands, you can quickly copy and paste content from one portion of an app to another or from one app into another app, whether it’s a paragraph of text, a phone number, or a photo.
If you’re an iPad Pro user, you’re also able to use Multitasking mode to drag and drop content between apps.
To use these commands, use your finger to hold down on any word or graphic element on the screen for one or two seconds until the Select and Select All tabs to appear above that content.
To select a single word or select the content you want to copy or cut, tap the Select tab. Alternatively, to select all the content on the screen, tap the Select All tab.
After text (or a graphic element, such as a photo) is selected, tap the Cut tab to delete the selected content from the screen (if this option is available in the app you’re using), or tap the Copy tab to save the highlighted content in your iPhone or iPad’s virtual clipboard.
Now, move to where you want to paste the saved content. This can be in the same email or document, for example, or in another app altogether.
Choose the location on the screen where you want to paste the content, and hold your finger on that location for two or three seconds. When the Paste tab appears, tap it. The content you just copied to the virtual clipboard is pasted into that location.
On the iPad, the Undo, Redo, and Clipboard icons are displayed above the virtual keyboard. If you’re using a Smart Keyboard, these commands can be accessed via keyboard shortcuts.
Tap the Undo icon to go one step back and undo the last thing you did when composing the email. Tap the Redo icon to counteract what the Undo command just did.
When you select content in an outgoing email, for example, the Cut, Copy and Paste command icons are displayed on the top-left side of the virtual keyboard. Tap the scissor-shaped icon to use the Cut command. The icon that looks like two sheets of paper represents the Copy command, and the clipboard-shaped icon works as the Paste command.
In the Mail app, as you use the Select, Select All, Cut, Copy, and Paste commands, notice a Quote Level option that appears on the menu above the highlighted text or content you select. Tap this to increase or decrease the indent of that content, which impacts how it’s formatted on the screen.
Saving an Unsent Draft of an Email
To save a draft of an email without sending it, as you’re composing the email message, tap the Cancel button in the upper-left corner of the Compose message window. Two command buttons appear: Delete Draft and Save Draft. To save the unsent draft, tap Save Draft.
You can return to it later to modify and send it. To do this, from the main Inbox screen in Mail, tap the left-pointing Mailboxes at the upper-left corner of the screen. From the Mailboxes screen, scroll down to the Accounts heading, and tap the listing for the email account from which the email draft was composed.
When you see a list of folders related to that email account, tap the Drafts folder. Tap the appropriate listing to open the email message. You can now edit the message or send it.
Just like the Inbox on your main computer’s email software, the Inbox of the Mail app displays your incoming emails. On an iPhone, the Inbox screen takes up the entire screen. On an iPad, the Inbox list is displayed on the left side of the screen, while a selected email message is displayed on the right side of the screen.
As you’re looking at the Inbox for any of your email accounts (or the All Inboxes mailbox), to the left of each email message preview you might see an icon. A blue dot represents a new and unread email (or an email that has been marked as unread).
A solid blue star represents a new and unread email from someone on your VIP list, and a gray star icon represents a read email from someone on your VIP list.
An orange flag-shaped icon to the left of an email preview means that you have manually flagged that message (or message thread) as urgent. Instead of a flag icon, a blue dot with an orange circle can be displayed indicating a message is urgent and unread. Just an orange dot is displayed after the message has been read. You can choose between a flag or a dot icon from Settings.
A curved, left-pointing arrow icon means that you have read and replied to that message, whereas a right-pointing arrow icon means you’ve read and have forwarded that message to one or more people. A bell icon means that the Notify Me option has been turned for that message.
If no tiny icon appears to the left of an email preview listing, the message has been read and is simply stored in that inbox (or mailbox).
When you’re viewing your Inbox(es), a list of the individual emails is displayed. Based on the customizations you make from the Settings app from the Mail submenu, the Sender, Subject, Date/Time, and up to five lines of the message’s body text can be displayed for each incoming message listing.
If you’re using the Mail app on an iPad while holding the tablet in portrait mode, place your finger near the left side of the screen and swipe to the right to open the Inbox sidebar.
On the iPhone, when viewing your Inbox and the listing of incoming (new) email messages, tap any message listing to read that message in its entirety. When you do this, a new message screen appears. At the bottom of this screen is a series of command icons for managing that email.
When you receive an email from someone whose contact information in your Contacts app has changed, you see a banner at the top of the message that states, “New Contact Info Found.” Tap Add to automatically update that person’s Contact entry with the new or updated information.
If you’re using a newer iPhone model, take advantage of the 3D Touch features to quickly review emails. As you’re looking at the Inbox listing, place and hold your finger gently on a specific email listing. A preview of that entire email message is displayed. If you want to open and read the message, press down on the screen a bit harder when the preview is visible.
On the iPad, the email message that’s highlighted in gray on the left side of the screen is the one that’s currently being displayed, in its entirety, on the right side of the screen. Tap any email on the left side of the screen to view the entire message on the right side of the screen.
Located at the top of the Inbox message listing is a Search field. You might need to swipe your finger down along the Inbox to reveal it. Tap the Search field to make the virtual keyboard appear so you can enter a search phrase and quickly find a particular email message.
You can search the content of the Mail app using any keyword, a sender’s name, a date, or an email subject, for example. You can also use your device’s Spotlight Search feature to quickly locate content within email messages.
When using an iPad Pro with the 12.9-inch screen, the Mail app uses a three-pane view (as opposed to just two). On the extreme left is the Mailboxes pane. The middle pane is the selected Inbox message listing, and the right pane displays the selected message.
Managing the Inbox with the Edit Button
Located on top of a mailbox’s message listing (to the right of its heading) is the Edit button. Tap this option to quickly select multiple messages from a mailbox, such as your Inbox, and delete or move the selected content to another mailbox (or folder).
After tapping Edit, manually select one or more message listings to move or delete, or tap the Mark All option to select all the messages in that Inbox. You can use the Flag or Mark As reading/Unread options for all the selected messages.
If you tap the Mark button to the left of the Trash and Move buttons, you can then flag them or mark one or more emails as read or unread. You can also move selected messages to your Junk folder.
After you tap the Edit button, an empty circle icon appears to the left of each email message preview listing. To move or delete one or more messages from the current mailbox’s listing (which could be your Inbox, VIP, Archive, or Junk mailbox), tap the empty circle icon for that message. A blue-and-white check mark fills the empty circle when you do this, and the Mark, Move, and Trash options are displayed at the bottom of the screen.
After you’ve selected one or more messages, tap the Trash button to delete one or more messages simultaneously from the mailbox (they go to the Trash folder), or tap the Move button and then select to which folder you want to move those email messages.
Tap the Mark option to Flag the message, mark it as unread, or move it to the Junk folder. To exit this option without doing anything, tap the Cancel button displayed at the top of the Inbox listing.
Deleting Individual Incoming Messages
As you’re looking at the listing of messages in your Inbox (or any mailbox), you can delete individual messages, one at a time, by swiping your finger from right to left over a message listing.
Tap the red-and-white Trash option to delete the message. Tap the More (…) option to access a menu to access a more detailed menu that includes options for Reply, Reply All, Forward, Mark, Show Related Messages, Notify Me, and Move Message options.
Another way to delete a message from your Inbox, or any mailbox, is to tap a message listing to view that message, and then tap the Trash icon.
Viewing Your Emails
When a single email message is selected from the Inbox listing, that message is displayed in its entirety. At the top of the message, see the From, To, Cc/Bcc (if applicable), Subject, and the Date/Time it was sent.
In the upper-right corner of the email message is a blue Hide command. If you tap this, some of the message header information will no longer be displayed. To make this information reappear, tap the More (…) option.
As you’re reading an email, tap the flag icon to flag that message and mark it as urgent, or mark the email as unread. These options appear within a pop-up menu. When you flag a message, an orange flag (or an orange dot) is displayed in the message itself (to the right of the date and time) and in the Inbox (mailbox) in which the message is stored.
Plus, from your Inboxes menu, if you tap the Flagged option, you can view a separate mailbox that contains only flagged (urgent) messages.
Using the Mail App’s Vip List Feature
In addition to flagging individual messages as important, the Mail app can automatically highlight all emails sent from particular (important) senders, such as your boss, specific clients, close friends, or family members.
Once you add a sender to your VIP List, all their incoming emails are marked with a star icon instead of a blue dot that represents a regular, new incoming email.
To add someone to your VIP list, as you’re reading an email from that person, tap the From field (the name/email address). A Sender screen (iPhone) or window (iPad) appears. Tap the Add to VIP option.
This adds and keeps that sender on your custom VIP list until you manually remove them. To later remove someone from your VIP list, read any of their email messages and tap the From field. When the Sender window appears, tap the Remove from VIP option (which has replaced the Add to VIP option).
From the Mailboxes menu, tap the VIP listing to view a special mailbox that displays only incoming emails from people on your VIP list. Using the VIP list feature helps you quickly differentiate important emails from spam and less important incoming emails that don’t necessarily require your immediate attention.
Dealing with Incoming Attachments
The Mail app enables you to access certain types of attachment files that accompany an incoming email message. Dozens of file formats are compatible with the Mail app.
As you add third-party apps that support other file formats, they become recognized by the Mail app. This includes files related to the text, photos, audio clips, video clips, PDFs, and eBooks, as well as iWork and Microsoft Office documents and files.
To open an attached file using another app, in the incoming email message, tap and hold down the attachment icon for a second. When you release your finger, you see a pop-up menu of command icons.
These icons represent options for sharing, managing, printing, annotating, copying, or transferring the file to a cloud-based account your iPhone or iPad is linked with.
For example, if you receive a PDF, you can open, view, and annotate it using the Preview feature, or you can import the file into a compatible app that allows you to view or fully manage and work with PDFs, such as iBooks or the PDF Expert app (which is available from the App Store).
If you simply tap the file attachment, in most cases, the new Preview screen displays the content of the attached file. It might take up to one or two minutes to first download the file.
Depending on the file type, you can markup and annotate the file by tapping the Markup/Annotate icon or tap the Share icon to access the Share menu, which displays a handful of options for managing and storing files printing them (if applicable), and sharing them.
Organizing Email Messages in Folders
You can easily move email messages into a folder, enabling you to better organize your emails. Here’s how to do this:
1. From the Inbox listing, tap Edit above the Inbox listing. Or, if you’re viewing an email message, swipe your finger from right to left across the message listing.
2.Tap Move. A menu that offers various folders and options available for that email account is displayed.
3. Tap Move Message, and then tap the mailbox folder to which you want to move the message. The email message is moved to the folder you select.
The Move option is also available by swiping from right to left across a message listing from your inbox and then tapping More.
As you’re managing incoming and outgoing emails, the Mail app
uses the default mailboxes that are already associated with that email account, such as Inbox, Drafts, Sent, Trash, and Junk. For some accounts, you are limited to only these default mailboxes. However, for many types of email accounts, you can create additional mailboxes and then move messages into those mailboxes to organize them.
Forwarding, Printing, and Replying to Messages
As you’re reading incoming emails, you can forward a message to someone else, reply to the message, or print the email by tapping the left-pointing, the curved-arrow icon displayed when you’re viewing an email.
When you tap this icon, as you’re reading an email message a menu offers the following options: Reply, Forward, and Print. If the message you’re viewing has more than one recipient, an additional option, Reply All, appears.
To reply to the message you’re reading, tap the Reply (or Reply All) option. An email message template appears on the screen that already contains the content of the message you’re replying to.
Refer to the “Composing an Email Message” section for details on how to write and send an email message from the Mail app.
To forward the email (or message thread) you’re reading to another recipient, tap the Forward icon. If an attachment is associated with the email, you’re asked, “Include attachments from original email?” and offered two options: Include and Don’t Include. Tap the appropriate response.
When you opt to forward an email, a new message template appears on the screen. However, the content of the message you’re forwarding appears in the body of the email message.
Start the message-forwarding process by filling in the To field. You can also modify the Subject field (or leave the message’s original subject), and then add to the body of the email message with your own text. This text appears above the forwarded message’s content.
To forward an email to multiple recipients, enter each person’s email address in the To field of the outgoing message, separating each address with a comma (,). Alternatively, you can tap the + to the right of the To field to add more recipients.
When you’re ready to forward the message, tap Send, or tap Cancel to abort the message-forwarding process.
If you have an AirPrint-compatible printer set up to work with your iOS device, tap the Print option that appears when you tap the left-pointing curved-arrow icon as you’re reading an email.
Use these quick tips to manage your email:
When viewing your Inbox, to refresh it and load new messages, swipe your finger down in Inbox. The message Updated Just Now displays at the bottom center of the Inbox screen or pane when your messages are up to date.
Otherwise, the time and date that the Inbox was last updated is displayed. Your Inbox can refresh only when the iPhone or iPad has Internet access.
As you’re reading email, if the text is difficult to see, you can automatically increase the size of all text displayed in the Mail, Contacts, Calendar, Messages, and Notes apps by adjusting the Accessibility option in Settings. To make this font size adjustment, launch Settings.
Select the General option, and then tap the Accessibility option. From the Accessibility submenu, tap the Larger Text option. Turn on the virtual switch associated with this feature, and then use the slider to select a more suitable text size.
While looking at the Home screen on a newer iPhone model, press and hold down on the Mail app icon to make the app’s 3D Touch Pop menu appear.
Four options appear, including All Inboxes (view the Inbox for all of your accounts on a single screen), VIP (view the VIP inbox), Search (enter a keyword or search phrase to find in any of your incoming or outgoing emails), and New Message (used to compose a new message from scratch).
When using almost any app (Contacts, Calendar, Notes, Safari, Reminders, Messages, and so on), tap an email address in the app to compose and send an email to that person via the Mail app. The To field automatically includes the email address you tapped.
When you see a new message notification displayed in the Notification Center screen, on an iPad, swipe across the listing from right to left, and then tap the View option to quickly open the Mail app and view that message.
On an iPhone with Touch 3D, press and hold your finger on the message listing to see a preview of that message (along with a Trash and Mark As Reading option). Tap the notification to launch the Mail app and read that message.
The Mail app also has a Notify Me feature. As you’re reading an email, tap the flag icon and then select the Notify Me option to activate this feature for the message you’re reading. Then, when you receive a response from anyone related to this email thread, you are automatically notified.