Write, reply and schedule email

Writing in Mail works like any email app, with a few extras for a small business: send later, a reminder when someone doesn't reply, open and click tracking, and templates.

Write a new email

1. Go to Email → Mail and click Compose.
2. If you use more than one mailbox, choose it under From.
3. Type an address in To and press Enter. It becomes a chip. Click Cc or Bcc to add those lines.
4. Type the Subject and your message. Select words to make them bold, add a link, a heading or a button. Ctrl+B makes text bold.
5. To add files, click Attach or drag them onto the email.
6. Check the Signature: the mailbox's Company signature, your own, or none. See Signatures and email templates.
7. Click Send.

A message "Sending…" with Undo shows for a moment. Click Undo to get the email back in the composer before it leaves.

Before sending, Mail checks a few things. Without a recipient it asks for one. Without a subject it asks you to confirm with Send without a subject. A subject in capital letters or with several exclamation marks gets a "Before you send:" note, because spam filters dislike them. Click Send anyway if you're sure.

Reply and forward

1. Open the conversation.
2. Click Reply, Reply all or Forward. The composer opens under the email.
   • Reply answers the sender. The subject starts with "Re:".
   • Reply all includes everyone on the email except you.
   • Forward starts with an empty To and includes the earlier message.
3. Write and click Send.

Drafts

Close the composer with its close button: the draft is kept and you see "Your draft is in Drafts". Open Drafts to finish it. Click Discard to throw a draft away.

Send later

1. Write the email.
2. Click the arrow next to Send (Send later).
3. Choose a time, such as Tomorrow morning, or Pick a date and time….

The email waits in the Scheduled folder. To change your mind, open Scheduled at the top of Mail. Each email has Send now, Edit, Move to Drafts and Delete.

Scheduled emails go out at their time even when nobody is signed in, as long as your website gets a visit around then or a cron job is set up. Times are shown in your computer's time zone.

Get reminded when nobody replies

1. In the composer, tick Remind me if no reply in and choose the number of days.
2. Send the email.

The email is listed under Reminders. If the person replies, the reminder is done by itself. If not, you get an alert on the day, and the reminder shows "No reply since …" with Done and Cancel reminder.

Know when emails are opened

With Track opens and clicks ticked in the composer (it's on by default when your Administrator turned tracking on), each sent email shows when it was opened and which links were clicked. Apple Mail can open emails by itself and security filters sometimes check links; PageShift marks those as automatic.

Reply to a lead from Mail

When Mail has a mailbox for you, the email box on a lead (Leads & Growth → Leads) becomes the Mail composer. The email goes from your mailbox with your signature and a copy in Sent. Your first email moves a New lead to Contacted, and their replies show in Mail and on the lead's timeline. The person's Contacts timeline lists the emails too.

Mail reports

Click Reports at the top of Mail to see how your emails do.

1. Choose the Period, the Mailbox and who it was Sent by.
2. Click Show.

The report counts tracked emails sent, opens, clicks and downloads, and how long people typically take to open. How to read these numbers explains what counts. Click Export CSV to download the figures.