Apple Mail not learning my Move To preferences for filing sent and received messages

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Apple Mail not learning my Move To preferences for filing sent and received messages

I use the Move To function in the menu bar of Mail to store my sent and received email into folders. The function seems to "learn" where I want to move things in general (sometimes probably based on threads). But as I work on multiple projects, which often have the same sub-folder names, even if I am working on a new project for which I've been moving lots of messages into subfolders in a new project folder, Mail continues to default to the same-named subfolder in old, inactive project folder(s) — this mostly occurs when the sender or recipient addresses have been, in the past, moved to those older destinations....

Does anyone have suggestions about how to get the app to learn to default to the newer locations, so I don't have to use the dropdown and navigate through (often) many layers of my storage hierarchy?

MacBook Air Apple Silicon

Posted on Jan 3, 2023 11:30 AM

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Answer 1

Top-ranking reply

srbwanderer

Community Specialist

Jan 4, 2023 2:23 PM in response to pagoos

Hello pagoos,

These forums are users helping other users. If being able to set the drop down how you want it is something you would like to see, the best way to do that is to provide feedback to Apple here: Product Feedback - Apple

In the meantime, you may want to investigate if creating some rules might solve the issue. Rules can file the emails automatically for you based on different criteria.

Here are some steps from Use rules to manage emails you receive in Mail on Mac - Apple Support on how email rules can work:

1. In the Mail app on your Mac, choose Mail > Settings, then click Rules.

To review an example of a rule, select a provided rule, then click Edit. To close the rule, click Cancel.

2. Click Add Rule, then type a name for the rule.

3. Indicate whether any or all of the conditions must be true for the rule to be applied to a message.

4. Specify the conditions.

To use different header fields in conditions, choose “Edit header list” from the bottom of the first pop-up menu. To add your own header, click the Add button in the Message Headers window.

Choose actions to perform on messages that meet the conditions. To specify multiple actions, click the Add button .

5. You can use AppleScript scripts as rule actions.

6. When you’re done, click OK, then decide to apply rules to existing messages already in mailboxes or to new messages.

7. You can apply rules to existing messages later by choosing Message > Apply Rules.

Have a good day.

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Answer 2

pagoos Author

Level 1

12 points

Jan 5, 2023 7:18 AM in response to srbwanderer

I appreciate the reply and info, but I think I failed to explain the issue clearly enough. It is clear from using Mail that the Move to... tool "learns" frequently used destinations — selecting many emails will populate the window with a destination folder where I've previously moved emails similar to, or from or to the same addressee. But the learning doesn't always stay current. Here's a sample scenario.

• I exchange emails for weeks with a client, and move them daily (sent and received messages) into Project Folder #1. Quite quickly, when I select one of those messages in the Inbox, "Project Folder #1" pops into the "Move to..." window.

• Some time later I start another project, and create Project Folder #2. I send and receive emails from the same client, and, using the Move to... tool, file them in Project Folder #2. BUT, the new destination folder is never learned; even though I am no longer filing in Project Folder #1, that is the destination that pops into the Move to... window whenever I select a message from that client. It's as if that sending/receiving address in link permanently to the older destination folder and cannot be taught to see the newer one....

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Answer 3

Chris_C1

Community Specialist

Jan 5, 2023 8:09 AM in response to pagoos

Hey there pagoos,

You're not able to force Mail to forget your previous "Move To..." choices. Mail will update them automatically, with repeated usage and the passage of time.

However, taking advantage of rules using the guide we previously shared with you may be a better solution for you.

If not, you may also want to take a look at Smart Mailboxes.

Use Smart Mailboxes in Mail on Mac

Have a good one!

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Apple Mail not learning my Move To preferences for filing sent and received messages

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