Apple Mail MCP Server

# Email Folder Organization Guide Organizing emails into folders (mailboxes) is a balance between structure and simplicity. Too many folders becomes unmanageable; too few makes finding emails difficult. This guide helps you find the right balance. ## Core Philosophy ### The Search vs. Sort Debate **Search-First Approach** (Recommended): - Minimal folder structure - Rely on powerful search tools - Faster daily processing - Works best with: Good search tools (like Apple Mail MCP) **Sort-First Approach**: - Detailed folder hierarchy - Everything has a place - Visual organization - Works best with: Predictable email patterns **This guide recommends**: 80% search, 20% folders. Use folders for active work, search for archives. ## Folder Organization Principles ### 1. Keep It Simple **Max 2-3 levels deep** - Inbox - Projects - Project A - Project B - Clients - Client X **Not this** (too complex): - Inbox - Work - Projects - Active - High Priority - Project A - Emails - Urgent ### 2. Organize by Action, Not Source **Good** (action-oriented): - Action Required - Waiting For - Reference - Archive **Not ideal** (source-oriented): - From Boss - From Team - From Clients ### 3. Use Consistent Naming **Good**: Projects/ProjectName **Bad**: ProjectName, Project-Name, project_name (mixed styles) ### 4. Archive Liberally If you haven't looked at a folder in 30 days, archive it. ## Recommended Folder Structures ### Minimal Structure (Inbox Zero Style) ``` Inbox (always empty or near-empty) ├── Action Required (flagged items) ├── Waiting For (delegated items) └── Archive (everything else) ``` **Benefits**: - Simple to maintain - Fast processing - Minimal decisions **Use when**: - You value simplicity - Your emails don't fall into clear categories - You're comfortable with search **Tools to use**: ``` # Review current structure list_mailboxes(include_counts=True) # Move to Archive after processing move_email(to_mailbox="Archive", subject_keyword="...", max_moves=10) # Find anything later with search search_emails(mailbox="All", subject_keyword="...") ``` ### Project-Based Structure ``` Inbox ├── Action Required ├── Waiting For ├── Projects/ │ ├── Project Alpha │ ├── Project Beta │ └── Project Gamma ├── Reference └── Archive ``` **Benefits**: - Clear project separation - Easy to find project emails - Good for focused work **Use when**: - You work on 3-10 distinct projects - Projects are long-running (3+ months) - You need to track project communication **Setup workflow**: ``` # 1. Review current structure list_mailboxes() # 2. Create folders in Mail app (MCP doesn't create folders) # - Create "Projects" folder # - Create subfolders for each project # 3. Move project emails search_emails(subject_keyword="Project Alpha", mailbox="All") move_email(to_mailbox="Projects/Project Alpha", subject_keyword="Project Alpha", max_moves=20) # 4. Set up routine to file new project emails # (Do this during daily processing) ``` ### Client/Customer Structure ``` Inbox ├── Action Required ├── Clients/ │ ├── Client A │ ├── Client B │ └── Client C ├── Internal └── Archive ``` **Benefits**: - Clear client separation - Professional appearance - Easy reporting **Use when**: - You manage 5-20 clients - You need to review client communication history - Billing/time tracking requires email records **Setup workflow**: ``` # 1. Identify top clients get_statistics(scope="account_overview") # Look at "Top Senders" section # 2. Create client folders in Mail app # 3. Batch move by sender search_emails(sender="contact@clienta.com", mailbox="All") move_email(to_mailbox="Clients/Client A", sender="contact@clienta.com", max_moves=50) # 4. Review and adjust list_mailboxes(include_counts=True) ``` ### GTD (Getting Things Done) Structure ``` Inbox ├── Next Actions (do soon) ├── Waiting For (delegated/blocked) ├── Someday/Maybe (future ideas) ├── Projects/ (active projects) ├── Reference (keep for later) └── Archive (everything else) ``` **Benefits**: - Matches GTD methodology - Action-oriented - Clear next steps **Use when**: - You follow GTD principles - You need clear action lists - You separate tasks from reference ### Time-Based Structure ``` Inbox ├── This Week ├── This Month ├── This Quarter ├── Archive/ │ ├── 2025 │ ├── 2024 │ └── 2023 ``` **Benefits**: - Temporal organization - Easy to archive by year - Good for audits/compliance **Use when**: - You need historical records - Compliance requires dated archives - You review emails by time period ## Setting Up Your Structure ### Step 1: Analyze Current Patterns ``` # Get overview get_inbox_overview() # Check statistics get_statistics(scope="account_overview", days_back=90) # Review current folders list_mailboxes(include_counts=True) ``` **Ask yourself**: - Who sends me the most emails? (Top senders) - What are common topics? (Subject patterns) - How are emails distributed? (Mailbox distribution) - What folders do I actually use? (Check counts) ### Step 2: Design Structure **Start minimal** and add folders only when needed: 1. **Essential folders** (everyone needs): - Archive (catch-all) 2. **Add if you use flagging**: - Action Required (flagged items) - Waiting For (delegated) 3. **Add if you have clear categories**: - Projects/ (if 3+ active projects) - Clients/ (if 5+ regular clients) - Teams/ (if working with multiple teams) 4. **Don't add**: - Folders "just in case" - Granular subcategories - Duplicate organization (e.g., by both sender and topic) ### Step 3: Create Folders **Note**: The MCP doesn't create folders. Create them manually in Mail app: 1. Open Mail app 2. Right-click on account 3. Select "New Mailbox" 4. Create your structure 5. Verify with MCP: `list_mailboxes()` ### Step 4: Migrate Existing Emails **Batch migration workflow**: ``` # 1. Identify emails to move search_emails(subject_keyword="Project Alpha", mailbox="All") # 2. Move in batches move_email( to_mailbox="Projects/Project Alpha", subject_keyword="Project Alpha", from_mailbox="INBOX", max_moves=20 ) # 3. Verify list_mailboxes(include_counts=True) # 4. Repeat for other categories ``` **For sender-based migration**: ``` # Find all emails from a sender search_emails(sender="client@example.com", mailbox="All", max_results=50) # Move them move_email( to_mailbox="Clients/Client Name", from_mailbox="INBOX", subject_keyword="", # Empty = match all sender="client@example.com", # Use search to identify first max_moves=20 ) ``` ### Step 5: Establish Routine **Daily filing routine** (5-10 min): ``` # 1. Process inbox to zero (or near zero) # 2. File emails into appropriate folders # - Project emails → Projects/[ProjectName] # - Client emails → Clients/[ClientName] # - Reference emails → Reference # - Everything else → Archive # 3. Quick moves using keywords move_email(to_mailbox="Projects/Alpha", subject_keyword="Alpha", max_moves=5) move_email(to_mailbox="Clients/ClientA", subject_keyword="ClientA", max_moves=5) # 4. Batch archive remaining move_email(to_mailbox="Archive", from_mailbox="INBOX", max_moves=20) ``` ## Maintaining Your Structure ### Weekly Maintenance (15 min) ``` # 1. Review folder counts list_mailboxes(include_counts=True) # 2. Check for bloat (folders with >100 emails) # - Consider: Do these need to be archived? # 3. Review unused folders # - Delete or archive folders with 0 unread, <10 total # 4. Archive old project folders # - Completed projects → Archive/Projects/[ProjectName] ``` ### Monthly Maintenance (30 min) ``` # 1. Deep review get_statistics(scope="account_overview", days_back=90) # 2. Identify optimization opportunities # - Folders rarely used → consider removing # - Senders appearing frequently → consider dedicated folder # 3. Archive inactive projects # - Move project folders to Archive if project is complete # 4. Clean up old emails # - Export important mailboxes export_emails(scope="entire_mailbox", mailbox="Important Project") # - Delete old emails from cluttered folders ``` ### Quarterly Review (1 hour) ``` # 1. Full audit list_mailboxes(include_counts=True) # 2. Question every folder # - "Did I use this folder in the last 3 months?" # - If no → archive or delete # 3. Simplify # - Merge similar folders # - Flatten deep hierarchies # 4. Export archives export_emails(scope="entire_mailbox", mailbox="Archive", format="txt") ``` ## Common Organization Challenges ### "I have too many folders" **Symptoms**: - >20 top-level folders - >3 levels deep - Many folders with <5 emails - Unsure where to file emails **Solution**: 1. **Audit**: `list_mailboxes(include_counts=True)` 2. **Merge**: Combine similar folders 3. **Archive**: Move inactive folders to Archive 4. **Simplify**: Aim for <10 active folders **Example cleanup**: ``` # Before: 30 folders, 5 levels deep # After: 8 folders, 2 levels deep Inbox ├── Action Required ├── Projects/ │ ├── Active/ (merged all active project folders) │ └── Archive/ (moved completed projects here) ├── Reference └── Archive ``` ### "I never use my folders" **Symptoms**: - Folders created but never accessed - Always search, never browse - Folders have high unread counts **Solution**: This is fine! You're a search-first person. 1. Simplify to minimal structure: ``` Inbox └── Archive ``` 2. Rely on search: ``` search_emails(mailbox="All", subject_keyword="...") search_emails(mailbox="All", sender="...") search_emails(mailbox="All", date_from="...") ``` 3. Use flags instead of folders: ``` update_email_status(action="flag", ...) # For action items ``` ### "Folders become dumping grounds" **Symptoms**: - Folders with 500+ emails - Haven't looked at folder in months - "Archive" has 10,000+ emails **Solution**: 1. **Accept it**: Archive folders are meant to be large 2. **Export if needed**: `export_emails()` for backup 3. **Delete old**: Emails >2 years old probably not needed 4. **Use subfolders by year** for Archive: ``` Archive/ ├── 2025 ├── 2024 └── 2023 ``` ### "Can't decide where to file emails" **Symptoms**: - Spending >30 seconds deciding per email - Emails that fit multiple categories - Creating new folders often **Solution**: 1. **Default to Archive**: When in doubt, archive it 2. **Use search tags in subject**: Add [ProjectName] to subjects 3. **Rely on search**: File is for convenience, not requirement 4. **Time-box filing**: Max 10 seconds per email, else archive ## Advanced Organization Techniques ### Nested Folders for Nested Projects ``` Projects/ ├── ClientA/ │ ├── Project Alpha │ ├── Project Beta │ └── Maintenance ├── ClientB/ │ └── Project Gamma └── Internal/ ├── Team Building └── Process Improvement ``` **Moving to nested folders**: ``` # Note the "/" separator for nested paths move_email( to_mailbox="Projects/ClientA/Project Alpha", subject_keyword="Alpha", max_moves=10 ) ``` ### Smart Search Patterns Instead of Folders **Replace this folder structure**: ``` Urgent/ High Priority/ Medium Priority/ Low Priority/ ``` **With saved search patterns**: ``` # Urgent search_emails(subject_keyword="urgent", read_status="unread") # From boss (high priority) search_emails(sender="boss@company.com", read_status="unread") # Flagged (action items) search_emails(mailbox="All") # View flags in results # Old (low priority) search_emails(date_to="2025-01-01") ``` **Benefit**: No manual filing needed; dynamic lists ### Temporary Project Folders For short-term projects (2-4 weeks): ``` # Create temporary folder in Mail app # Use during project move_email(to_mailbox="Temp/ProjectName", ...) # When project completes, bulk archive search_emails(mailbox="Temp/ProjectName", max_results=100) move_email(to_mailbox="Archive/2025/ProjectName", ...) # Delete empty temp folder in Mail app ``` ### Folder Naming Conventions **Use prefixes for ordering**: ``` 01_Action Required 02_Waiting For 03_Projects 04_Reference 05_Archive ``` **Use brackets for metadata**: ``` [ACTIVE] Project Alpha [DONE] Project Beta [HOLD] Project Gamma ``` **Use dates for time-based folders**: ``` Archive/ ├── 2025-Q1 ├── 2025-Q2 └── 2024 ``` ## Migration Strategies ### From Complex to Simple **Current**: 50 folders, 4 levels deep **Goal**: <10 folders, 2 levels **Strategy**: 1. **Create new simple structure** in Mail app 2. **Don't migrate immediately** 3. **Use new structure for new emails** only 4. **Search old structure** when needed 5. **After 3 months**, bulk archive old folders ``` # Move entire old structure to Archive # Do this manually in Mail app ``` ### From Simple to Organized **Current**: Just Inbox and Archive **Goal**: Project-based structure **Strategy**: 1. **Analyze patterns**: ``` get_statistics(scope="account_overview", days_back=90) ``` 2. **Create top 5 project folders** only 3. **File new emails** going forward 4. **Backfill key projects** only: ``` search_emails(subject_keyword="ProjectName", mailbox="All", max_results=50) move_email(to_mailbox="Projects/ProjectName", ...) ``` 5. **Leave Archive alone** - search when needed ## Tools Reference | Task | Tool | Example | |------|------|---------| | View structure | `list_mailboxes()` | include_counts=True | | Move emails | `move_email()` | to_mailbox="path/to/folder" | | Batch move | `move_email()` | max_moves=20 | | Find emails | `search_emails()` | mailbox="All" | | Check patterns | `get_statistics()` | scope="account_overview" | | Mailbox stats | `get_statistics()` | scope="mailbox_breakdown" | | Export folder | `export_emails()` | scope="entire_mailbox" | ## Decision Framework **Should I create a folder?** Answer these questions: 1. **Do I receive 5+ emails per week in this category?** - No → Use search, don't create folder - Yes → Continue to Q2 2. **Will I actively file emails here?** - No → Use search, don't create folder - Yes → Continue to Q3 3. **Is this category long-term (3+ months)?** - No → Use temporary folder or search - Yes → Create the folder 4. **Can I describe clear filing rules?** - No → Use search - Yes → Create the folder **If all answers are "Yes"**, create the folder. Otherwise, use search. ## Remember - **Folders are tools, not goals**: Organize to enable work, not for organization's sake - **Search is powerful**: Trust your search tools; don't over-organize - **Simple is sustainable**: Complex structures collapse; simple structures last - **Adapt over time**: Your needs change; your structure should too - **When in doubt, archive**: Better to search later than waste time filing now --- **Action Item**: Review your current folder structure with `list_mailboxes()` right now. Delete or archive any folder you haven't used in 30 days.