Apple Mail MCP Server

# Inbox Zero Workflow Inbox Zero is a rigorous approach to email management aimed at keeping your inbox empty (or nearly empty) at all times. The inbox becomes a to-do list, not a storage system. ## Philosophy - **Inbox = Processing Queue**: Your inbox is where emails arrive and wait for decisions, not where they live - **Touch Once**: Make a decision the first time you read an email - **Five Possible Actions**: Every email requires one of five actions (see below) - **Daily Discipline**: Process inbox at least once per day, ideally multiple times ## The Five Actions (D-D-R-D-D) For every email in your inbox, choose ONE action: ### 1. Delete (or Trash) **When**: Email has no value, spam, unwanted newsletters **Tool**: `manage_trash(action="move_to_trash", subject_keyword="...", sender="...")` **Examples**: - Spam and promotional emails you'll never read - Automated notifications you don't need - Newsletters you never read (consider unsubscribing) - Old calendar invites or confirmations **Tip**: Be ruthless. If you haven't read a newsletter in 3 months, you won't read this one either. ### 2. Delegate (or Forward) **When**: Someone else should handle this email **Tool**: `forward_email(to="colleague@example.com", subject_keyword="...", message="Can you handle this? Thanks!")` **Examples**: - Questions someone else can answer better - Tasks that belong to another team member - Customer inquiries that should go to support **Best Practice**: Add context when forwarding. Don't just forward blindly. ### 3. Respond (or Reply) **When**: You can respond in under 2 minutes **Tools**: - Quick reply: `reply_to_email(reply_body="...", subject_keyword="...")` - Reply to all: `reply_to_email(reply_body="...", subject_keyword="...", reply_to_all=True)` **Examples**: - Quick confirmations ("Yes, I'll be there") - Simple answers to straightforward questions - Acknowledgments ("Got it, thanks!") **The 2-Minute Rule**: If a reply takes less than 2 minutes, do it immediately. If it takes longer, move to Defer. ### 4. Defer (or Draft) **When**: Email needs a thoughtful response but isn't urgent **Tool**: `manage_drafts(action="create", subject="Re: ...", to="...", body="[your draft]")` **Examples**: - Complex questions requiring research - Emotional emails needing careful wording - Proposals that need detailed responses - Decisions requiring consultation with others **Workflow**: 1. Create draft with initial thoughts 2. Schedule dedicated time to complete drafts (e.g., Friday afternoon) 3. Review drafts weekly to avoid accumulation **Alternative**: Flag the email and set a reminder if you don't want to start a draft yet: `update_email_status(action="flag", subject_keyword="...")` ### 5. Do (or Act) **When**: Email requires action (not just a reply) that takes under 2 minutes **Examples**: - Calendar invites → Accept/decline - Simple file downloads → Download attachment - Quick updates → Update a document - Short tasks → Complete immediately **For downloads**: ``` list_email_attachments(subject_keyword="...") save_email_attachment(attachment_name="...", save_path="...") ``` ## Complete Inbox Zero Workflow ### Morning Routine (15-30 minutes) **Step 1: Get Overview** ``` get_inbox_overview() ``` - Review unread count - Note any urgent senders - Identify patterns (lots from one person?) **Step 2: Process Urgent First** ``` search_emails(subject_keyword="urgent", read_status="unread") search_emails(subject_keyword="action required", read_status="unread") ``` - Handle time-sensitive emails first - Quick responses or forwards - Flag if needs more time **Step 3: Process Top-Down (Newest First)** For each email, apply the 5 D's: 1. **Quick Scan**: Subject and sender 2. **Decision**: Which of the 5 actions? 3. **Execute**: Use appropriate tool 4. **Archive or File**: `move_email(to_mailbox="Archive")` or specific folder **Step 4: Review Flagged Items** ``` search_emails(mailbox="All", read_status="all") # Look for flags ``` - Check items you flagged earlier - Take action if ready - Re-flag if still pending **Step 5: Celebrate Zero** When inbox is empty (or contains only flagged future items), you're done! ### Midday Check (5-10 minutes) **Quick Triage**: ``` get_recent_emails(count=20) ``` - Process new arrivals - Quick wins (delete, respond) - Flag or defer complex items ### End of Day Review (10-15 minutes) **Final Cleanup**: 1. Process any remaining emails 2. Review drafts: `manage_drafts(action="list")` 3. Check flagged items: Are they still relevant? 4. Move read emails to Archive if not filed ## Folder Structure for Inbox Zero **Minimal Approach** (Recommended): ``` Inbox (empty or near-empty) ├── Action Required (flagged items only) ├── Waiting For (delegated items) └── Archive (everything else) ``` **Projects Approach**: ``` Inbox (empty) ├── Action Required ├── Waiting For ├── Projects/ │ ├── Project A │ ├── Project B │ └── Project C └── Archive ``` **Key Point**: Don't over-organize. You can always search. Simple structure is easier to maintain. ## Common Obstacles & Solutions ### "I get too many emails to process daily" **Solution**: 1. Unsubscribe from newsletters: `get_statistics(scope="account_overview")` to see top senders 2. Set up filters in Mail app for auto-filing 3. Process in batches: `search_emails(sender="newsletter.com")` → bulk trash 4. Delegate more: Forward emails that others can handle ### "I'm afraid to delete emails" **Solution**: 1. Remember: Delete isn't permanent immediately (goes to Trash) 2. Export important mailboxes first: `export_emails(scope="entire_mailbox", mailbox="Important")` 3. Archive instead of delete if uncertain 4. Trust that you can search for 99% of emails you might need ### "I keep flagging but never process flagged items" **Solution**: 1. Schedule dedicated "Flagged Items" time (e.g., Friday 2-3pm) 2. Limit flags: `search_emails()` + review - are all flags still relevant? 3. Use drafts for action items, flags only for time-sensitive reminders 4. Consider: If flagged for >2 weeks, it might not be important ### "Emails require more than 2 minutes but I don't want to defer everything" **Solution**: 1. The 2-minute rule is a guideline, not law 2. Extend to 5 minutes for slightly longer tasks 3. Batch similar emails: Respond to multiple related emails together 4. Use templates: Create draft templates for common responses ### "I process to zero but it fills up again immediately" **Solution**: 1. Set email checking schedule (e.g., 9am, 12pm, 3pm, 5pm) 2. Turn off notifications 3. Batch process, don't trickle process 4. Accept that inbox zero is a snapshot, not a permanent state ## Maintenance ### Daily (15-30 min) - Process inbox to zero - Review flagged items - Complete quick drafts ### Weekly (30-60 min) - Review all drafts: `manage_drafts(action="list")` - Clean up flagged items that are no longer relevant - Archive old emails from project folders - Review statistics to identify optimization opportunities ### Monthly (1-2 hours) - Deep clean: `get_statistics()` to analyze patterns - Unsubscribe from unused newsletters - Review folder structure effectiveness - Export/backup important mailboxes ## Success Metrics Track these to measure success: 1. **Unread Count**: Target: 0 daily ``` get_unread_count() ``` 2. **Processing Time**: Target: <30 min/day - Time how long morning routine takes - Should decrease as habits form 3. **Flag Accumulation**: Target: <10 flagged items ``` search_emails() # Check flags ``` 4. **Draft Accumulation**: Target: <5 active drafts ``` manage_drafts(action="list") ``` 5. **Email Volume**: Use statistics to track trends ``` get_statistics(scope="account_overview", days_back=30) ``` ## Advanced Tips 1. **Batch by Sender**: Group emails from the same person and process together ``` search_emails(sender="person@example.com", read_status="unread") ``` 2. **Time-Box Processing**: Set a timer for 25 minutes (Pomodoro technique) 3. **Keyboard Shortcuts**: Learn Mail app shortcuts for faster processing 4. **Templates**: Create drafts for common response types 5. **Smart Folders**: Set up Mail smart folders for auto-organization (external to MCP) 6. **Early Morning Processing**: Process inbox first thing before new emails arrive ## Remember - **Perfect is the enemy of good**: Better to process emails imperfectly than let them pile up - **It's a practice, not a destination**: Inbox zero is something you do daily, not achieve once - **Adapt to your style**: Modify this workflow to fit your work patterns - **Be patient**: It takes 2-3 weeks to form the habit ## Quick Reference Commands | Action | Command | |--------|---------| | Get overview | `get_inbox_overview()` | | Check urgent | `search_emails(subject_keyword="urgent")` | | Quick reply | `reply_to_email(reply_body="...", subject_keyword="...")` | | Create draft | `manage_drafts(action="create", ...)` | | Move to trash | `manage_trash(action="move_to_trash", ...)` | | Archive | `move_email(to_mailbox="Archive", ...)` | | Flag for later | `update_email_status(action="flag", ...)` | | List drafts | `manage_drafts(action="list")` | | Search all | `search_emails(mailbox="All", ...)` | --- **Start Today**: Process your inbox to zero right now. Even if it takes 2 hours, it's worth it. Then maintain daily.