As I recently mentioned in one of my posts, my mail workflow, particularly on macOS, has changed a lot in the last few months. I’ve moved back from using Airmail to the native Mail application. This is no way a reflection on Airmail, it’s a great app and I still recommend it to anyone that wants to have a plethora of bells and whistles included within their email client. In fact, I still use the iOS version on my iPad as the native Mail app is sorely lacking on there.
I do find that the macOS version of Mail has improved in recent years and one reason I moved back was the integration with DEVONthink Pro Office, which is great when you wish to archive individual emails, or even entire mailboxes.
There were some features included with Airmail that I missed at first. The ability to Send Later is something I utilise a lot. I don’t always want people knowing I’m in my Inbox and at their beck and call, so I schedule emails to go out when I know my email client is going to be closed - with Airmail, they will still be sent. So I started looking for a plug-in for Mail.app that includes this feature.
In the end, I settled on MailButler, for both Apple Mail and Gmail. The main reason for this was not only the ability to have a Send Later option on my emails, I can also track receipt and open of messages, create templates for emails that are easy to access, configure follow-up reminders for messages that haven’t been replied to by the recipient as well as create amazing signatures with a handy little signature editor. Also, you can add notes to emails, as well as create tasks directly from emails if that is important to you. I have a separate workflow for this, however I know many people that would definitely benefit from being able to do so!
I love this because it allows me to compose an email when I’m in that particular mode and schedule it to be delivered at a time of my choosing. When the message has been scheduled, It doesn’t disappear from Mail. Instead, it is moved into a Scheduled folder. If you wish, you can delete it, edit or reschedule.
It’s important to note that the email isn’t stored on MailButler’s infrastructure.
Sometimes it’s important to know if a message has been received and, at times, read. Now I’m not the email police at all when I’m working! I never reply to an email straight away and I certainly don’t expect anyone else to. If I do, however, find myself needing to follow-up on someone, I do find that I will adopt the right approach if I know whether the recipient has received/read the email. To do this, I click the Tracking button to the right of a new email message.
A blue double tick shows that the message has been received and opened, with a date/time displayed.
A blue single tick shows that the message has been received, whereas a grey single tickshows that the message hasn’t been picked up by the receiving mailbox.
You can enable tracking by default if you wish on all messages. I don’t have this setup.
The follow-up reminder feature allows you to follow up on your emails at a time you have set. If you have Asana, Wunderlist or Todoist, these accounts can be linked and the reminder will appear there, which is a real benefit.
Notes and Tasks
Mailbutler allows you to create a note and attach it to an email to either remind you, or your team of something important. These notes can be both private and public. Simply select the message that you wish to add a note to and click the Note icon your menu bar.
You can also add integrations to external note services, such as Evernote and OneNote. This is isn’t something I’ve leveraged, however I’m sure there will be teams that I work with in the future that will have this kind of set-up. For now, I don’t use the Notes feature in any great depth.
If you want to create a task directly from an email, then select the email you know you need to work from and click the Task icon. You can schedule this task to give it a due date if you wish and this can be integrated with Todoist, Asana and Wunderlist currently. You can also view your tasks directly from your Mailbutler dashboard on their website.
There are other features I love too. You can set a Send Delay on messages you are replying to in the moment. Mine is set for 10 seconds so when I click Send, a countdown timer starts that gives me just enough time to change my mind and undo the send if I wish! This can save a lot of embarrassment.
If you mention the word 'attachment' in the email subject or content, yet forget to attach a file, you will be prompted. Again, this has come in handy on more than one occasion!
You can Auto BCC emails to your favourite CRM tool, Snooze emails so that they reappear in the future if you really don’t want to deal with now, create wonderful signatures and much more.
There are three price plans, Essential, Professional and Business and you can see the feature set for each below. If the circle isn’t filled then you are limited to 30 actions per month, which may well be enough.
Essential is free, Professional is $6.50 per month and Business is $24.95 per month.