18 Tips to use Apple Mail app on iPhone or iPad like a pro

Tips to use iPhone or iPad Mail app like a pro

The Mail app comes preinstalled on every iPhone and iPad, offering you a hassle-free way to compose, read, and manage your emails. With each iOS update, Apple adds more features to the Mail app, which you may be unaware of. Like in iOS 15, it added Mail Privacy Protection which gives you a private email experience.

In this guide, let me show you 18 exciting and helpful tips to use the iPhone Mail app to the fullest.

  1. Format the email text – Bold, Italic, Underline, and more
  2. Add multiple email accounts
  3. Set default email account on iPhone
  4. Use swipes to perform various actions in the iOS Mail app
  5. Use smart mailboxes on iPhone
  6. Minimize drafts for more room in Apple Mail app
  7. Add photos, videos, attachments, and even drawings!
  8. Sign PDFs or markup attachments from the Mail app
  9. Set your email signature on iPhone
  10. Stop using message threads
  11. Unsubscribe quickly from mailing lists
  12. Add contacts to VIP in the iPhone Mail app
  13. Use long-press to preview content
  14. Preview more content in iOS Mail app
  15. Use Mail like a pro with Siri and Siri Shortcuts
  16. Drag email address from To to CC/BCC
  17. Shake iPhone to undo trash
  18. Convert email into PDF!

1. Format the email text – Bold, Italic, Underline, and more

Formatting makes the words stand out and appear better. Using this, you can highlight important parts, underline, change text color, increase or decrease mail font size, and more. Here is how to do all that.

  1. Select the text and tap the arrow. Next, tap BIU and choose Bold, Italic, or Underline.

    Select and tap BIU and choose Bold Italic or Underline
  2. Or, after selecting the text, tap Aa at the keyboard’s top to see all formatting options (as shown in the below image).

    Tap Aa above iPhone keyboard to see mail formatting options

2. Add multiple email accounts

Most of us use more than one email account. This keeps a distinction among family, business, office, and other communications. The iPhone Mail app lets you add multiple email accounts, be it Gmail, Microsoft, Yahoo, Outlook, or a custom service.

Go to iPhone SettingsMailAccountsAdd Account. That’s it!

You can see our detailed guide on adding multiple email accounts on your iPhone.

3. Set default email account on iPhone

After you add multiple email accounts, you can set one of them as the default account. When you tap an email from a webpage or app, it will open inside the Mail app with the default email in the “From:” section.

4. Use swipes to perform various actions in the iOS Mail app

The Mail app has intuitive swipes that let you conveniently perform handy actions like delete, flag, archive, mark as unread, etc. Interestingly, these swipe also work when you are inside an email.

Use swipes to perform various actions in iPhone Mail app

To customize the swipes, follow the steps below.

  1. Open iPhone Settings and tap Mail.
  2. Tap Swipe Options.

    In iPhone Settings tap Mail and Swipe Options
  3. Now, select Swipe Left or Swipe Right.
  4. Choose one of the options.

    Tap Swipe Left or Right and choose an option

Must know tip: To refresh your emails, pull the inbox screen down.

Pull down Mail app screen to refresh

5. Use smart mailboxes on iPhone

Using this, you can add handy mailboxes’ options that have emails specific to that category. For example, the Today smart mailbox shows you all emails from the day. Similarly, the Attachments smart mailbox lists the emails with PDFs, files, images, etc. Here is how to use it.

  1. Inside the Mail app, tap <Mailboxes from the top left.
  2. Tap Edit.
  3. Tap to enable the desired smart mailboxes.
  4. You may also change the order by pressing the hamburger icon (three lines) and dragging it up or down.
  5. Tap Done to add the mailboxes.
  6. Tap a mailbox to see all the emails that fit the description.

    Make use of smart mailboxes in iPhone Mail app

6. Minimize drafts for more room in Apple Mail app

We all have been there where we write an email and then go back to the mailbox to see something else (a fact, or a quote, or something from previous emails).

In this case, you can minimize the compose screen by swiping down from the top where the tiny horizontal line is. You can minimize multiple drafts this way. To get to it again, tap the minimized bar from the bottom of the Mail app screen.

Minimize drafts for more room in iPhone Mail app

7. Add photos, videos, attachments, and even drawings!

This is really cool and useful. In addition to photos, videos, and attachments, you can also draw something inside the Mail app and send it.

  1. When typing a new email or replying inside the Mail app, tap anywhere inside the typing box and use the arrow to see the Insert Photo or Video option.

    Tap to see Insert Photo or Video option in Mail app
  2. Tap < at the keyboard’s top right to see more options. From here, use the photo or camera icon to insert the image.

    Tap right arrow above keyboard to see various options
  3. To add documents, tap the paper icon and choose from the Files app.

    How to insert documents in email using Mail app
  4. Tap the icon you see below to scan documents instantly, and attach it to the email.

    How to scan and insert documents in email using Mail app
  5. To draw, tap the pencil icon. Tap DoneInsert Drawing to attach it to the email.

    How to draw and insert it using iPhone Mail app

8. Sign PDFs or markup attachments from the Mail app

  1. Tap the PDF you received in the Mail app.
  2. Next, tap the pencil icon at the top right.
  3. From the bottom right, tap the + icon and choose Signature.
  4. Now, use the signature you already have or add one (shown below).
  5. Finally, tap Done and choose to reply, save to Files app, etc.

    Sign PDFs or markup attachments from the Mail app

9. Set your email signature on iPhone

“Sent from my iPhone” is the default iPhone Mail app signature. On iPad, it is “Sent from my iPad.”

But you can effortlessly change it to anything you like. For example, your name, phone number, designation, website, etc. Learn how to set simple or HTML email signatures here.

10. Stop using message threads

I’m not too fond of email threads as they often cause confusion and make the new email of the thread somewhat challenging to notice. Thus, here is how to disable email threads.

  1. Open iPhone Settings and tap Mail.
  2. Scroll down to the THREADING section and toggle off all the options.

    Stop using message threads in iPhone Mail app

11. Unsubscribe quickly from mailing lists

You will see the unsubscribe option in several emails that let you easily say goodbye to the mailing list. Tap Unsubscribe and confirm from the popup.

Unsubscribe quickly from mailing lists on iPhone

12. Add contacts to VIP in the iPhone Mail app

Have contacts that need your most attention? You can highlight this by adding them to the VIP list. Plus, using smart mailbox, you can see all emails by VIPs in one single place. Here is how to add an email as a VIP.

  1. Open an email and tap the name next to From or To:.
  2. Tap Add to VIPDone.

    Add contacts to VIP in iPhone Mail app

13. Use long-press to preview content

When you are in the Inbox, Drafts, Sent, or other such sections, long-press an email to peek at what this is about. Tap the empty area to return.

Use long-press to preview Mail app content

14. Preview more content in iOS Mail app

By default, you see around two lines of each email in the list. But you can change this to up to five lines which let you read more of the email without actually opening the email.

  1. Open iPhone Settings and tap Mail.
  2. Tap Preview.
  3. Choose one of the desired options.
  4. If you do not see the change immediately in the Mail app, force quit and reopen it.

    Preview more content in iPhone Mail app

15. Use Mail like a pro with Siri and Siri Shortcuts

You can use Siri to send emails just by summoning the voice assistant and asking it ‘send an email.’

Use Mail like a pro with Siri

Plus, the Shortcuts app has several email tricks that you can use to get things done quickly. You can learn how to use the Shortcuts app here. Once done, tap Gallery inside the Shortcuts app and swipe down to reveal the search bar. Here, type email to see some shortcuts curated by Apple.

Use Mail like a pro with Siri Shortcuts

16. Drag email address from To to CC/BCC

Instead of typing the email address in the To: section, you may want to use it in the CC or BCC section. Easy!

Long-press the typed email and drag it down. You may even drag it to the email compose section.

Drag email address from To to CC

17. Shake iPhone to undo trash

Put an email to trash but immediately want it back? No problem. Shake your iPhone and tap Undo.

Shake to undo Trash in iPhone Mail app

18. Convert email into PDF!

For printing purposes, sharing via chat messages, or any other work, at times, you might want to have your email as a PDF. Here’s how to do that.

  1. Open an email and tap the left curved arrow.
  2. From the bottom, tap Print.

    Tap left curved arrow and choose Print
  3. Place two fingers on the print thumbnail and expand it.
  4. Tap the share icon from the bottom left.
  5. Next, tap Save to Files or share it using other apps.

    Expand thumbnail tap share icon and Save to Files

These are some of the best tips to use the iPhone Mail app. Next, take a minute to learn about iOS widgets using which you can add useful Mail app widgets to your iPhone Home screen. It will further help you compose and see emails quickly.

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