# How to create a smart mailbox in Apple Mail on Mac: steps for macOS 27

> Learn how to create a smart mailbox in Apple Mail on Mac: choose Mailbox > New Smart Mailbox, set your rules, and click OK. Steps, edits, fixes.

URL: https://www.lazur.app/how-to/create-a-smart-mailbox-in-apple-mail
Updated: 2026-11-07

To create a smart mailbox in Apple Mail on Mac, choose Mailbox > New Smart Mailbox, give it a name, set your rules, and click OK. Mail then collects every message that matches those rules into one mailbox in the sidebar.

## Quick answer

- Choose Mailbox > New Smart Mailbox, name it, and set the rules with the first pop-up menu.
- Pick Any or All when you have two or more rules. Any is the wider match.
- Tick Include messages from Trash or Sent only if you want those folders searched.
- Deleting a smart mailbox leaves its messages in place. Emptying Trash is the step that removes mail.
- Smart mailboxes sync between Macs with Mail in iCloud Drive. Apple's iCloud guide does not list them for iPhone or iPad.

Applies to: Apple Mail on Mac, steps checked against Apple's Mail guide that lists macOS 27. Time: 10 min. Difficulty: Easy.

## What you need

- Apple Mail open, with at least one email account added
- The sender, subject words, or other detail you want to match
- Mail in iCloud Drive turned on, if you want the mailbox to sync between Macs
- A Mac on a current macOS release. Apple's Mail User Guide lists macOS 27.

## How to Create a smart mailbox in Apple Mail on Mac in Apple Mail on a Mac

1. **Open the New Smart Mailbox window.** (Mailbox > New Smart Mailbox) Open Apple Mail. In the menu bar, choose Mailbox > New Smart Mailbox. A window opens where you name the mailbox and set its rules. Tip: The Mailbox menu only shows when Mail is the active app. Click a Mail window first if the menus look different.
2. **Give the mailbox a name.** Type a name you will recognize at a glance, such as Invoices or Waiting on Reply. That name is what you see under Smart Mailboxes in the sidebar. Tip: Pick a plain name you will still understand in a month.
3. **Choose the field in the first pop-up menu.** Open the first pop-up menu in the first rule. Pick the field that holds the detail you care about, such as the sender or the subject. The list can vary by macOS version, so check what your Mac offers. Tip: If the exact field is missing, choose the closest match and test it on one message.
4. **Add or remove rules.** Click Add to add another rule row. Click Remove to delete a row you no longer need. Each row needs its own field and its own value. Tip: Start with one rule. Add the second only after the first one works.
5. **Choose Any or All.** If you have two or more rules, choose Any or All. Any shows messages that match one rule. All shows only messages that match every rule.
6. **Decide on Trash and Sent.** Tick Include messages from Trash, or Sent, only if the mailbox should search those folders too. Otherwise leave both boxes unticked. Tip: Most work mailboxes do not need either box.
7. **Click OK.** Click OK. The mailbox appears in the sidebar under Smart Mailboxes, and it shows any messages that already match.
8. **Check the results.** Click the new mailbox and scroll through the list. Real matches should appear, and unrelated mail should not. If the list stays empty, read the troubleshooting section below. Tip: Test with a message you know should match. Send one to yourself if you need to.

A smart mailbox is a saved search that appears as a folder in the Mail sidebar. You write the rules once. After that, Mail gathers every matching message into that one place. A smart mailbox does not move messages. The mail stays in its usual folders, and the smart mailbox only shows what matches.

## What you need before you start

You need Apple Mail with at least one account added. You also need a clear idea of what the mailbox should catch. Write the rule down before you open Mail. A rule such as messages from my landlord is easier to build than a vague goal such as stuff that matters.

![Person at a Mac laptop setting up a smart mailbox in Apple Mail](https://images.lazur.app/content-images/howto/create-a-smart-mailbox-in-apple-mail/how-to-create-a-smart-mailbox-in-1-a5fb1d.jpg)

> **Check the menu names:** Apple's Mail User Guide for Mac lists macOS 27. The steps here follow Apple's Smart Mailbox guide, but they were not checked on a live macOS 27 Mac. If a label reads slightly differently, match the words you see.

## Create the smart mailbox step by step

The steps below follow the order in Apple's guide. Work top to bottom the first time. You can change any rule later, so do not chase a perfect set on the first try.

## Worked example: a mailbox for invoices

Say you want every invoice in one place. Name the mailbox Invoices. In the first rule, open the first pop-up menu and pick the field that holds the word, such as Subject. Then type invoice in that rule's text box.

Invoices often come from more than one sender. Add a second rule that matches the billing address your supplier uses. Set the match to Any, so a message appears when it matches either rule. Leave Trash and Sent unticked, because you want live invoices, not deleted ones.

Click OK, then click the Invoices mailbox. Scroll the list. Real invoices should be there. If a newsletter that mentions the word shows up, tighten the rule. Add a sender rule, or add a second rule that only real invoices meet and switch the match to All.

## Any or All: how your rules combine

When you have two or more rules, Mail asks whether a message must match Any of them or All of them. This choice decides whether the mailbox is wide or narrow. Get it right before you trust the list.

- Any: a message appears if it matches at least one rule. Use it to gather, such as invoices from two senders.
- All: a message appears only if it matches every rule. Use it to narrow, such as unread invoices from one sender.

Read the rules out loud before you click OK. If you say and but and chose Any, the mailbox will be too wide. Change the setting to All, then check the list again.

## Include Trash and Sent: when to tick the boxes

Apple's guide lists two optional boxes, Include messages from Trash and Sent. Treat them as options, not defaults. Tick a box only when the mailbox should also search that folder.

A Follow Up mailbox can make sense with Sent ticked, so messages you wrote can appear next to replies. A mailbox of live work mail is better with both boxes unticked. Ticking Trash brings deleted mail back into view, which is usually noise.

## Edit, duplicate, and delete a smart mailbox on Mac

After the first mailbox, you will want to change it. Apple gives you a few menu paths for that work. Use the one that matches the job.

- Edit: double-click the mailbox in the sidebar, or choose Mailbox > Edit Smart Mailbox.
- Duplicate: choose Mailbox > Duplicate Smart Mailbox when a second mailbox needs slightly different rules.
- Organize: choose Mailbox > New Smart Mailbox Folder, then drag mailboxes into it.
- Delete: choose Mailbox > Delete Mailbox. Your messages stay where they were.

Duplicate before you rewrite. The copy lets you test a new rule while the original keeps working. Once the copy behaves, delete the old one.

## How to test a smart mailbox in five minutes

Pick one message you know should match. Note its sender and subject. Open the mailbox and look for that message. If it is missing, choose Mailbox > Edit Smart Mailbox and compare each rule to the message.

Next, pick one message that should not match. If it appears in the list, the rule is too wide. Narrow it with All, a sender rule, or a longer word. Check the list again after new mail arrives.

## Does deleting a smart mailbox delete mail?

No. Apple's guide says deleting a Smart Mailbox does not delete the messages it showed. The mail stays in its real folders, such as Inbox or Archive.

Still, check the real folder before you empty Trash. Emptying Trash is the step that removes mail for good.

## Smart mailboxes and iCloud sync

Smart mailboxes sync between your Macs when Mail in iCloud Drive is on. Apple's iCloud Mail setup guide lists them under settings that stay current for all Mac devices. It does not list them for iPhone, iPad, or iCloud.com.

So build the rule on the Mac you use most. Expect the mailbox to be missing on a phone, and plan for that.

## Common mistakes to avoid

- Using All when you meant Any. The mailbox ends up almost empty, and it looks broken.
- Ticking Trash or Sent by habit. Old deleted mail then crowds the view.
- Using one broad word, such as invoice, with no sender check. Newsletters slip in.
- Expecting the mailbox on iPhone. Apple's iCloud guide does not list it there.
- Deleting the mailbox and assuming the mail went with it. Apple's guide says the messages stay.

## Why it pays to set one up

- **76.56%** Apple's share of email opens in Litmus's September 2026 data, across all Apple devices ([source](https://www.litmus.com/email-client-market-share))
- **April 1, 2027** Planned permanent shutdown date for Exchange Web Services in Exchange Online ([source](https://www.macrumors.com/2026/10/01/apple-mail-mac-stop-sync-microsoft-365/))

Litmus puts Apple at 76.56% of email opens in its September 2026 data. That share covers iPhone, iPad, and Apple Mail Privacy Protection opens, so it does not count Mail app users alone.

A smart mailbox pays off when one rule replaces a daily hunt. Invoices, receipts, and messages from one team are good first picks. Start with one, and add more only when you miss something.

![Laptop screen showing a crowded inbox, the problem a smart mailbox solves in Apple Mail](https://images.lazur.app/content-images/howto/create-a-smart-mailbox-in-apple-mail/how-to-create-a-smart-mailbox-in-2-d0a1f7.jpg)

## Known problems and what to do about them

A few problems show up in Apple's guidance and in user reports. Each one below has a workaround or a status you can check.

Empty group rules. One Apple Community thread from a macOS 12.5 user reports that a mailbox using only Sender is member of group stayed empty. The only reply pointed to Apple's guide, and the thread closed without a confirmed fix. Use a direct sender rule instead.

Rebuild can look like data loss. Select a mailbox in the sidebar, then choose Mailbox > Rebuild. For IMAP and Exchange accounts, local copies of messages and attachments are removed and downloaded again. The mailbox looks empty until the download ends.

Microsoft 365 work accounts may stop syncing. Microsoft began disabling Exchange Web Services by default on October 1, 2026. Apple's Mail and Calendar on Mac still use it for these accounts. Apple says a future macOS 27 update will address this, with no date given. Microsoft plans a permanent shutdown on April 1, 2027.

## Where Lazur fits in

Lazur is a voice assistant for the Mac that lives in the notch. Hold ⌥ ⌘ and ask about anything on screen. Lazur answers out loud.

For this task, ask where something is. Ask where New Smart Mailbox is. Lazur draws a circle and a label around it. If you want the whole walk, ask for guidance. Lazur guides you one click at a time and waits for each click.

Lazur does not click for you, and it does not edit your rules. You still make every choice in Mail. It is not a plugin or add-in for Mail, and it has no partnership with any app maker. You can [download Lazur](https://www.lazur.app/download) to try it.

## What to do after the mailbox works

Check the mailbox for a week. If it catches what you need and nothing else, leave it alone. If it misses messages, edit the rules rather than starting over. Duplicate it first, as described above.

Two related guides help with the rest of your setup. You can add a [signature to your messages](https://www.lazur.app/how-to/create-an-email-signature-in-apple-mail) and [bring Gmail into Mail](https://www.lazur.app/how-to/use-gmail-in-apple-mail-in-gmail). For questions about messages in Mail, see [Lazur for Apple Mail](https://www.lazur.app/apps/apple-mail).

## If it does not work

- **The new smart mailbox stays empty** Check the Any or All setting and the rules first. Tick Trash and Sent only when you need them. A rule that uses Sender is member of group can stay empty on its own, as one macOS 12.5 user reported with no confirmed fix. Replace it with a direct sender rule and check again.
- **The mailbox looks empty after Rebuild** Mailbox > Rebuild removes local copies of IMAP or Exchange messages and downloads them again. Wait until the download finishes before you judge the mailbox.
- **Microsoft 365 work mail stops syncing on the Mac** Microsoft is disabling Exchange Web Services by default. Apple says a fix is coming in a future macOS 27 update, with no date. Until then, check that new mail still arrives on your phone or on the web.
- **The mailbox does not show on iPhone or iCloud.com** Apple's iCloud Mail setup guide lists Smart Mailboxes for Mac devices only. Build the rule on your Mac, and use search on other devices to find the same messages.
- **You deleted a mailbox and think the mail is gone** Apple's guide says deleting a Smart Mailbox does not delete the messages it showed. Look in the real folders, such as Inbox or Archive, before you do anything else.

## With Lazur

Lazur is a voice assistant for the Mac that lives in the notch. Hold ⌥ ⌘ and ask; it sees your screen, answers out loud, points at buttons and walks you through apps. Hold fn to dictate. Free for 3 days, then $18/month: https://www.lazur.app/download

- “Where is New Smart Mailbox in Mail?”: Lazur circles the Mailbox menu, then New Smart Mailbox, and waits for each click. (Walks you through it)

## FAQ

### Is there a keyboard shortcut for New Smart Mailbox?

Apple's guide pages do not list one, so this guide uses menu paths only. Check the Mailbox menu on your Mac, since menu labels can differ by macOS version.

### Can I make a smart mailbox on my iPhone?

Apple's iCloud Mail setup guide does not list Smart Mailboxes for iPhone, iPad, or iCloud.com. Create the mailbox on your Mac. It can sync to your other Macs when Mail in iCloud Drive is on.

### Does deleting a smart mailbox delete my emails?

No. Apple's guide says the messages a Smart Mailbox showed are not deleted. Delete the mailbox with Mailbox > Delete Mailbox, then check the real folders where the messages live.

### What is the difference between Any and All?

Any shows a message that matches at least one rule. All shows only messages that match every rule. Pick Any to gather messages and All to narrow them down.

### Can I put smart mailboxes into folders?

Yes. Choose Mailbox > New Smart Mailbox Folder, then drag your mailboxes into it. Apple's Mail guide describes this same menu path for organizing them.

### Why is my smart mailbox empty?

Check your rules and the Any or All setting first. A rule that uses Sender is member of group stayed empty for one user, with no confirmed fix. Replace it with a direct sender rule and check again.

### Will Lazur create the smart mailbox for me?

No. Lazur does not click buttons or operate Mail for you. Ask where the command is, and Lazur circles it. Or ask for a walkthrough, and Lazur guides you one click at a time.

## Sources

1. [Automatically sort incoming emails in Mail on Mac, Apple Support](https://support.apple.com/guide/mail/use-smart-mailboxes-mlhlp1190/mac), Apple, checked 2026-11-07
2. [Use Smart Mailboxes in Mail on Mac (OM), Apple Support](https://support.apple.com/en-om/guide/mail/mlhlp1190/16.0/mac/14.0), Apple, checked 2026-11-07
3. [Mail User Guide for Mac, Apple Support](https://support.apple.com/guide/mail/welcome/mac), Apple, checked 2026-11-07
4. [Set up iCloud Mail on all your devices, Apple Support](https://support.apple.com/guide/icloud/set-up-icloud-mail-mmdd8d1d47/icloud), Apple, checked 2026-11-07
5. [Mac Mail, Smart mailbox, sender is member of group, Apple Community](https://discussions.apple.com/thread/254132967), Apple Community, checked 2026-11-07
6. [What Is a Smart Mailbox in Mac Mail? How to Use One, Canary Mail Blog](https://canarymail.io/blog/mac-mail-smart-folders), Canary Mail, checked 2026-11-07
7. [How to rebuild Mail libraries in macOS Tahoe, AppleWorld.today](https://appleworld.today/2026/03/how-to-rebuilt-mail-libraries-in-macos-tahoe/), AppleWorld.today, checked 2026-11-07
8. [Microsoft 365 Work Accounts May Stop Syncing in Apple Mail, MacRumors](https://www.macrumors.com/2026/10/01/apple-mail-mac-stop-sync-microsoft-365/), MacRumors, checked 2026-11-07
9. [Email Client Market Share: Trends and Statistics 2026, Litmus](https://www.litmus.com/email-client-market-share), Litmus, checked 2026-11-07