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Postbox 4 is Almost Here!

April 2, 2015

We’re thrilled to almost announce the hotly anticipated release of Postbox 4! While we don’t want to spoil the surprise, we put together this FAQ for the information we can share at this time.

Q: When will Postbox 4 release? 
A: Soonish. We don’t have an exact date to share, but we’ve stopped development on new features and we’re now in final bug fix / beta testing mode.

Q: What will Postbox 4 have in it? 
A: Both Mac and PC versions have entirely new themes (our #1 requested feature), plus a variety of surprises.

Q: Can you give us a hint of what’s in it? 
A: In true Postbox form, we tend to focus on innovations that no one else has. Plus some checkbox features, nerdy features, and some usability and reliability improvements.

Q: How much will it cost?
A: Pricing has yet to be determined, but if you are considering a purchase, you may wish to do so now.

Q: Will you offer a free upgrade window? 
A: Yes! If you purchased on or after November 20th, 2014, you in fact already have a Postbox 4 license key! Simply enter that key into Postbox 4 once it is released and you will be good to go.

Q: When I upgrade to Postbox 4, will I lose any mail, settings, etc?
A: No. Postbox 4 will use the same settings that Postbox 3 is currently using.

Q: Is there a BETA program? 
A: Yes! If you would like to participate, please fill out this simple form:

Note: the Postbox BETA is only available to customers who purchased Postbox on or after November 20th, 2014.

We can’t wait to share more information as it becomes available!

Posted by Postbox

Postbox Now Supports OmniFocus 2

June 4, 2014
Postbox Works with OmniFocus 2

We’re pleased to announce Postbox 3.0.11, which now contains support for OmniFocus 2!

OmniFocus 2 is a high-powered, yet elegantly designed task management application for Mac OS X. Postbox and OmniFocus work in harmony with one another to provide awesome workflow possibilities.

Upgrade Instructions for All Postbox Users

To update to Postbox 3.0.11, select About Postbox from the Postbox menu on Mac OS X, or select About Postbox from the Help menu on Windows, then click the Apply Update button once the update has finished downloading.

Using Postbox with OmniFocus 2 Pro

You can create a new OmniFocus to-do using content from an email message. Select some text within Postbox, right-click to bring up a contextual menu, then select OmniFocus: Send to Inbox.

When you create a new OmniFocus to-do from within Postbox:

  • the message subject will become the to-do title
  • the message sender will be linked along with a link back to the original message
  • the selected text will be placed into the to-do body


What else has changed in Postbox 3.0.11?

  • Added “Search in Postbox” contextual menu option that enables you to search in Postbox from a selected word or phrase
  • RSS subscription panel will now handle feed:// URLs
  • Fixed preferences issue with the French locale
  • Fixed RSS icon issue with Retina theme

We hope you enjoy this new release!

Posted by Postbox

Postbox 3.0.10 is Now Available

May 27, 2014

Postbox 3.0.10 is now available! Here what’s new in this release:

  • Improved support for Retina displays on Mac OS X - After months of pixel pushing, our Retina release is finally ready! This was a very large effort, which required hundreds of icons to be redrawn for both the Mac color and monochrome themes, in addition to the many layout changes required to support Retina. Thanks to everyone who helped out with this release!
  • Postbox Retina Icons
  • Image Resizing - In previous versions of Postbox, images would display at the size they were sent. In Postbox 3.0.10 images will now auto-resize to fit the message pane window.
  • Remote Image Whitelisting for Domains - You can now whitelist an entire domain for loading remote images. When the “Load Images” button appears, click the pulldown and then select the sender domain. From this point forward, all images from that domain will load automatically.
  • Improved Localizations - Professional localizers have combed through elements of the Postbox interface to improve the French, Italian, and German locales. If a translation doesn’t look right to you, please let us know.
  • Fixed a slowdown issue with Yahoo IMAP Servers
  • Fixed an issue that could keep some preferences from saving
  • Fixed an issue that caused Address Book notes to overflow
  • Tuned migration assistant wording for clarity
  • Updated the existing version of the Lightning Add-on to work with Mac Retina

To update, select About Postbox from the Postbox menu on Mac OS X, or select About Postbox from the Help menu on Windows, then click the Apply Update button once the update has finished downloading.

Important Note: If you were using the Postbox Retina BETA, you must manually update to Postbox 3.0.10. Simply quit or exit from Postbox so that it is no longer running, visit our website and click on the red DOWNLOAD or TRY buttons, then install Postbox 3.0.10 over your existing version. Don’t worry, you are only replacing the application file, your settings, mail data, etc. are stored in a different location.

Posted by Postbox

iWork AppleScripts for Postbox

May 12, 2014
iWork AppleScripts for Postbox

A useful feature of iWork is the ability to share a document via email. This is usually accomplished by selecting “Send a Copy” from the Share menu, then selecting “Email.” However, iWork will not use a different email application if one is set as the default.

To get around this limitation, we’ve developed a few sample AppleScripts that you can use to quickly send an iWork document via Postbox. These scripts have been tested with the latest versions of Pages, Numbers, and Keynote.

How to get started:

1) If the scripts menu is not visible in the Finder Toolbar, open the AppleScript Editor app, located in the Utilities folder on your Mac.  Then open AppleScript Editor Preferences, and select the checkbox for “Show Script menu in menu bar.”  Close the Preferences panel and quit the AppleScript Editor application.

2) Download the AppleScripts-for-iWork.zip file which includes the following:

  • iWork-to-Postbox.scpt — If you are working within iWork, this sample script will export the current iWork document in the desired file format, then attach it to a new Postbox message. The iWork document must be in the foreground and saved before the script is run.
  • All-iWork-to-Postbox-Demo.scpt — This sample script performs the same functions as the above, but it will export in all file formats, and provides an example of a password option.
  • Attach-Pages-Exports-Demo.scpt — If you are working within Postbox, this sample script will allow you to select a Pages document, and then attach it to a new message in Pages, .doc and .pdf file formats.  This script can be modified to use Numbers or Keynote documents as well.

3) Select “Open Scripts Folder” from the Scripts menu in the Finder Toolbar, then copy the three .scpt files into that folder.

You can now run the scripts from the Scripts menu in the Finder Toolbar.


Please note that these sample scripts are provided for informational purposes only, and are not supported or contain warrantees of any kind.

Developer Info

These sample scripts were developed by Constantine Nickolas—an awesome developer who used to work at Apple on both the iWork and AppleScript teams. If you need any development work or AppleScript customizations, feel free to contact Constantine at: cnickolas@nickolaspad.com


We hope you enjoy these sample iWork AppleScripts for Postbox, and look forward to hearing about the customizations you make!

Posted by Postbox

Working with the Postbox Interface - Part 2

December 12, 2013

In Part 1 we covered the various Postbox interface elements related to viewing your emails. In Part Two, we’re going to look at the elements related to composing email: Quick Reply and the Composition Window.

Quick Reply

Postbox Quick Reply

One thing you may have noticed when viewing your email is the small text field at the bottom of received emails labeled Quick Reply. Just as its name implies, this is a quick and easy way to reply to emails without opening a composition window. Simply click within the text field and it will immediately expand, giving you room to compose your response. If the email contained multiple recipients, you’ll see Reply to All in light letters at the upper right corner of the expanded text field. Click it if you want your reply sent to all the original recipients.

Additionally, you can opt to convert a Quick Reply to a normal reply within a Composition Window by clicking the New Window icon in the upper right corner.

Composition Window

Postbox Compose Window

Postbox includes a standard composition window containing addressing options such as From, To, CC, etc. If you want to use BCC, select BCC from the View menu.

The Formatting Toolbar lies between the Subject and Body fields. These options give you the ability to compose emails containing formatted text, add links, or view the HTML source.

If you’re an email purist who believes plain text is the only acceptable format, don’t worry, we have you covered. Simply click the View > Formatting Toolbar menu to hide all formatting options. You’ll also want to go to Preferences > Accounts > [your account] > Composition and uncheck the box labeled Compose Messages in HTML Format.

Another unique feature is the Compose Sidebar, accessible via the button labeled Sidebar in the upper right corner of the composition window. The Compose Sidebar gives you quick access to addresses, attachments and pictures hiding within your mail store. Recent files are immediately listed, while other files can be quickly found with the built-in search field.

Postbox Compose works exceptionally well with Topics. If you have a Topic selected in the Focus Pane when you open Compose, the outbound message will automatically inherit the Topic. From there, all replies to this message will also inherit the Topic, which keeps you from having to re-tag replies as they come in.

As with other aspects of Postbox, there are a wealth of features, both basic and advanced, at your disposal. Which ones do you rely on?

Posted by Postbox

Working with the Postbox Interface - Part 1

November 20, 2013

Our previous posts helped you with Getting Started with Postbox and Customizing the Postbox Interface.

Now it’s time to get down to the nitty-gritty: working with Postbox day-to-day or, more importantly, making Postbox work for you.

Accounts Pane

The Accounts Pane is one of the most important, and unique, user interface elements in Postbox. One key feature is the “All Accounts” group, which enables you view messages from several accounts simultaneously.

Within All Accounts, each of your accounts will be listed individually according to the account name used when Postbox was first set up. You can change the account name by going to Preferences | Options > Accounts > [your account] and entering a new name in the field labeled Account Name.

Accounts can be reordered within the All Accounts group by simply dragging and dropping them to the desired location. The top-most account is the “default” account. Thus, when you compose a new message with the All Accounts selected, the “from” account will default to the account positioned at the top of the Accounts Pane (unless a different account was selected as default in Preferences | Options).

Postbox Unified Account Groups

When you first install Postbox, all of your accounts will be grouped within the All Accounts group. However, you can create as many new Account Groups as you like. For example, one Account Group can be dedicated to your work accounts, and another for your personal accounts. To organize accounts within different groups, just drag and drop them to where they are needed.

Folders Pane

Closely associated with the Accounts Pane is the Folders Pane, which will display special folders such as the Inbox, Sent, Drafts and Trash along with any storage folders you’re subscribed to.

The contents of the Folder Pane will change depending on which account or account group is currently selected in the Accounts Pane. When an Account Group is selected, special folders are combined into one view. Storage folders are listed below the special folders and grouped by account name.

For IMAP accounts, you can customize which folders that display in the Folders Pane by selecting Subscribe from the File menu. This can be especially useful if the IMAP server has a number of mailboxes or folders that you don’t need to see, but still want to keep around for archival purposes.

To make efficient use of your workspace, the Accounts & Folders Pane can be closed so that only the message list and preview panes are visible - perfect for when you are in a power triaging mode. Click on the open/close toggle in the Favorites Bar, or go to View menu > Show > Folder Pane to show or hide the Accounts & Folders Pane.

Focus Pane

Postbox Focus Pane

One of Postbox’s most unique features is the Focus Pane, designed to help you break your Inbox into more manageable chunks. In a nutshell, this pane lets you focus on just the messages you need to support your immediate workflow. Filter messages by Favorite Topic, Favorite Contacts, dates, or attributes such as attachment status and unread. Toggle the Focus Pane open and closed by selecting View menu > Show > Focus Pane, or by using the slider button at the bottom of the Folder Pane.

The Focus Pane works in harmony with Topics to show you just what you need at a glance. While there is no limit to the number of Topics you can use in Postbox, the Focus Pane is reserved for “Favorite Topics,” or the ones you wish to use most often. To assign a Topic as a Favorite, right-click the Topic and select Favorite or through Preferences | Options > Display > Topics. Reorder Favorite Topics by dragging and dropping them to the desired location. Additionally, you can assign a topic to messages by dragging and dropping then on top of a Favorite Topic.

Favorite Contacts lets you filter your message view by contact - just click on a Favorite Contact to only see messages from that person. Combine Favorite Contacts with the Show All Folders selector to see every message from that contact across all mail accounts and folders.

To make a contact a favorite, either click on the contact name in the message header envelope and check the Favorite Contact checkbox, or drag the contact name from the message header to the list of Favorite Contacts area in the Focus Pane. Reorder your Favorite Contacts by dragging and dropping them by the priority that is most important to you (hint: you may wish to put your boss at the top of the list). To remove a Favorite Contact, right-click the contact in the Focus Pane and select Remove from Favorites from the context menu. Alternatively, click on the contact in the message header envelope and uncheck the Favorite Contact checkbox from the Contact Pop-up.

You can use the ctrl/cmd-click keys to select multiple items in the Focus Pane. When selecting items across groups such as Favorite Topics, Favorite Contacts, or Dates, ctrl/cmd-click acts as an AND criteria. Ctrl/cmd-clicking only within Topics acts as an OR search criteria, e.g. “show me all messages that contain Topics: apples OR grapes.”

Inspector Pane

Postbox Inspector Pane

The Inspector Pane, available via the View menu > Show > Inspector Pane menu, provides quick and easy access to a wealth of information that may be hiding within long email threads. LinkedIn, Facebook and Twitter profiles, as well as any links, addresses, package tracking numbers, etc. contained in the email are easy to find and readily available for you to take action on.

These are just a few of the interface features in Postbox that help you manage your email day-to-day.

Posted by Postbox

Customizing the Postbox Interface

November 13, 2013

You’ve entered your account information, you’re sending and receiving email in Postbox: now what? Time to set up and customize the more advanced aspects of Postbox! Unlike some email programs, we’ve designed Postbox so you can configure virtually every aspect of your email experience.

Customizing the Toolbar

Like many OS X applications, Postbox gives you the ability to customize the toolbar, adding the buttons you most frequently use and getting rid of the ones you don’t. By default, Postbox’s toolbar has buttons for the most common features, including Reply, Reply All, Forward, Archive, Delete, Compose and Evernote.

The latter is a quick and convenient way to save and archive an email to Evernote. When you select this option, the email you’re currently viewing will be sent to your default Evernote notebook, complete with any formatting. Even better, the note in Evernote will contain a link to the original email in Postbox, letting you quickly view it in its original context.

To add even more functions to the toolbar, right-click it or select Customize Toolbar from the View menu. From the available options, you can choose buttons to quickly Mark an Email, Assign Topic, Print, Run Filters and more. Simply drag and drop the buttons to the desired location on the toolbar.

You can also customize the Composition toolbar using the same View Menu > Customize Toolbar command when you have a Composition window open.

Mac OS X Options - Monochrome vs. Color Icons

On the Mac, Postbox supports by default a monochrome icon theme that closely mirrors the look and feel of Mac OS X:

Postbox 2.5 Monochrome Toolbar Icons

Alternatively, you can select an iWork-style color icon theme:

Postbox 2.5 Color Toolbar Icons

To change your preferences, select Customize Toolbar from the View menu and select one of the following configurations:

  • Monochrome Icons and Text
  • Monochrome Icons
  • Color Icons and Text - Small
  • Color Icons - Small
  • Color Icons and Text - Large
  • Color Icons - Small


Vertical Thread Pane

By default, Postbox uses a vertical layout, similar to Apple Mail. If you prefer the more traditional horizontal layout, go to the View menu and select Layout > Classic View.

In Classic View you can select which columns display by right-clicking any header and selecting the different data types. Rearrange the columns by dragging and dropping them to the desired location, then click any of the columns to sort them by ascending or descending order.

In Vertical View, right-click the header to choose the criteria to use when sorting your mailbox, then click to sort in ascending or descending order.

Favorites Bar

Postbox Favorites Bar

The Favorites Bar is directly below the Toolbar. You can use this to quickly access accounts, mailboxes and folders. This is a great way to have access to nested folders without having to navigate through your mailbox hierarchy.

To add a folder to the Favorites Bar, right-click it in the Folders pane, then select Favorite Folder from the pop-up menu. To remove an item from the Favorites Bar, right-click the item and select Remove From Favorites.

Whatever your preference, Postbox can be customized to your liking. So what do you like? Are you a Vertical or Classic user, default toolbar or customized?

Posted by Postbox

Getting Started with Postbox

November 12, 2013

Note: This post is the first in a series to help you get the most out of Postbox. If you are new to Postbox, this initial post is for you!

Benjamin Franklin famously said: “An ounce of prevention is worth a pound of cure.” Like many things, email works best when it’s properly set up. To help you do that, here are some tips to make installation and setup within Postbox a breeze.

Setting Up Accounts

Account Migration vs. Clean Install

Once you install Postbox, you are first greeted with the Account Migration Assistant. If you previously used other email clients such as Thunderbird or Apple Mail, Postbox can import your accounts and preferences automatically.

Alternatively, you can click the Cancel button within the Account Migration Assistant, which will initiate a “clean” install. Whenever possible, we always recommend a clean install. This ensures that each account will be setup with the most current settings, and that message files will be downloaded directly from the server (avoiding any file corruptions that may currently exist on your hard drive). The Postbox Account Wizard will walk you through the setup process. Simply enter your name, email address and password and Postbox will recommend the settings for your particular account. Postbox knows the proper settings for many popular email services, such as iCloud, Gmail, Outlook.com and others, as well as many hosting providers like HostGator or Bluehost.

If you have any trouble connecting with your mail servers, please be sure to check with your ISP or IT administrator on the correct settings to use.

Choosing between IMAP or POP

By default, Postbox will attempt to set up your account using the IMAP protocol for incoming mail. While there are pros and cons for both protocols, IMAP is best suited for use with multiple devices. This means that if you check your email on your phone, tablet, or on multiple computers, any changes made on one device will automatically be made on the rest of them.

Additionally, IMAP stores all of your email on the server. This means that there is an online mailbox for each of the mailboxes you are accustomed to seeing in your email client. Most importantly, IMAP provides an online backup of your mail in case your computer is damaged, lost or stolen.

If your email service doesn’t support IMAP, or you prefer POP3, then within the Account Wizard enter your name and email address, and then click the Manual Setup link. From here, you will need to change the default port to the one your email provider specifies for POP3 email. This will usually be 110 for insecure email and port 995 for an account using SSL/TLS encryption.

For more information, please see our Guide to POP3 vs. IMAP.

Configuring Postbox

Indexing Messages for Search

Postbox has powerful search capabilities that makes it easy to find messages within any account or folder. For best results, Postbox needs to first download and index your emails. Postbox will automatically index your email when it detects that your computer is idle, but if you would rather not wait, you can manually index your messages by selecting Indexing > Index All Messages from the Tools menu. If you have a large number of messages, we recommend that you index at night, or at some other time when you will not be using your computer.

Setting Selection Order after Archive or Delete

An important setting is how emails are selected in the message list after a delete or archive action. The default behavior in Postbox is to select the next email in chronological order. However, you can reverse the selection order by going to to Preferences/Options > Advanced > General, then select your desired option in the pop-up menu labeled: After deleting a message select the…

Subscribing to IMAP Folders

Depending on your email provider’s settings, there may be extra IMAP mailboxes that you don’t use and don’t want cluttering up the Folders pane. Simply right-click on the desired mailbox or account and select Subscribe. You will then have the option to subscribe or unsubscribe from any of the server-based mailboxes associated with that account. Don’t worry about losing anything, as unsubscribing does not affect the mailbox on the server. It only affects whether it is displayed within Postbox, and this can be changed at any time.

Checking IMAP Folders for New Messages

For IMAP users, you can configure Postbox to check folders other than the Inbox for new mail. This is particularly useful if you have server-side filters that move messages into other folders, or if you wish to keep your Sent and Archive folders up-to-date. Right-click on the folder in your folder tree, choose Properties… from the context menu, then select Check this folder for new messages.

Web Services

Dropbox integration can be a critical tool for file sharing since many ISPs and email providers put a limit on the size of attachments. This can make it difficult to share videos or other files that surpass those limits. With Dropbox integration, Postbox will create a shareable Dropbox link anytime you drag and drop a file from your Dropbox folder onto the email composition window. Regardless of the file’s size, your recipient will receive an email containing a download link to the file, bypassing any email size constraints.

These are just a few of the setup options that will help you get up and running with Postbox. Our next post will focus on features that will enable you to customize the Postbox interface.

Posted by Postbox

Using Gmail in Mavericks

October 28, 2013

OS X Mavericks has brought about a slew of welcome changes, including improved Notifications, better battery life and increased speed. One unwelcome change, however, is how Apple Mail handles Gmail accounts.

Apple Mail and Gmail have had a tenuous relationship in the past, in large part due to Gmail’s non-standard IMAP implementation and Mail’s insistence on treating Gmail as a traditional IMAP service. Beginning with Mavericks, Apple has rethought its approach, undermining past workarounds and introducing new issues.

The Problematic “All Mail” Label

Much of Gmail’s implementation revolves around labels. Because Mail (along with most other email clients) treats Gmail labels as mailboxes, you can easily end up with multiple copies of an email stored locally. The worst offender is the “All Mail” label. As its name implies, “All Mail” stores all the emails you’ve ever sent or received, regardless of what other labels you may have applied to them. Even deleted emails are retained in “All Mail.”

In previous versions of OS X and Mail, many users would simply unsubscribe from “All Mail” by opting to hide it in the Gmail Web interface. In Mavericks, however, hiding or unsubscribing from “All Mail” interferes with the normal process of moving, filing or deleting emails. Move or delete any email from the Inbox, switch to another mailbox, switch back and you’ll be greeted by the email you just moved or deleted.

You would think that reenabling “All Mail” solves the problem, but reenabling introduces entirely new problems. One of Apple’s goals with the Mavericks version of Mail was to eliminate duplicate messages across Gmail’s labels. To achieve this, Mail appends XML snippets to the bottom of each message to indicate what labels that email should be displayed in. In theory, this allows an email to be downloaded once and displayed in as many mailboxes as needed without downloading and storing duplicate copies. In practice, reenabling “All Mail” prompts Mail to re-download ALL your email. Once Mail is done downloading, it will purge duplicates and use the new XML scheme to keep track of where to display emails. However, depending on the number of emails you have, this re-download, analysis and purge can take hours or even days.

Unfortunately, the performance issues don’t stop there. When Mail syncs with Gmail, updating “All Mail” and its XML scheme, notification updates may slow down or stop altogether. Mail may continue to show unread emails long after you’ve read them or moved them to another mailbox. Things will return to normal only after Mail is done synchronizing, a process which may take hours each time.

A Better Gmail Experience

Postbox and Gmail are a match made in heaven. We’ve designed Postbox to seamlessly integrate with Gmail and it’s unique capabilities to provide the best email experience possible.

Gmail Labels

Postbox recognizes and provides enhanced support for Gmail labels without any set up on your part. To label a message, simply type the “L” key, and then select a label name. Alternatively, you can type “L” and then begin typing the label name to auto-complete. Labels appear within the message header, similar to tags, and you can even select a unique label color.

In all fairness, Postbox does duplicate messages across labels, but we believe this is a more robust and reliable implementation, is more compatible across desktops and devices, and avoids many of the pitfalls users are experiencing with the current Mail implementation.

Important Label

Postbox also supports the Gmail “Important” label. “Important” emails are recognized in the Folder Pane, and also within the message list, with a bright yellow icon. Of course, you can turn off the “Important” label by unsubscribing from this folder at any time.

Deletion Behavior

Postbox also gives you more control over Gmail deletion behavior. By default, an email deleted from one folder or label remains in any other folders or labels it was originally in. But you can configure Postbox to delete an email from all associated labels or mailboxes, rather than just the one you are currently viewing.

Alternatives to Using the All Mail Folder

Unlike Mail, Postbox allows you to unsubscribe from the “All Mail” folder without suffering any negative side effects. For that matter, you can also unsubscribe from the “Starred” label or use Gmail’s Web interface to limit the number of emails displayed in “All Mail.” Whatever option you chose, Postbox will readily comply.

If you choose not to use the All Mail label, you the the option to specify a different folder for the Archive function. This provides all the benefits of Archive, without the burden of a large All Mail folder (which contains sent, deleted, etc.). You can even set your Archive folder to reside on a different account.

Gmail Shortcuts

Your Postbox workflow can even be set to mirror Gmail, using the same shortcut keys and creating events in Google Calendar from dates contained within emails.

In summary, we’ve engineered Postbox to maintain the correct balance between standards-compliance and Gmail compatibility. Give it a try and enjoy the best desktop Gmail experience available.

Posted by Postbox

Email Filtering Strategies

May 30, 2013

If you’re like most people, you’re probably receiving too many messages. A great way to keep your Inbox from feeling overloaded is to filter out low-ranking messages while highlighting the important ones.

Here are some of our favorite filters, along with some terrific suggestions from Postbox users, for keeping your Inbox tidy, relevant, and actionable.

Filters to Keep Your Inbox Clean

Shopping or Promotions

Create a new folder called “Shopping.” Create a filter called “Shopping by Subject” that CONTAINS ANY of the following terms within the Subject line, such as “receipt,” “statement,” “bill” “order,” “purchase,” “monthly,” “shipping,” “shipped,” “shipment,” “coupon,” “sale,” “% Off,” “free” or “promotion,” and then create a filter action that moves these messages to the “Shopping” folder.

Next, create a second filter called “Shopping by Sender.” Use the search bar to look for emails related to ecommerce, such as Amazon, Groupon, or Living Social, and then copy the email address from those senders, such as “auto-confirm@amazon.com” or “do_not_reply@itunes.com” and use those as an ANY filter criteria. Create an action that moves these messages to the “Shopping” folder.


Create a new folder called “Newsletters” and a new filter called “Newsletters.” Use the Postbox Search Bar to find messages that contains the following terms within the message body: “unsubscribe,” “opt-out,” “edit your preferences,” “update profile,” “manage your account,” etc.

Next, select a newsletter, click on the sender name in the message envelope, and select “copy email.” Paste the email address into the Message Filters panel, and repeat the process using the ANY criteria. Create an action that moves these messages to the “Newsletters” folder.

A slight variation of this to move messages to a “To Read” folder for newsletters or mailing lists that are more relevant to your business or lifestyle.

Social Updates

Create a filter that is based on the email addresses of messages from social media sites such as from Facebook, Twitter, LinkedIn, Google+, YouTube, etc.

Postbox Notifications Filter

My Messages and Files

Create a folder called “My Messages,” and then create a filter with the ALL criteria that looks for your email address in both the “From” and “To” fields. This is handy for working on messages and attachments that you send to yourself.

Unknown Senders

This filter keeps messages from senders that are not in your Address Book from entering the Inbox. Create a folder called “Unknown Senders” and then set the ALL criteria to first match “From isn’t in my address book.” To allow emails from work colleagues, add a second criteria to match “From isn’t @yourcompanydomain.com.” Create an action that moves these messages to the “Unknown Senders” folder, and then triage the contents of this folder at the end of the work day.

Block List

If a specific person is sending you inappropriate or unwanted email, add their email address to a “Block List” filter. Postbox will essentially look for emails from people on the block list and you can set the filter to delete these messages if desired.

No Reply

This is a great filter for catching messages that are not filtered by the above. Create a filter that searches for ANY email addresses that CONTAINS “noreply@” or “no-reply” and move them to a “No Reply” folder. Periodically inspect this folder for emails that should be added to an existing filter.

Filters for Managing Inbox Contents

Highlight Messages from my Boss or the Executive Team

This filter will make sure that you never miss an important email from the people who write the checks. First, create a Topic called “Execs,” color the Topic red, and for added emphasis, select “Apply the topic color to the entire row in the message list pane” within the Topic Preferences Panel. Next, create a filter that searches for email addresses from your boss and/or the executive team, and then applies the Topic “Execs” as an action.

Postbox Execs Filter

Alternatively, you can add these contacts to a dedicated “Execs” address book and filter by that criteria.

Add a Topic to Messages from a Partner Domain

This is great for organizing messages from other companies that you work with. For example, if you’re working with ACME Design on a new website, create a Topic called “ACME” and then create a filter that looks for all email addresses that CONTAINS “@acme.com,” then create an action to assign the “ACME” Topic to each message. From here, you can use the Focus Pane to only view messages from ACME Design.

Auto-Archive Old Messages

Create a filter where the “Age in Days” is greater than “90,” then move these messages to your Archive folder. You can even move messages to an Archive folder on a different account if your work account quota is starting to max out.

Keep Old Messages from Being Forgotten

The message list can get long, and messages that are out of sight tend to be out of mind too. Create a filter where the “Age in Days” is greater than “10,” and then create an action that adds these messages to your To-Do list. Pin To-Dos to the top of your message list to keep them in view. This essentially forces you to deal with messages within a 10 day time period instead of letting messages accumulate within the Inbox.

Copy Messages to a Backup Account

If you’re using a POP account and would like an easy way to backup new messages to an online account, you can create a filter for that! Create a dedicated IMAP account for storage (from Gmail or any other free IMAP provider), then create a “Match All Messages” filter to automatically copy all new messages to the storage account’s Inbox.

You’ll also want sent messages to get copied to this account as well by going into Preferences / Accounts / [your account] / Copies & Folders and under “Sent” select “Bcc these email addresses” and enter your email address for your storage account. This creates an online backup for your POP email that can be searched from anywhere!

Advanced Tips

Display Folders in the Favorites Bar

Once you’ve created dedicated folders for messages such as “Newsletters,” “Shopping” and “Social,” you can arrange them within the Favorites Bar for fast access. Alternatively, you can open each folder within their own tabs.

Postbox Favorites Bar

Mark Messages as Read

A useful add-on action to any filter is to mark the message as “Read.” This helps to keep unread message bubbles or dock badges from distracting your attention.

Mark as To-Do

A great filter action is to mark messages as To-Dos. This causes the message background to change color, and you can even “pin” To-Dos to the top of your message list so they don’t get lost in the shuffle.

Highlight with a Topic

Using Filters to automatically assign Topics is a very powerful organization technique! Once a message is tagged with a Topic, you can use the Focus Pane to only view messages that contains that Topic — great for staying focused on one thing at a time.

Filter by Address Book

In Postbox, you can group contacts by as many Address Books as you like. For example, if you’re coaching kids soccer, you can add the parents’ email addresses to a “Soccer” address book, and then create a filter that applies actions to messages from those senders, such as moving messages to a “Soccer” folder or applying a “Soccer” Topic.

Reply with a Template

A great filter action is the “Reply with Template” action that sends a pre-canned message Template. For example, a reply with template action could state: “Thanks for contacting ACME. Below you will find information on our company and products. If you require additional information, please reply to this message with ‘ACME Inquiry’ in the subject line and we’ll get right back to you.”

You could then create a second filter that finds messages that CONTAINS the subject line “ACME Inquiry” and apply an appropriate filter action.

Hint: Filters execute in the order specified within the Message Filters panel. By arranging the filters in a specific order, you can essentially create a filter-powered workflow.

Filtering Directly on the Email Server

While setting up filters within Postbox is most convenient approach, it is perfectly acceptable to set up filters directly on your email server. This allows messages to be filtered in the background, as “close to the metal” as possible, which will improve the overall performance of Postbox.

Hint: If you use a server-based filter to move messages to “Folder X,” within Postbox right-click Folder X, select “Properties…” and select “Check this folder for new messages.” This will allow this folder to automatically update when your Inbox is checked for new messages.


Posted by Postbox

Postbox 3.0.8 is Now Available

April 28, 2013

Postbox 3.0.8 is now available. Here’s what’s new in this release:

  • Reduce power usage (and increase laptop battery life) by only using the integrated GPU on Mac OS X
  • Added a “Run Filters on Folder” toolbar button
  • Notification Center alerts now link directly to messages
  • Postbox will now display the account name next to folder name in the message pane
  • Added automatic account configuration support for iCloud email accounts
  • Fixed a crash on import from Thunderbird
  • Fixed a crash on indexing
  • Fixed an issue where attachment thumbnails would not display on Mac OS X (Retina only)
  • Fixed an issue with Growl integration on Mac OS X
  • Fixed an issue where searches on non-recognized Topics would return results
  • Fixed issues with “Topic is” / “Topic isn’t” criteria for smart folders
  • Fixed an issue with automatic account configuration when you entered an incorrect password
  • Fixed an issue that would prevent spelling dictionaries from installing
  • To update, select About Postbox from the Postbox menu on Mac OS X, or select About Postbox from the Help menu on Windows, then click the Apply Update button once the update has finished downloading.

    Posted by Postbox

    Postbox Volume Discounts

    August 14, 2012

    Save a bundle on Postbox when you order multiple licenses for friends, family, or co-workers. Discounts kick in at just 2 or more licenses!

    Licenses $ / unit
    1 license$9.95 An additional copy is only $5.95 more!
    2 - 9$7.95 Get friends or family members in on the deal.
    Purchase 2 licenses for only $15.90.
    10 - 19$6.95 Great for small teams! Get 10 copies for only $69.90!
    20 - 29$5.95 Now we’re talking! Postbox for a team of 20 is only $119.
    30+$4.95 You are a god, we are not worthy!

    To purchase, simply visit the Volume Discount Store and enter the number of licenses you desire. Your sub-total will display on the order confirmation page.

    Please note that due to these incredible price breaks, volume discounts cannot be used in combination with other offers or promotions.

    Posted by Postbox

    Postbox and the Mac App Store

    July 25, 2012
    Mac App Store

    With Sparrow exiting the market, we’ve been receiving lots of questions about Postbox in the Mac App Store. Earlier versions of Postbox 2 were available in the Mac App Store, but we discontinued sales through this channel when Postbox 3 was released.

    For new Mac-only developers, the Mac App Store is a terrific way to go. It’s great for product discovery, the purchase flow is trusted and near frictionless, application installation and management is a snap, and updates are convenient for end users. In short, the Mac App Store lets developers spend more time on creating awesome apps, and less time on eCommerce infrastructure.

    However, we eventually determined that the Mac App Store wasn’t the best fit for Postbox. We had already established our own online store and purchase policies prior to the Mac App Store release. Additionally, the Mac App Store was not evolving quickly enough, and in the direction we needed it to go, to support the Postbox 3 release in a manner consistent with Postbox Store policies.

    The Postbox Store is powered by Fastspring, Campaign Monitor, Google Analytics, Wufoo, Zendesk, and our own in-house apps. While it took more time and effort to develop, this custom store enables us to offer:

    • A free 30-day trial
    • Discounted upgrades from previous versions
    • Free upgrades if the prior version was purchased after a specific date
    • A license that lets you run Postbox on every Mac or PC you personally own and use
    • Volume discounts starting at just 2 or more copies, plus site licenses for larger organizations
    • A 60-day, money back guarantee, no questions asked
    • A fully functional version of Postbox, with integrations with iCal, iPhoto, Dropbox, Evernote, and more

    In contrast, here were some of the limitations we encountered with the Mac App Store:

    • No free trials
    • No discounted upgrades
    • No free upgrades if the prior version was purchased after a specific date
    • No way to provide license keys that could be used on Windows (many of our customers use both platforms)
    • No volume discounts or site licensing
    • No access to customer information, which prevented us from validating orders, offering discounts, running promotions, newsletter signups, etc.
    • Unclear refund policies
    • Most importantly, we had to create another version of Postbox for the Mac App Store that removed features such as iCal support, iPhoto integration, and Add-Ons in order to comply with Apple’s Application Guidelines

    Will Postbox ever return to the Mac App Store? Our hope is that Apple will continue to evolve the Mac App Store in ways that meet the unique needs of Postbox and our customers. Until then, we’ll keep our fingers crossed and the Postbox Store open for business.


    Posted by Postbox

    First Thunderbird, Now Sparrow

    July 20, 2012

    What a month! The Sparrow Team just announced that they are moving to Google:

    We’re thanking our lucky stars that we didn’t name Postbox after a bird.

    Is Desktop Email Going the Way of the Dodo Bird?

    Why are so many desktop email clients calling it quits on the innovation front? Is this due to a massive and sudden migration from desktop email to webmail? We don’t think so.

    Sparrow focused on providing a Gmail-like experience for Mac desktops and mobile. Google knows that email is important, and they needed to make Gmail on mobile devices better, so hiring the Sparrow team to work on Gmail or “other projects” seems logical.

    Thunderbird was having a difficult time supporting Mozilla’s mission of keeping the Web open and free, or at least in ways that had similar impact to Firefox.

    From our perspective, we’re seeing more demand for desktop email than ever before. The desktop enables Postbox to provide a unique and powerful email experience, on both Mac and PC, for serious email users who require a high level of usability, integration, privacy, and control.

    In fact, many of our customers are previous users of Gmail and other webmail services.

    The World’s Best Desktop Email Client for Mac and PC

    If you are currently a user of Sparrow, Thunderbird, Gmail, or any other desktop or webmail solution, we encourage you to give Postbox a try!

    For our Gmail* users, here are some of the Gmail-specific features that Postbox supports:

    • Gmail Label support makes organizing easy
    • Dedicated Important view for high-priority messages
    • Send and Archive your messages in just one step
    • Add detected dates to your Google Calendar
    • Support for Gmail keyboard shortcuts for the power user


    * If you don’t have Gmail, no worries… because Postbox works great with any POP or IMAP email account, including Yahoo!, Hotmail, MobileMe/iCloud, AOL, Comcast, Dreamhost, Rackspace, Zimbra and many more.

    New Low Price!

    Postbox is now only $9.95. Twice the features of Sparrow, same great price.

    And with our Volume Discounts, you can pick up Postbox for as little as $4.95 per user. That means you can outfit a team of 30 for only $148.50!

    Visit our website, or our Online Store, to pick up Postbox today!


    Posted by Postbox

    An Awesome Alternative for Thunderbird Users

    July 9, 2012

    The Web is buzzing about the recent Thunderbird announcement:

    But the news isn’t all bad. Mozilla will still address high-risk/high-impact security vulnerabilities through their Extended Support Releases program for one year.

    However, it’s clear that continued innovation in Thunderbird is not a priority for Mozilla’s product efforts.

    If you are a Thunderbird user, now is the perfect time to try Postbox! It’s the most intuitive, powerful, easy to use, and drop-dead gorgeous email application available. But don’t take our word for it, hear what our converts have to say about Postbox.

    And now, we have some really nice news to share…

    NEW! - Our “Almost Free” Price of Only $9.95!

    Postbox 3 is now available at an incredible “almost free” price of only $9.95!  We can’t think of a less expensive way for you to take control of an overloaded inbox, improve your workflow, and achieve peace of mind.

    Seriously, $9.95!  That’s less than a movie ticket or a nice glass of wine. We’ve seen small blocks of cheese that go for more!

    So What Makes Postbox So Awesome?

    If you are new to Postbox, here are some of the features that make it great:

      Innovative Gmail Support

      Innovative Gmail Support

    • Gmail Label support, including a dedicated view for “Important” labels
    • Send and Archive functions
    • Support for Gmail keyboard shortcuts
    • Send detected dates to Google Calendar

      Postbox Integrates with the Apps and Services you use most

      Integration with Apps and Services

    • Send Dropbox links instead of the files
    • Use Date Detection to quickly create events in iCal, Google Calendar, or Lightning
    • On the Mac, send message content to Evernote, OmniFocus, or Things, and Postbox works with Alfred and Growl 1.3 too

      Social Connections that Add a Personal Touch

      Social Connections that Add a Personal Touch

    • Import profile photos from Facebook, LinkedIn, Twitter, Gravatar, and the Address Book
    • Message Inspector displays job titles and company names from LinkedIn and the Address Book
    • Quick and easy access to social profile pages
    • Post status updates to Facebook, Twitter, and LinkedIn

      Postbox Unified Account Groups

      Unified Folders and Account Groups

      Postbox lets you combine messages from multiple accounts into one Inbox. Accounts can also be organized into Account Groups, so you can keep your work and personal messages separate.

      Postbox Conversation View

      Conversation View

      Postbox Conversation Views are more powerful, actionable, and easy to read. Postbox gathers conversation fragments from multiple folders and presents them within a unified view. Quickly bring yourself up to speed and jump into discussions with more information, context, and insight.

      Vertical Thread Pane

      Double-Row Vertical Thread Pane View

      Postbox supports a double-row Vertical Thread Pane View, which makes more efficient use of widescreen displays. To see it in action, select “Layout” then “Vertical View” from the View menu.

      Postbox Favorites Bar

      Favorites Bar

    • The Favorites Bar provides fast and easy access to your favorite accounts and folders
    • Useful when hiding the Accounts and Folders pane
    • To add a folder to the Favorites Bar, simply drag and drop the folder into the bar

      Postbox Focus Pane

      Focus Pane

      The Focus Pane lets you break your Inbox (and workload) into smaller, more manageable chunks. Easily organize the Focus Pane by your highest work priorities — such as projects, clients or events — then focus on these messages without losing track of what’s happening elsewhere.

      Postbox Compose Experience

      Better Compose Experience

      The Postbox Compose Window has been completely redesigned. It features a new addressing widget, a simplified formatting toolbar, drop-zone for attachments, and new styling. You’ve got to try it for yourself!

      Postbox Quick Move

      Quick Move

      With Quick Move, you can file messages without using your mouse. Just type the letter “v”, enter the first few letters from the target folder, and the message will file to your auto-completed selection. The Quick Move panel defaults to the last used folder for even faster filing.

      Postbox Quick Reply

      Quick Reply

      Quick Reply lets you reply to a message without the need to open a separate compose window, which is perfect for short, snappy responses such as “I’ll see you at eight,” or simply “thanks!” And it all happens inline within a message or conversation, so that you can get right back to what you were doing.

      Postbox Summarize Mode

      Summarized Replies

      Postbox’s Conversation View simplifies message viewing, and now, “Summarize Mode” extends these benefits to message Replies and Forwards. Summarize provides a clean and beautifully formatted who-said-what-when email that lets message recipients jump into discussions with more clarity, context and insight.

      Postbox Canned Responses

      Canned Responses

      Create a set of pre-built templates specifically tailored for message replies. These are super useful for replying to common inquiries, for example, if you’re selling something online and wish to provide the same information to all buyers.

      Postbox OS Integration Features

      OS Integration Features

    • Support for Mac OS X Full Screen Mode, Trackpad / Mighty Mouse Gestures, write access to the Mac Address Book, iPhoto and iCal support, Drag-to-Dock message creation, and more!
    • Windows 7 Jump Lists and improved interoperability with the popular Minimize to Tray Add-on.

    The Postbox 100% Satisfaction Guarantee

    We know that Postbox will provide a terrific email experience for you, so in addition to our free 30-day trial, we also offer a 60-day money-back guarantee.

    If for any reason you would like a refund, simply submit a refund request within 60 days of purchase and we’ll promptly refund your order—no questions asked!

    So what are you waiting for? Download Postbox 3 for Mac or Windows and give it a try today!


    How does the Mozilla announcement impact Postbox development?

    Postbox was founded by the original Thunderbird team close to five years ago.  At that time, a version of the source code was forked and the team has been innovating in its own direction ever since.

    As such, we expect that the Mozilla announcement will not materially impact Postbox development, and we welcome all Thunderbird users to give Postbox a try!

    Is Postbox Open Source?

    Not entirely, however, a source code version of certain portions of Postbox that may constitute “Covered Code” (as defined in the Mozilla Public License) is available for anyone to use, modify, and distribute free-of-charge at: www.postbox-inc.com/coveredcode under the Mozilla Public License and other open source software licenses.

    Is there a Linux Version of Postbox?

    We do not have plans for a Linux version at this time, however, we will continue to monitor customer demand.

    What languages are available for Postbox?

    Today we support English, but community-translated Language Packs are available in German, French, Spanish (Spain), English (British), Italian, Dutch, Portuguese (Brazilian), Russian, and Swedish. We will evaluate demand for additional languages over time. If you would like to help us localize Postbox, please visit our translations page.

    Are there add-ons available for Postbox?

    Yes. Please see our Add-ons Center for a list of third party add-ons developed for Postbox.

    Do you provide support for add-ons?

    Postbox cannot guarantee the functionality of third party add-ons, as these are not developed by the Postbox team. If an add-on isn’t working as you expect, or if an add-on is causing problems within Postbox, we recommend disabling the add-on or contacting the add-on developer directly for assistance.

    Do Mozilla add-ons work in Postbox?

    Unmodified Mozilla add-ons do not work within Postbox at this time, sorry!

    How do I get help with Postbox?

    Self-help support is provided through our User Guides, Knowledge Base Articles, and FAQ. Additionally, Postbox is currently evaluating forum solutions that will allow the Postbox community to interact and support one another.

    (We’re sorry, but one-on-one support offerings are not currently available for new customers at this time.)


    Posted by Postbox