Mail Pilot Method

Mail Pilot is not simply an email client. It is empathetically designed based on an ingenious workflow that allows you to be significantly more productive in your inbox. How? It allows you to view and interact with your email the way you already think about it. And with the friction gone between you and your email interface, email becomes a breeze. Don't believe us? Read on, and try it for a week.

#1

Associated Actions

The Mail Pilot Method was designed around one simple, distilled truth behind how we use email today:

All messages have some sort of associated action. Sometimes it’s difficult — like scheduling a meeting or completing work for a client. Sometimes we're done simply by the time we've finished reading the message (or replying to it). Sometimes we can't complete the associated actions until a specific day in the future. Sometimes we're waiting on someone else to do something so we can complete all of our actions associated with an email.

All of these scenarios are covered by the Mail Pilot method. Regardless of scenario, the simple truth that drives how the Mail Pilot method is crafted is this: all email messages have some sort of associated action.

Understanding this foundation will help you fully embrace the Mail Pilot method.

#2

Incomplete & Complete

Because all messages have some kind of required action associated with them, all messages are considered either "Incomplete" or "Complete" (think "to do" vs "done").

In fact, in the Mail Pilot method, "Incomplete" and "Complete" replace "Unread" and "Read". This is because we often use "Unread" and "Read" to mean "Incomplete" and "Complete", which leads to problems, since that's not how those features work. In traditional email clients, when you read an email, it is automatically marked as "Read", so you often have to go back and mark it as "Unread" hoping it doesn't become accidentally unset later. So the Mail Pilot method introduces the concept that we need in email: Incomplete and Complete.

Messages in your Inbox can be considered Incomplete, and messages in your Archive can be considered Complete.

Once you’ve finished all actions associated with an email, you can mark it as complete, and archive it.

How to in Mail Pilot 3 for Mac:
When you mark a message as complete in Mail Pilot 3, it is automatically moved to your archive folder to reduce clutter in your inbox. Here are three ways you can mark a message as complete in Mail Pilot 3 for Mac:

Click the checkbox next to a message
Click the “Complete” button (with one or more messages selected)
Click the checkbox next to a message
Click the “Complete” button (with one or more messages selected)
Tap the spacebar (with one or more messages selected)

#3

Reminders

Sometimes, you can't complete a message yet, but you know when you'll be able to (or at least when you want to attempt to).

For these messages, you can set a reminder by picking the date on which you would like that email to return to your attention. Reminders leave your inbox to reduce clutter, and alert you on the right day when you need to act on them.

This is perfect for bills that aren't due for some time (set them to remind a few days before their due date), agendas for upcoming meetings (set them to remind on the date of the meeting so you can quickly grab the agenda), or package delivery notices (set them to remind on the date the package is supposed to arrive so you can watch out for the delivery), and so much more.

How to in Mail Pilot 3 for Mac:
When you set a reminder in Mail Pilot 3, it automatically leaves your inbox to reduce clutter. On the date you've selected, the message pops back up to the top of the interface reminding you to take the action you need to that day. Here are the ways you can set a reminder in Mail Pilot 3 for Mac:

Click "Set Reminder" (with one or more messages selected)
With one or more messages selected, tap the "R" key to pop open the date selector, or any digit ("0"-"9") to pop open the date selector pre-set to that number of days in the future

Pro Tip:
Since Mail Pilot 3 threads your conversations, if you want to return to an email if someone hasn't replied to you in a certain amount of time, you can simply set a reminder on the conversation. If they reply before the date you choose, the message will appear like normal in your inbox. If they fail to reply by the date you choose, the message will pop up as a reminder then, so you can follow up.

#4

Lists

While folders are great for organizing messages that are considered Complete, Lists are great at organizing messages that are considered Incomplete. Think of them like nicely collected to-do lists.

Sometimes you have to process a number of messages in batch. For example, you may be receiving job applications all in separate emails that you want to process all at the same time. Simply add these messages to a list, where they remain Incomplete. As you finish messages in a list, you can mark them as Complete, moving them to that lists's archive folder for future reference.

How to in Mail Pilot 3 for Mac:
Lists in Mail Pilot 3 are automatically universal — they span all of your email accounts without you having to worry about what is where. If you add messages from different accounts to the same list, Mail Pilot 3 automatically creates the required folder(s) on each account, moves the messages accordingly, and continues to present you with a unified list.

Mail Pilot 3 also automatically manages a list's Incomplete and Complete folders. You can navigate to a list's Incomplete messages, or tab over to the messages in that list that have been marked as Complete. The process under the hood happens automatically for you.

Here's two ways to move a message to a list:

Click "Move to a List" (with one or more messages selected)
Tap the "L" key (with one or more messages selected)

Pro Tip:
Create a "Waiting for Reply" list where you send conversations that aren't done yet, but that you're done with until someone responds. When the conversation receives a new reply, it will show up in your inbox as expected. Whenever you want, you can check this list to see what outstanding conversations you have hanging around waiting for someone's reply.

#5

Set Aside

Sometimes you can't complete a message yet, but you also don't have a good date for a reminder or a good list to put it in. When this is the case, letting the message sit around your inbox is prone to problems: it clutters your inbox, and if you receive too much new mail, the message gets drowned out and lost for good.

Instead, set the message aside. It's much like clearing your workspace, but keeping a neat pile of important mail or papers set to the side.

Check on your set aside messages every now and then to ensure you're on top of the ball.

How to in Mail Pilot 3 for Mac:
Here's two ways to set a message aside:

Click "Set Aside" (with one or more messages selected)
Tap the "S" key (with one or more messages selected)



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