How Do You Get Emails on Your Mac?

Mastering Mac Email Setup

Getting your email up and running on a Mac is simpler than you might think. With Apple Mail as the default email system, you can access popular services like Gmail and Outlook right from the app. 

This guide walks you through everything from setting up your email accounts, whether Gmail or Outlook, to adding extra or delegated mailboxes. Plus, we’ll show you how to send email on Mac, so you can stay connected effortlessly.

What email system does Mac use?

Every Mac comes with Apple Mail as the default email system. It works with popular providers like Gmail and Outlook, so you can access your emails from different accounts all through the Apple Mail app.

Gmail on a Mac

Let’s start with Gmail. Here’s all you need to know to access your Gmail account using Apple Mail on your Mac.

Does Gmail work well on a Mac?

Gmail integrates well with Apple Mail, letting you send, receive, and manage multiple email accounts. You can block unwanted senders, organise with Smart Mailboxes, and set email reminders to stay on top of your tasks. 

How do you get Gmail on a Mac?

1. Open System Preferences on your Mac. 
2. Click Internet Accounts.
3. Click Google from the list of available providers.
4. Enter your Gmail address and click Next. 
5. Enter your Gmail password and click Next. (You might be prompted to set a password if this is the first time you’re signing in.)
6. Click Allow when you see a message saying  “macOS wants to access your Google Account”.
7. Choose the services you want to sync (Mail, Contacts, Calendars) 
8. Click Done.
9. The Internet Accounts window will reappear. From here, click Details opposite the Google logo.
10. Customise the account description if needed — this is how your Gmail account will be listed in the Mail app sidebar. 
11. Click OK.
12. Open the Mail app, and your Gmail account should now appear in the sidebar. If you have multiple mailboxes, you might need to expand the Inbox view using the arrow button to view them.

Tip: The initial email sync may take a few minutes, so sit tight as your inbox populates!

Removing your Gmail account from Apple Mail

If at any point you decide you want to remove your Gmail account from Apple Mail, simply follow these steps:

1. On your Mac, choose the Apple menu.
2. Go to System Preferences 
3. Click Internet Accounts.
4. Select the account you wish to remove — i.e. Gmail.
5. Click the minus button at the bottom left to remove your account.

Outlook on a Mac

Now we’ve taken a look at Gmail, here’s how to access Outlook emails using Apple Mail on your Mac.

Does Outlook work well on Mac’s Mail app?

By adding your Outlook account to the Mail app, you can send, receive, and manage your emails across multiple accounts. You also have task management options, like reminders and calendars. 

How do you get your Outlook email on Mac?

1. Launch the Mail app on your Mac.
2. Go to Mail in the top menu.
3. Click Add Account.
4. Choose Exchange from the list of account types and click Continue.
5. Input your name, email address, and password for your Exchange account.
6. Click Sign In.
7. Select which Mac apps you want to sync with your account—options include Mail, Contacts, Calendar, Reminders, and Notes.
8. Click Done.

Tip: Initial syncing can take some time, so be patient! If your emails don’t appear after a few hours, repeat the above steps.

Removing your Outlook account from Apple Mail

If you change your mind, it’s easy to remove your Outlook account from Apple Mail:

1. On your Mac’s Mail app, select Mail in the menu.
2. Click Accounts.
3. Select the account you wish to remove — i.e. Outlook.
4. Click the minus button at the bottom left to remove your account.

Using the Outlook app on a Mac

If you want to veer away from Apple Mail for using your Outlook email account, you can always download the Outlook app for Macs. Here’s how to get started with your email account on Outlook for Macs.

How to add a mailbox to Outlook for Mac

Here’s how to add your mailbox to the Outlook app on your Mac in under five minutes:

1. Open the Outlook app on your Mac.
2. Click Tools from the top menu, then select Accounts.
3. Click the plus (+) sign and choose New Account.
4. Follow the instructions to enter the mailbox details.
5. Complete any required verification, such as updating your password or entering a code sent to your phone.

And that’s it! Your mailbox is ready for use. And if you want to add additional mailboxes, simply repeat the same process above.

How to add a delegated mailbox to Outlook for your Mac

Delegate Access lets someone manage emails or meetings on your behalf. Here’s how to add a delegated mailbox to Outlook on your Mac:

1. Open the Outlook app on your Mac.
2. Go to Tools in the top menu.
3. Click Accounts then Advanced then Delegates.
4. Click the Plus (+) icon next to “Open these additional mailboxes”.
5. Search for the desired mailbox (e.g., example@yourcompany.com).
6. Click Add. The delegated mailbox will now appear in your folder view. Depending on its size, syncing may take some time, so stay patient as it loads.

How do you send an email on Mac?

Everything’s set up, synced and raring to go. You can now follow these steps to send an email on your Mac:

1. Open the Mail app.
2. Click the New Message button in the toolbar.
3. Enter the recipient’s email in the To field. 
4. Add a subject line in the Subject field.
5. Type your message in the Message field underneath and format it as needed. You can also attach photos or files.
6. Click Send — your email is on its way! 

Mastering email on Mac

Setting up and managing your email on a Mac doesn’t need to be complicated. By following these steps, you can easily integrate accounts, add mailboxes, and handle your daily communications without fuss. 

Need more Mac support for your small business? Discover more at Systems & Smiles.

Featured image courtesy of Stephen Phillips via Unsplash.