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    Home Spark Tutorials Manage your Inbox Mark emails as Done

    Mark emails as Done

    Marking an email as Done significantly reduces the time spent on email processing and makes reaching Inbox Zero possible with less effort. When you mark an email as Done, you identify that the work related to the email is finished. When a newsletter is read, a colleague’s email is answered, or an invitation accepted, you can treat it as an accomplished task. Marked as Done emails do not occupy your Inbox, yet are easily accessible anytime you need them: it works as archiving - emails are not deleted and you can find them in a few clicks in the Archive folder or by switching the ‘Show Marked as Done emails’ toggle on.

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    Mark as Done

    There are several ways you can mark an email as done:

    Mac Windows Android iOS

    Here are the instructions for Mac:

    1. In your Inbox, hover over the needed email and press E. Alternatively, click  to the right of the email.
    2. When the email is opened, press E or click  at the top left.
    Note: For the 5 seconds after marking an email as Done, you can click UNDO at the bottom left to undo this action. The email will get back to the Inbox.

    Here are the instructions for Windows:

    1. In your Inbox, hover over the needed email and press E. Alternatively, click  to the right of the email.
    2. When the email is opened, press E or click  at the top left.
    Note: For the 5 seconds after marking an email as Done, you can click UNDO at the bottom left to undo this action. The email will get back to the Inbox.

    Here are the instructions for Android:

    In your Inbox, swipe the needed email to the right. Alternatively, when the email is opened, tap  at the bottom.

    Note: For the 5 seconds after marking an email as Done, you can tap Undo at the bottom to undo this action. The email will get back to the Inbox.

    Here are the instructions for iOS:

    In your Inbox, swipe the needed email to the right. Alternatively, do this:

    1. In your Inbox, tap and hold the needed email, then tap Done  .
    2. When the email is opened, tap  at the bottom.
    Note: For the 5 seconds after marking an email as Done, you can tap Undo at the bottom to undo this action. The email will get back to the Inbox.
    Tip: You can find Mark as Done emails in the Archive folder on your mail provider's web page. For Google accounts, marking as done moves emails to the All Mail folder.

    There is an option to mark multiple emails at once, too. You can either selectively mark some of the emails, mark emails by date, Notifications, or Newsletters categories, or mark all emails as Done. Please note that Smart Search queries cannot be bulk-marked as Done for now.

    Select multiple emails to mark as Done

    Mac Windows Android iOS

    Here are the instructions for Mac:

    To mark multiple emails as Done in a row, hover over the space between the sidebar and emails, press , and drag down.

    Here are the instructions for Windows:

    To mark as Done multiple emails in a row, hover over the space between the sidebar and emails, press , and drag down.

    Here are the instructions for Android:

    1. Tap and hold an email in your inbox to trigger the selection mode.
    2. Tap the circle icon on the left of each email you want to select.
    3. After selecting the desired emails, tap the Checkmark icon   at the bottom of the toolbar.

    Here are the instructions for iOS:

    1. Tap and hold an email in your inbox to trigger the selection mode.
    2. In a pop-up menu, tap Select.
    3. Tap the circle icon on the left of each email you want to select.
    4. After selecting the desired emails, tap the Checkmark icon   at the bottom of the toolbar.

    To selectively mark some of the emails as Done, follow the steps:

    Mac Windows Android iOS

    Here are the instructions for Mac:

    1. Hover over the space between the sidebar and emails, then press  to enter the select mode.
    2. Select the emails you want to mark as Done.
    3. Press E or click  at the bottom.

    Here are the instructions for Windows:

    1. Hover over the space between the sidebar and emails, then press  to enter the select mode.
    2. Select the emails you want to mark as Done.
    3. Press E or click  at the bottom.

    Here are the instructions for Android:

    1. Tap and hold an email in your inbox to trigger the selection mode.
    2. Tap the circle icon on the left of each email you want to select.
    3. After selecting the desired emails, tap the Checkmark icon   at the bottom of the toolbar.

    Here are the instructions for iOS:

    1. Tap and hold an email in your inbox to trigger the selection mode.
    2. In a pop-up menu, tap Select.
    3. Tap the circle icon on the left of each email you want to select.
    4. After selecting the desired emails, tap the Checkmark icon   at the bottom of the toolbar.

    Mark as Done emails you received Yesterday or the Last Week

    Mac Windows Android iOS

    Here are the instructions for Mac:

    1. Scroll down to the needed section and hover over its title.
    2. Click .

    Here are the instructions for Windows:

    1. Scroll down to the needed section and hover over its title.
    2. Click .

    Here are the instructions for Android:

    1. Tap and hold an email in your inbox to trigger the selection mode.
    2. Tap the circle icon on the left of each email you want to select.
    3. After selecting the desired emails, tap the Checkmark icon   at the bottom Toolbar.

    Here are the instructions for iOS:

    1. Tap and hold an email in your inbox to trigger the selection mode.
    2. In a pop-up menu, tap Select.
    3. Tap the circle icon on the left of each email you want to select.
    4. After selecting the desired emails, tap the Checkmark icon   at the bottom Toolbar.

    Mark as Done the Notifications or Newsletters categories

    Mac Windows Android iOS

    Here are the instructions for Mac:

    To mark the category as Done, do any of the following:

    Hover over the needed category in your Inbox, then press E or click on the right of the category. Alternatively, open the needed category, then press ⌘ Shift E or click  at the top left.

    Here are the instructions for Windows:

    To mark the category as Done, do any of the following:

    Hover over the needed category in your Inbox, then press E or click on the right of the category. Alternatively, open the needed category, then press CTRL Shift E or click  at the top left.

    Here are the instructions for Android:

    1. Open the needed category.
    2. Tap the Checkmark icon   at the top right.

    Here are the instructions for iOS:

    1. Open the needed category.
    2. Tap the Checkmark icon   at the top right.

    Marking the whole Inbox as Done

    Note: If you have a large number of emails to Mark as Done (i.e. more than 500), we currently recommend you do it by archiving the emails using the webpage of your email provider instead of Spark Desktop.

    If there are not many messages to process, you can follow the steps below to mark your Inbox as Done:

    Mac Windows Android iOS

    Here are the instructions for Mac:

    1. Open your Inbox and press ⌘A.
    2. Press E or click  at the bottom.

    Here are the instructions for Windows:

    1. Open your Inbox and press  CTRL A.
    2. Press E or click  at the bottom.

    Here are the instructions for Android:

    1. Long tap an email in your inbox.
    2. Tap Select all at the top right.
    3. After selecting the desired emails, tap the Checkmark icon   at the bottom Toolbar.

    Here are the instructions for iOS:

    1. Tap and hold an email in your inbox to trigger the selection mode.
    2. In a pop-up menu, tap Select.
    3. Tap Select All at the top right to act on all emails.
    4. After selecting the desired emails, tap the Checkmark icon   at the bottom of the toolbar.

    See marked as Done emails

    To show emails you marked as Done in your Inbox, enable the toggle in the top right corner. You’ll see Done messages combined with Not Done ones, listed in chronological order. All emails that you’ve done before will have a gray background.

    To see the marked as Done emails separately from your Inbox, open the Archive folder.

    Undone emails

    Mac Windows Android iOS

    Here are the instructions for Mac:

    To undo an email, do any of the following:

    Open the needed email, then press E or click Undone.jpg at the top left.

    OR

    Open the Archive folder or make sure to enable the Show marked as Done emails toggle at the top right of your Inbox. Then, hover over the needed email and press E. Alternatively, click Undone.jpg to the right of the email.

    Tip: For the 5 seconds after marking an email as Done, you click UNDO at the bottom left to undo this action. The email will get back to the Inbox.

    Here are the instructions for Windows:

    To undo an email, do any of the following:

    Open the needed email, then press E or click Undone.jpg at the top left.

    You can also open the Archive folder or enable the Show marked as Done emails toggle at the top right of your Inbox. Then, hover over the needed email and press E. Alternatively, click Undone.jpg to the right of the email.

    Tip: For the 5 seconds after marking an email as Done, you click UNDO at the bottom left to undo this action. The email will get back to the Inbox.

    Here are the instructions for Android:

    1. If you are in the Inbox and the Show marked as done emails toggle is enabled, long-tap on the needed email.
    2. Tap on the Undone icon  on the bottom Toolbar. If it's not visible, open the additional Toolbar actions > Undone.
    3. When viewing emails from the Archive folder, select the needed email > Tap on the Move icon at the bottom Toolbar > Inbox.
    4. If you don't see it there, open the bottom Toolbar actions > Move > Move to Inbox.
    Tip: For the 5 seconds after marking an email as Done, tap UNDO at the bottom of the screen. The email will get back to the Inbox.

    Here are the instructions for iOS:

    1. If you are in the Inbox and the Show marked as done emails toggle is enabled, long-tap on the needed email.
    2. Tap on the Undone icon  on the bottom Toolbar. If it's not visible, open the additional Toolbar actions > Undone.
    3. When viewing emails from the Archive folder, select the needed email > Tap on the Undone icon    at the bottom of the toolbar.
    4. If you don't see it there, open the bottom Toolbar actions > Move to Inbox .
    Tip: For the 5 seconds after marking an email as Done, tap UNDO at the bottom of the screen. The email will get back to the Inbox.

    Select multiple emails to undone

    Mac Windows Android iOS

    Here are the instructions for Mac:

    1. Open the Archive folder, or make sure the Show marked as Done emails toggle is enabled at the top right of your Inbox.
    2. Hover over the space between the sidebar and emails, then press Undone.jpg to enter the select mode.
    3. Select the emails you want to undo, then press E or click Undone.jpg at the bottom.

    Here are the instructions for Windows:

    1. Open the Archive folder, or make sure the Show marked as Done emails toggle is enabled at the top right of your Inbox.
    2. Hover over the space between the sidebar and emails, then press Undone.jpg to enter the select mode.
    3. Select the emails you want to undo, then press E or click Undone.jpg at the bottom.

    Here are the instructions for Android:

    1. Open the Archive folder, or make sure the Show marked as Done emails toggle is enabled at the top right of your Inbox.
    2. Long-tap to select the required emails.
    3. After selecting the needed emails, tap Undone icon  or Move to the Inbox icon, depending on location.

    Here are the instructions for iOS:

    1. Open the Archive folder or make sure to enable the Show marked as Done emails toggle at the top right of your Inbox.
    2. Long tap to select the needed email > Select.
    3. Tap on the circle on the left og the message to select it.
    4. After selecting the needed emails, tap the Undone icon  or Move to the Inbox icon, depending on location.

    Undone all the emails marked as Done

    Mac Windows Android iOS

    Here are the instructions for Mac:

    1. Open the Archive folder in Spark.
    2. Select the emails you previously marked as Done and press E (or click Undone.jpg on the bottom toolbar).
    Note: Selecting all emails in the folder or using the ⌘ Shift E shortcut may unarchive emails you had archived before using the mark as Done mechanics.

    Here are the instructions for Windows:

    1. Open the Archive folder in Spark.
    2. Select the emails you previously marked as Done and press E (or click Undone.jpg on the bottom toolbar).
    Note: Selecting all emails in the folder or using the CTRL Shift E shortcut may unarchive emails you had archived before using the mark as Done mechanics.

    Here are the instructions for Android:

    1. Tap and hold an email in your Archive folder to trigger the selection mode.
    2. In a pop-up menu, tap Select.
    3. Tap Select All at the top right to act on all emails.
    4. After selecting the desired emails, tap the Move to Inbox icon.
    Note: Selecting all emails in the folder or using the Move to Inbox icon may unarchive emails you previously archived using the mark as Done feature.

    Here are the instructions for iOS:

    1. Tap and hold an email in your Archive folder to trigger the selection mode.
    2. In a pop-up menu, tap Select.
    3. Tap Select All at the top right to act on all emails.
    4. After selecting the desired emails, tap the Not Done icon .
    Note: Selecting all emails in the folder or using the Not Done icon may unarchive emails you previously archived using the mark as Done mechanism.
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