How to Save Apple Mail Emails to Notion

Apple Mail doesn't have plugins or extensions for Notion. The way to get emails from Mail into a Notion database is email forwarding — forward an email to your Quicktion address, and it shows up in Notion with subject, body, sender, date, and attachments mapped to your database properties.

Manual Forwarding from Apple Mail

The fastest way to start. No setup beyond creating a Quicktion destination.

Mac (Mail app)

1. Open the email you want to save
2. Click Forward (or press Cmd+Shift+F)
3. Paste your Quicktion forwarding address in the To field
4. Click Send

iPhone / iPad

1. Open the email
2. Tap the Reply arrow, then tap Forward
3. Enter your Quicktion address
4. Tap Send

This works the same as forwarding from any email client — Outlook, Thunderbird, or anything else that can send email. For a broader look at all methods, see our guide on how to save emails to Notion.

Setting Up Apple Mail Rules

If you want to automate the process, Apple Mail rules can forward matching emails to your Quicktion address without manual intervention.

1. Open Mail on your Mac
2. Go to Mail > Settings (or Mail > Preferences on older macOS versions)
3. Click the Rules tab
4. Click Add Rule
5. Name the rule (e.g., "Forward invoices to Notion")
6. Set your conditions:
   • From contains a specific sender
   • Subject contains a keyword (e.g., "invoice", "receipt")
   • Any recipient contains a specific address
7. Set the action: Forward Message to your Quicktion forwarding address
8. Click OK

Example Rules

Forward all emails from a client:

• Condition: From contains @clientdomain.com
• Action: Forward Message to your CRM Quicktion address

Forward newsletters to a reading database:

• Condition: From contains newsletter@ or Subject contains digest
• Action: Forward Message to your Newsletter Quicktion address

Forward receipts and invoices:

• Condition: Subject contains receipt or Subject contains invoice
• Action: Forward Message to your Receipts Quicktion address

The Catch: Apple Mail Rules Run Locally

This is the most important thing to know. Apple Mail rules run on your Mac, inside the Mail app. They are not server-side.

That means:

• Mail must be open. If the app is closed, rules don't trigger. Emails queue up and get processed the next time you open Mail.
• Your Mac must be awake. A sleeping or shut-down Mac won't process rules.
• Rules don't run on iPhone or iPad. iOS and iPadOS Mail has no rules engine. Only macOS Mail supports rules.

This is different from Outlook Web rules, which run server-side on Microsoft's servers whether your computer is on or not. With Apple Mail, you need to keep your Mac running with Mail open for rules to work continuously.

If you need rules that fire 24/7 without keeping a Mac on, consider using a Gmail account with server-side filters and the Quicktion Gmail add-on — Gmail filters run on Google's servers regardless of whether any device is open.

Setting Up the Notion Side

Step 1: Create a Quicktion Destination

1. Sign up at quicktion.io
2. Connect your Notion workspace
3. Create a destination and pick your target database
4. Map email properties (subject, sender, date, body, attachments)
5. Copy your unique Quicktion forwarding address

Step 2: Set Up Your Database

A good email archive database in Notion might look like:

You can also set default values on your destination — for example, every email forwarded through a specific address gets Source = "Apple Mail" or Status = "New" automatically.

Step 3: Test It

Forward a test email from Apple Mail to your Quicktion address. Check your Notion database to confirm the email appears with the right properties.

What Gets Saved

Quicktion extracts and maps these fields from forwarded emails:

• Subject — the email subject line
• From — sender name and email address
• Date — when the email was sent
• Body — full email body with formatting preserved
• Attachments — files are uploaded and linked in your Notion page

You control which Notion properties each field maps to when you set up your destination. Quicktion reads your database schema and suggests mappings automatically.

Get Started

Sign up for Quicktion and create your first destination. Forward an email from Apple Mail to test it, then set up a Mail rule if you want to automate the process. The whole thing takes about five minutes.