Switching from Apple Mail to Kanmail
Apple Mail is free, built-in, and fine for light use. People outgrow it when they’re juggling several accounts, drowning in volume, or want a workflow rather than a chronological list, and when they want the same client on Windows or Linux, not just Apple devices. Here’s how to move to Kanmail.
What changes when you switch
| Apple Mail | Kanmail | |
|---|---|---|
| Cost | Free | One-time purchase (free, unlimited trial) |
| Platforms | macOS / iOS only | macOS, Windows, Linux |
| Layout | Chronological list + folders | Kanban board, drag email through columns |
| Tracking protection | “Protect Mail Activity” proxies pixels | Strips tracking pixels, hides remote images |
| Multi-account | Unified inbox (list) | Unified board, per-account colours |
Honest trade-offs: Apple Mail is free and has iOS apps; Kanmail is a paid desktop client with no mobile app. What you gain is the board workflow, cross-platform desktop support, stronger default tracking protection, and a genuinely unified multi-account view.
Your email is safe → nothing to export
Your mail lives on your providers’ servers (iCloud, Gmail, etc.), not locked inside Apple Mail. Connecting Kanmail to the same accounts brings it across automatically — no export, no import, no risk to existing mail.
Steps
- Download Kanmail from kanmail.io and install (free to try, no time limit).
- Add your accounts:
- iCloud → manual setup with an app-specific password from your Apple ID page (Apple requires 2FA). (IMAP setup →)
- Gmail → Sign in with Google
- Outlook / 365 → Sign in with Microsoft
- Mail loads from each provider into one board, each account colour-accented.
- Set up columns for your workflow, e.g. To Do, Waiting, Later & Done, instead of one long chronological list. (Boards & Columns →)
- Keep Apple Mail installed until you’re comfortable; there’s no rush and nothing to lose by running both for a few days.
After you switch
- Turn on per-sender colours so important mail stands out.
- Learn three keyboard shortcuts to triage fast.
Questions? Email hello@oxygem.com.