Migrate Apple Mail to Mailbird on Mac (2026): Step-by-Step Guide

By the end of this guide, you'll have Mailbird set up as your Apple Mail replacement on your Mac: your accounts connected, folders syncing, and a backup of anything stored only in Apple Mail.

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14 min read
Christin Baumgarten

Operations Manager

Oliver Jackson
Reviewer

Email Marketing Specialist

Abdessamad El Bahri
Tester

Full Stack Engineer

Authored By Christin Baumgarten Operations Manager

Christin Baumgarten is the Operations Manager at Mailbird, where she drives product development and leads communications for this leading email client. With over a decade at Mailbird — from a marketing intern to Operations Manager — she offers deep expertise in email technology and productivity. Christin’s experience shaping product strategy and user engagement underscores her authority in the communication technology space.

Reviewed By Oliver Jackson Email Marketing Specialist

Oliver is an accomplished email marketing specialist with more than a decade's worth of experience. His strategic and creative approach to email campaigns has driven significant growth and engagement for businesses across diverse industries. A thought leader in his field, Oliver is known for his insightful webinars and guest posts, where he shares his expert knowledge. His unique blend of skill, creativity, and understanding of audience dynamics make him a standout in the realm of email marketing.

Tested By Abdessamad El Bahri Full Stack Engineer

Abdessamad is a tech enthusiast and problem solver, passionate about driving impact through innovation. With strong foundations in software engineering and hands-on experience delivering results, He combines analytical thinking with creative design to tackle challenges head-on. When not immersed in code or strategy, he enjoys staying current with emerging technologies, collaborating with like-minded professionals, and mentoring those just starting their journey.

Migrate Apple Mail to Mailbird on Mac (2026): Step-by-Step Guide
Migrate Apple Mail to Mailbird on Mac (2026): Step-by-Step Guide

By the end of this guide, you’ll have Mailbird set up as your Apple Mail replacement on your Mac: your accounts connected, folders syncing, and a backup of anything that lived only on your device in Apple Mail. Plan one focused session for the hands-on steps; large mailboxes may keep syncing in the background afterward. Difficulty: easy for IMAP/Exchange accounts, moderate if you have POP or “On My Mac” mailboxes.

What’s new

Mailbird became available on the Mac App Store on . What it means for you: you can install and update Mailbird through the App Store, then connect your existing accounts and let your mail sync into your new Mailbird setup. 1 2

Key takeaways

  • You need a Mac running macOS 14.0+ to install and run Mailbird for Mac. 2
  • IMAP/Exchange accounts are the easiest to move: connect the same accounts in Mailbird and let mail sync.
  • Back up anything stored only in Apple Mail (especially “On My Mac” mailboxes) by exporting mailboxes as .mbox packages. 3
  • To make local Apple Mail messages appear in Mailbird, upload them into an IMAP/Exchange folder first (so they live server-side).
  • Mailbird for Mac doesn’t support POP3, so POP mail needs an archive ( .mbox ) and/or a switch to IMAP with your provider. 4
  • If sign-in fails, IMAP may be disabled or an app-specific password may be required (for example, iCloud, Yahoo/AOL). 6
  • After you’re done, quit Mailbird and back up ~/.local/share/MailbirdNext/ (the Release folder). 10
Table of contents

Before you start

  • Prerequisites: A Mac running macOS 14.0+; sign-in access for each email account (including any work accounts you’re allowed to connect). 2
  • Tools/ingredients: Apple Mail (your current setup), Mailbird for Mac, and a web browser (for enabling IMAP or generating app-specific passwords).
  • Time: One focused setup session, plus background syncing time if you have years of email.
  • Cost range: Free to paid (Mailbird is listed as free on the Mac App Store with optional in-app purchases). 2
  • Safety notes: Don’t delete Apple Mail accounts or mailboxes until you’ve verified Mailbird is synced and you can find your important messages. Export any local mailboxes as a backup, and double-check whether you’re using POP (Mailbird for Mac doesn’t support POP3). 3 4

Step-by-step: migrate Apple Mail to Mailbird

  1. Confirm your Mac meets Mailbird’s requirement. Click → About This Mac and verify you’re on macOS 14.0 or later . If you’re below 14, update macOS first (System Settings → General → Software Update). 2

    Check: About This Mac shows macOS 14.0+.

  2. Inventory what you’re moving in Apple Mail. In Apple Mail’s sidebar, look for anything under On My Mac (local-only mailboxes). Then go to Mail → Settings (or Preferences ) → Accounts and note each account type (IMAP, Exchange, or POP).

    Check: You have a short list of (1) your accounts and (2) any “On My Mac” mailboxes you care about.

  3. Export local Apple Mail mailboxes as a safety backup. In Apple Mail, select a mailbox you want to back up, then choose Mailbox → Export Mailbox… . Save exports to a clearly named folder such as Documents/Mail Backup (YYYY-MM-DD) . Apple Mail exports as .mbox packages. 3

    Check: Your backup folder contains one .mbox package per exported mailbox.

  4. Import Apple Mail to Mailbird: move “On My Mac” mail into a server-synced folder (recommended). If you want those local messages to appear in Mailbird, upload them to an IMAP/Exchange account first: create a new folder under an IMAP/Exchange account in Apple Mail (for example, From Apple Mail ), then drag messages from the local mailbox into that server folder and leave Apple Mail open until the activity finishes.

    If the mailbox is tied to a POP account, you may not have anywhere “server-side” to upload to—and Mailbird for Mac won’t connect to POP3. In that case, use the .mbox backup as your archive and/or switch that account to IMAP with your provider before moving forward. Also note: Mailbird’s import guide lists supported sources and file types, and Apple Mail isn’t listed as a direct import source—so “upload to IMAP first” is usually the cleanest way to bring Apple Mail content into Mailbird. 4 11 3

    Check: You can log into that account’s webmail and see the folder (and messages) you uploaded.

  5. Install and open Mailbird. Install Mailbird from the Mac App Store, then launch it.

    Check: Mailbird opens and you can access Settings and Accounts (or an “add account” screen).

  6. Add your first account in Mailbird (IMAP or Microsoft 365/Exchange). In Mailbird, open Settings (gear icon) → Accounts → Add account . Choose your provider (iCloud, Gmail, Microsoft 365, Yahoo, or “Other email provider”). If auto-detect fails, enter your IMAP/SMTP server details manually. For Microsoft 365 work/school accounts, follow the Microsoft 365 flow to connect as Exchange. 5 14

    Check: You can open the account’s Inbox and see folders beginning to load.

  7. Clear the two most common blockers: IMAP disabled + app-specific passwords. If sign-in fails or you see an “IMAP access is disabled” style error, open your provider’s web settings and do what’s needed:

    • Gmail: Enable IMAP in Settings → Forwarding and POP/IMAP, then make sure system labels you use are set to “Show in IMAP.”
    • Outlook.com: In Outlook web settings, allow devices and apps to use IMAP.
    • iCloud: Generate an app-specific password (requires Apple ID two-factor authentication) and use that password in Mailbird.
    • Yahoo/AOL: Generate an app password and use it in Mailbird.

    Check: Re-adding (or refreshing) the account completes successfully and new mail arrives. 6

  8. Add the rest of your accounts (one at a time). Repeat Settings → Accounts → Add account for each address. After each account is added, send a test email to that address (from another device/account), then reply from Mailbird.

    Check: For each account, you can (1) receive the test email and (2) send a reply.

  9. Turn on Unified Inbox (your Apple Mail replacement setup view). Open Settings (gear icon) → Accounts. Scroll until you see Include in unified account , check the accounts you want, then click Save . 7

    Check: A Unified Inbox view appears and shows messages from the accounts you included.

  10. Recreate your signatures. Open Mailbird Settings → Signatures . Use the built-in Flamingo signature generator (or paste your HTML/text signature), name it clearly, and set it as the default for the right account. 8

    Check: Compose a new email and confirm the correct signature appears before you send.

  11. Set Mailbird as your default email app (so mailto links open in Mailbird). Open Apple Mail → Mail → Preferences (or Settings) → General → Default email reader → select Mailbird for Mac . 9

    Check: Click an email address link on a webpage and confirm Mailbird opens a compose window.

  12. Verify the migration, then back up your Mailbird data. Find 3 “needle” messages (an old email, one with an attachment, and one from a key contact) and confirm you can open them in Mailbird. Then quit Mailbird completely. In Finder, use Go → Go to Folder… and paste ~/.local/share/MailbirdNext/ , then copy the Release folder to a safe location. 10

    Check: Your backup copy includes a Release folder created while Mailbird was closed.

Why this works

For IMAP/Exchange accounts, the server is the “source of truth.” Apple Mail and Mailbird both connect to the same mailbox on the server, so switching clients is mostly about connecting the same accounts. The only tricky part is local-only email (like “On My Mac”); moving it into a server-synced folder first makes it available to any email client that connects later.

Troubleshooting

  • Symptom: Mailbird won’t install from the App Store.
    Likely cause: Your Mac is below the required macOS version.
    Fix: Complete Step 1, then try again.
  • Symptom: An account that worked in Apple Mail won’t add in Mailbird.
    Likely cause: It’s a POP account (or POP-style local storage).
    Fix: Use Step 4: keep a .mbox archive and/or switch that mailbox to IMAP with your provider before switching clients.
  • Symptom: “IMAP access is disabled” / login works in webmail but not in Mailbird.
    Likely cause: IMAP is turned off in provider settings, or your org blocks IMAP.
    Fix: Follow Step 7’s provider checklist (or ask IT to enable IMAP/allow third-party clients).
  • Symptom: iCloud account keeps rejecting your password.
    Likely cause: You’re using your Apple ID password instead of an app-specific password.
    Fix: Follow the iCloud steps in Step 7, then remove and re-add the account.
  • Symptom: Gmail folders/labels are missing or look “wrong.”
    Likely cause: The labels you rely on aren’t set to show in IMAP.
    Fix: In Gmail settings, set key labels to “Show in IMAP,” then restart Mailbird and re-check.
  • Symptom: Unified Inbox is missing (or one account doesn’t show up in it).
    Likely cause: The account isn’t checked as “Include in unified account.”
    Fix: Repeat Step 9 and click Save.
  • Symptom: You can receive mail, but sending fails or messages stay as drafts.
    Likely cause: SMTP/authentication issue, app password issue, or provider security policy.
    Fix: Re-check Step 7 for app passwords/OAuth, then remove and re-add the account to refresh authorization.
  • Symptom: Old mail is missing after the switch.
    Likely cause: Those messages were stored locally in Apple Mail and were never uploaded.
    Fix: Go back to Apple Mail and complete Step 4, then let Mailbird sync again.

Variations

  • Fast switch (IMAP/Exchange only): If you have no “On My Mac” mailboxes and no POP accounts, you can usually skip the export/upload work and just connect accounts in Mailbird (Steps 6–11).
  • “Run both for a week” switch: Keep Apple Mail installed and running alongside Mailbird for 7 days. Use Mailbird as primary, but use Apple Mail as a fallback while you confirm nothing is missing.
  • Archive-first switch: Export mailboxes to .mbox (Step 3), then keep Apple Mail as your “archive viewer” for older mail while you use Mailbird for day-to-day email.
  • Mac + iPhone/iPad setup: Use Mailbird on your Mac, and keep Apple Mail (or another iOS mail app) on mobile. Mailbird is desktop-focused and isn’t currently available for iPhone/iPad. 13

Make-ahead, storage, and scaling up

Make-ahead (so the switch is painless)

  • Create a one-page “account cheat sheet”: email address, sign-in method (password/OAuth/app password), and whether it’s personal or work-managed.
  • If you use iCloud/Yahoo/AOL with two-factor authentication, generate any needed app passwords before you start adding accounts.
  • Screenshot your current Apple Mail sidebar (favorite mailboxes, key folders) so you can recreate your layout quickly.

Storage (your rollback plan)

  • Keep the .mbox exports you made in Step 3 on an external drive (or another backup location you trust).
  • Don’t delete Apple Mail data until you can find those “needle” messages in Mailbird (Step 12).

Scaling up (multiple accounts, multiple folders)

  • Add accounts one at a time, and wait until folders appear for each account before adding the next.
  • If you plan to connect more than one account, confirm your Mailbird plan supports multiple connected accounts (Mailbird’s own setup guide notes the Free plan supports one account). 12
  • Once everything looks right, take a Mailbird backup (Step 12) so you can restore quickly if you move to a new Mac.

Frequently Asked Questions

Will I lose emails when I switch from Apple Mail to Mailbird?

If your account is IMAP or Exchange, your messages are stored on the server, so switching clients is usually just “connect the same account and sync.” The bigger risk is local-only mail (like “On My Mac” mailboxes), which you should export and/or upload before you switch.

Can I import Apple Mail mailboxes (.mbox) directly into Mailbird?

Apple Mail exports mailboxes as .mbox packages, but Mailbird’s built-in import options don’t list Apple Mail as a direct import source. The most reliable approach is to connect the same IMAP/Exchange accounts in Mailbird so mail syncs, and upload any local-only mail into an IMAP folder first. 3 11

Does Mailbird for Mac support POP accounts?

Not currently. If you’re using POP in Apple Mail, switch that mailbox to IMAP/Exchange (if your provider supports it) or keep an exported .mbox archive and migrate what you need into an IMAP account. 4

Do I need an app-specific password for iCloud in Mailbird?

Often, yes. If iCloud rejects your Apple ID password in Mailbird, generate an app-specific password on your Apple account page and use that instead. 6

Why are some Gmail folders/labels missing after I connect Gmail?

This is usually an IMAP settings issue. Enable IMAP in Gmail settings and make sure the labels you rely on are set to show in IMAP, then restart Mailbird and let it re-sync. 6

Can I keep Apple Mail on my iPhone after switching to Mailbird on my Mac?

Yes—if your account is IMAP/Exchange, both apps can stay in sync because they connect to the same server mailbox. On mobile, you’ll use Apple Mail (or another iOS mail app) since Mailbird isn’t currently available for iPhone/iPad. 13

How do I enable Unified Inbox in Mailbird?

Open Settings (gear icon) → Accounts, check “Include in unified account” for the accounts you want, and click Save. 7

How do I back up Mailbird on Mac after I’m done?

Quit Mailbird, then copy the data folder from ~/.local/share/MailbirdNext/ (the Release folder) to a safe location. To restore on a new Mac, paste/overwrite that same folder path. 10

Quick checklist (screenshot this)

  • Confirm macOS 14.0+ (About This Mac)
  • In Apple Mail: list accounts + identify any POP accounts
  • In Apple Mail: export “On My Mac” mailboxes to .mbox
  • Upload local mail into an IMAP/Exchange folder (verify in webmail)
  • Install and open Mailbird
  • Add accounts in Mailbird (one at a time) and test send/receive
  • Enable Unified Inbox (include the right accounts)
  • Recreate signatures
  • Set Mailbird as the default email reader on your Mac
  • Verify 3 “needle” messages (old, attachment, key contact)
  • Quit Mailbird and back up ~/.local/share/MailbirdNext/Release

Sources

  1. Mailbird Blog: “Why We’re on the Apple App Store — And What It Means for You” (Published Sep 9, 2025) — https://www.getmailbird.com/mailbird-apple-app-store-launch-mac/
  2. Apple App Store listing: Mailbird - The Email App (Mac) (compatibility, pricing model) — https://apps.apple.com/us/app/mailbird-the-email-app/id6749447444
  3. Apple Support: Import or export mailboxes in Mail on Mac (mbox export) — https://support.apple.com/en-us/guide/mail/mlhlp1030/mac
  4. Mailbird Support (Mac): How to Check if Your Email Account Is Using IMAP or Exchange in Mailbird Next (POP3 email accounts not supported) — https://nextsupport.getmailbird.com/hc/en-us/articles/7861067284375-How-to-Check-if-Your-Email-Account-Is-Using-IMAP-or-Exchange-in-Mailbird-Next
  5. Mailbird Support: IMAP Support in Mailbird Next (auto-detect + manual setup) — https://nextsupport.getmailbird.com/hc/en-us/articles/7751848211991-IMAP-Support-in-Mailbird-Next
  6. Mailbird Support: How to enable IMAP for your email account in Mailbird (Gmail/Outlook/iCloud/Yahoo/AOL + app passwords) — https://support.getmailbird.com/hc/en-us/articles/39932264536087-How-to-enable-IMAP-for-your-email-account-in-Mailbird
  7. Mailbird Support: Unified Inbox in Mailbird Next (Mac) — https://nextsupport.getmailbird.com/hc/en-us/articles/26319534760855-Unified-Inbox-in-Mailbird-Next
  8. Mailbird Support: Create an email signature using Flamingo (Mailbird Next) — https://nextsupport.getmailbird.com/hc/en-us/articles/31222312419479-How-to-Create-a-Signature-Using-Flamingo-in-Mailbird-Next
  9. Mailbird Support (Mac): How to Set Mailbird for Mac as Your Default Email Client — https://nextsupport.getmailbird.com/hc/en-us/articles/8547561736727-How-to-Set-Mailbird-for-Mac-as-Your-Default-Email-Client
  10. Mailbird Support: How to back up your email data in Mailbird Next — https://nextsupport.getmailbird.com/hc/en-us/articles/7754693820951-How-to-back-up-your-email-data-in-Mailbird-Next
  11. Mailbird Support: How to import accounts and emails (import sources & supported file types) — https://support.getmailbird.com/hc/en-us/articles/220108247-How-to-Import-Accounts-and-Emails-to-Mailbird
  12. Mailbird Blog: How to combine multiple email accounts into one inbox (plan/account guidance) — https://www.getmailbird.com/combine-multiple-email-accounts-into-one-inbox/
  13. Mailbird Blog: Mailbird vs Apple Mail (2026) (platform availability notes) — https://www.getmailbird.com/mailbird-vs-apple-mail/
  14. Mailbird Support: Connecting Exchange (Microsoft 365) accounts in Mailbird Next — https://nextsupport.getmailbird.com/hc/en-us/articles/32209657175703-Connecting-Exchange-Accounts-in-Mailbird-Next