Filing |
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Filing |
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If configured during installation, the user can set each of the following preferences for filing. These will then be used by default each time a message is filed. To change the default preferences during the filing of a message, use the Options pane and select "Change defaults".
Sent messages
When selected, Mail Manager will prompt the user to file any sent message i.e. the "File message" window will appear before the message is sent.
Received messages when closing an opened message (requires restarting Outlook)
When selected, each time the user closes a message window the filing window will appear.
Meeting requests and responses
When selected, Mail Manager will prompt the user to file any meeting requests or responses
Skype for Business/Lync conversation history (requires restarting Outlook)
When selected, Mail Manager will prompt the user to file conversations when saved by Outlook i.e. the "File conversation" window will appear shortly after the conversation is saved.
When selected, Mail Manager will dynamically create the specified number of Outlook sub-folders directly below the users Inbox based on recently filed to. Any messages moved or copied into these folders will be filed automatically.
Note: Unless "Pinned" the list of folders will change based on the most recently filed to locations.
Move to 'Filed Items'
Once a copy has been filed the original will be moved to the Outlook folder called Filed Items.
Move to 'Deleted Items'
Once a copy has been filed the original will be moved to the Outlook folder called Deleted Items.
Append filed date & time to subject line
The subject line of the original message will be modified to indicate when it was filed.
And file the message I'm replying to
After sending a reply to a message, the message you are replying to will also be filed into the same location.
Send a link to the filed item after filing
Rather than forwarding or copying a message on to others and creating duplicates, Mail Manager can be used to file a single message and automatically generate a notification email containing links to the message (once filed). This "lightweight" email can be sent to other colleagues. Upon receipt the colleagues can select the links to open the filed message. The default font used for the notification email can be controlled as required.
Mark item subject as Reviewed
To identify to other colleagues that you have reviewed or seen the message, in a similar way that you might initial or sign a paper document, you can update the subject line to include when you reviewed the message. The precise wording used can be configured via the Filename patterns.
Notes:
| • | Using this feature may cause duplicates i.e. if someone else files the same message. |
| • | Applied to received messages only, not message you send. |
Add filed category
To visually identify filed and non filed items by a coloured category i.e. 'Filed by Mail Manager'
Note; The filed category is enabled by default only applied to the item in the user's mailbox
When attachments are included in the message the following default actions are available:
File message with attachments:
File message and copy attachments:
File attachments only:
Also see: Filing attachments
To enable the use of categories in the Filing window, select the Update... button.
Using the Categories Editor Add, Edit or Delete the categories you require:
Select OK to save
Note: Categories can be shared with users via Admin Preferences
A "Shared Configuration Folder" is used to centrally control user preferences and filing locations.
When required the path can be copied to the clipboard.
Enable filing by double clicking desired location in the Mail Manager filing dialog
When selected, this allows the users to double-click the filing location to quickly file the message using the default options.
Show the collection name in the quick file menu
When enabled descriptions in the quick file menu will be prefixed with the collection name
Only file using the filing dialog
When enabled "File Email" will open the filing dialog i.e. the quick file menus will not be available.
Always show filing options
When selected, the Filing Options pane will always be expanded (only available when the "Always file emails with filing dialog" preference is enabled).
Disable "Send Only" button
When selected together with the "Prompt to file sent messages" it will ensure all sent messages are filed.
Use UTC for filing time
Used to avoid filing duplicates when Mail Manager users are located in different time zones.
When enabled, the sent, received and filing date and times are based on UTC rather than local time.