Filing (Admin)

 

In use:

·    Edit each preferences as required.

·    Select Refresh against each preference to ensure changes are applied to users machines.

·    If required, select Lock to prevent users changing a preference.

·    When complete choose the Save button. Changes will only be applied to those users where the Shared Configuration Folder has been implemented, see step 6 (Multiple PC installations).

 

Changes can be made at any time e.g. during testing or any time after Mail Manager has been deployed.

 

 

 

 

Prompt me to file:

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

 

After filing:

 

Add filed date & time to subject line, but don't move

The subject line of the original message will be modified to indicate when it was filed.

 

Move to 'Deleted Items'

Once a copy has been filed the original will be moved to the Outlook folder called Deleted Items.

 

Move to 'Filed Items' an Inbox sub-folder

Once a copy has been filed the original will be moved to the Outlook sub-folder called Filed Items.

 

Move to Filed folders, multiple Inbox sub-folders with the same description as the filing location

When enabled, Mail Manager will dynamically create sub-folders in your Outlook Inbox (Filed folders), naming them with the description of the filing location.

After filing, messages are moved to a Filed folder with the same description as the filing location and the 'Filed by Mail Manager' category is applied.

Messages moved manually (drag and drop) or using Outlook rules into a Filed folder will be filed automatically.

Sent messages will also be moved to Filed Folders after filing.

 

Assign an existing Outlook folder as a Filed folder

Right-click on an existing Inbox sub-folder and select Assign as a Mail Manager Filed folder. All messages in the folder will be automatically filed.

 

Unassign a Filed folder

Right-click on a Filed folder and select Unassign as a Mail Manager Filed folder.

 

Search ALL filed messages

Right-click on a Filed folder and select Search ALL filed messages to open the Mail Manager Search window.

 

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

 

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.

Notes:

·    Using this feature may cause duplicates i.e. if someone else files the same message.

·    Only applies to received messages, not messages you send.

 

 

Attachments:

These preferences determine which options are available to the user when filing messages that contain attachments.
Select the various options as required.

 

Also see: Attachments

 

 

 

Categories:

 

 

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 will be available to all users via the filing window options.

 

 

 

Shared Configuration Folder

Disable editing of the path

When selected, users of a per-user installation won't be able to edit the path

 

 

 

Other settings

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.

 

Include the collection name when listing filing locations

When enabled, descriptions of Filed folders and quick file menus 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.