About Filing Locations

Tools for Managing Collections

	New	Create and add a new collection, select a name for the collection and the folder where it will be saved
	Add	Adds an existing collection to the list
	Save	Saves the selected collection and any changes made to the collections or locations.
	Save All	Saves changes to all collections
	Save As	Saves a copy of the selected collection
	Explore	Opens the folder containing the selected collection
	Remove	Removes the selected collection from the list
	Move	Used to move the collection to another folder
	Rename	Renames the selected collection
	Close	Close the selected collection
	Loaded	The collection is loaded for use. Select the icon to toggle between loaded and unloaded
	Unloaded	The collection is unloaded and not available for use. Select the icon to toggle to loaded to make available

 

Tools for Managing Filing Locations

	Add	Opens the Add a location when filing to create a new filing location
	Select All	Selects all the visible filing locations
	Cut	Cut the selection and put it on the clipboard. Can be used to move locations from one collection to another.
	Copy	Copy the selection and put it on the clipboard. Used to copy filing locations from one collection to another.
	Paste	Paste the contents of the clipboard. After using the Cut tool, this can be used to paste a location from one collection to another.
	Explore	Opens the location folder with Windows Explorer (only available with file system folders)
	Undo	Used to undo recent changes
	Redo	Used to redo changes made using the undo feature
	Delete	Delete the selected locations from the collection
	File and Search	The selected location is available during filing and searching.
	Search	The selected location is only available during searching
	Edit Description	Edit the description
	Add Suffix	Adds a suffix to the description of the selected location
	Add Prefix	Adds a prefix to the description of the selected location
	Edit Path	Opens the collection file with the selected location allowing you to edit the description or path
	UNC	Change from using a drive letter to a UNC path
	Drive	Change from using a UNC path to a drive letter
	Append & Create	Append additional folders to the selected paths and create new folders as required
	Use folder name	Use the name of a folder from the path in the selected description (toggle through the folder names using the arrows)

 

Other Tools

	Find	Find text within the description, path or both
	Replace	Replace text within the description, path or both. Also used to edit multiple locations.
	Help	Help resources

1. From an Outlook folder select a message or messages to be filed

2. Select the "File Email" button from the Mail Manager ribbon or toolbar or right-click and select the "File Email" option

3. Select the "Add" button

4. The Add Location window will appear

1. From Windows Explorer select the folder to be added to Mail Manager, right-click and choose Add Mail Manager Location

   

2. The "Add Location" window box will appear

Outlook must be open to use this feature.

Available from version 12.1: Mail Manager will recognize that the location is a locally synced SharePoint location and convert the local path to the corresponding SharePoint URL so that all users with access to that location within SharePoint will have access to the newly created folder to file and search.

1. Navigate to Tools > Locations from the Mail Manager toolbar in the Outlook Ribbon

2. Select the collection that you want to add a location to and select the "Add Location" Button

   

3. The "Add Location" window box will appear

1. You can drag and drop single or multiple folders from File Explorer directly on to the Locations tool.

2. To view or edit the description of the added locations, select the New/Modifed items link on the status bar

   

3. When complete select the Show all link

1. Navigate to Tools > Locations from the Mail Manager toolbar in the Outlook Ribbon

2. From File Explorer drag and drop multiple folders (e.g. the root folders for each project) on to the right-hand pane of the Locations tool

3. Select the added folders e.g. highlight, right-click and choose Select All

4. From the ribbon select Edit Path > Append & Create

5. Enter the name of sub-folder/s – if the sub-folders don’t already exist they will be created e.g.

   

6. Select "Start"

Text File (.csv)

1. Create a .csv that contains a single location (Path, Description) per line e.g.

   

2. Choose a collection from the collections list

3. Drag and drop the .csv file from Windows Explorer onto the list of filing locations

4. The descriptions and paths will be populated automatically e.g.

   

5. Save the collection as required.

If the path is not available a warning symbol will be displayed in the Status column