file messages

Filing messages in your inbox (or any other folder) is done using the following procedure:

• Select the message to be filed
• Click the File Message button to open the main dialog
• If the location where you wish to file the message is in the list select it. Once a folder is selected the File Message button will enable. eMail Manager will try and identify the type of location (file system folder or outlook folder) and the automatically select the type in the location box. If eMail Manager incorrectly identifies the location type the software will generate an error when attempting to file the message so you should manually set the type. If the location you wish to file the message is not already in the list the select the type of location and click Browse… to select either an Outlook (or Exchange) folder or a folder within your file system. The target folder will be added to the Message Location list where you can select it. Once a folder is selected the File Message button will enable.
• Select the desired workflow for the way attachments should be handled when saving the message and click File Message.

Filing multiple messages follows the same procedure. However, by default only Workflow 1 is available in batch mode.

When sending messages eMail Manager detects new messages in the sent items folder and pops open the dialog to handle the message. If you click Do not file message on 5 consecutive messages you will be prompted to stop monitoring sent items until Outlook is restarted.

When deleting message from Outlook or after filing a copy into the file system eMail Manager moves the message to a custom folder called Deleted Items (eMail Manager). This folder should be regularly emptied in order to keep the size of your Exchange Mailbox or PST file under control. If this folder is accidentally deleted then restart Outlook to recreate it. You will receive a prompt during the shutdown of Outlook to empty this folder.

workflows

eMail Manager offers 3 workflows for handling attachments when filing messages.
 

Workflow 1 keeps any attachments within the email when filed. This is the default method when filing incoming messages or in batch file  mode.

Workflow 2 files messages and attachments separately. If you are filing the message into the file system you will be asked if you want to  save the attachments to the same folder as the message. If you click No then you will be able to browse to a folder to save the attachments. If  you are filing your messages to an Outlook folder then you will  automatically be presented with a location to save the attachments in the file system.

Workflow 2 removes attachments from the save message and replaces then with a text file attachment containing a list of the attachments that have been removed from the message and filed elsewhere.

Workflow 3 works in a similar manner to workflow 2 when filing  incoming messages except filed attachments are left within the message  and not deleted.

When filing sent items this workflow changes slightly and will simply remove the attachments replacing them with a REMOVED_ATTACHMENTS.txt file.  This idea behind this workflow is that if you are emailing files to people you probably already have those files stored in your file system and may not want to duplicate storage. This feature can be turned off by selecting the 'Always embed attachments for outgoing message' option in the settings dialog.



Note that embedded attachments such as images pasted directly into the body of the message are not treated as attachments and will always remain embedded in the message.

msg filename formatting

The settings dialog now allows the format of the saved .msg filename to be edited.

The following codes are available:

• <sent> - date and time the message was sent in reverse format for chronological saving e.g. yyyy-mm-dd_hh-mm
• <sent_yy> - year the message was sent
• <sent_yyyy> - year the message was sent
• <sent_mm> - month the message was sent
• <sent_dd> - day in the month message was sent
• <sent_hh-mm> - time the message was sent e.g. hh-mm
• <sent_hh.mm> - time the message was sent e.g. hh.mm
• <sent_hh-mm12> - time the message was sent in 12 hour format e.g. h-mm AM/PM
• <sent_hh.mm12> - time the message was sent in 12 hour format e.g. h.mm AM/PM
• <from> - who the message was sent by (display name)
• <from_email> - who the message was sent by (real email address). If the email address is an Exchange email address (sender on same local Exchange server) then the display name is used instead.
• <subject> - subject line of the message
• <$[nn]subject> - subject line of the message where nn is the length of the subject line to use in the filename. nn must be 2 digits, e.g. 09, 20
• <type> - direction of the message incoming = in or outgoing = out - NOTE: email manager only detects outgoing messages if they are filed as they are sent.
• <TYPE> - as above but in uppercase

All of the available filter codes are available in the drop down list within the application.

You can input any email filename in the settings form using these fields. Some examples:

This filter:

<sent>_[<TYPE>]_<from_email>_<subject>.msg

Would be saved as:

2011-02-05_10-06_[OUT] This e-mail address is being protected from spambots. You need JavaScript enabled to view it. This e-mail address is being protected from spambots. You need JavaScript enabled to view it _RE: Outlook email manager.msg

This filter:

<sent> - <TYPE> - <from> - (<subject>).msg

Would be saved as:

2011-02-05_10-06 - OUT - Russ Green - (RE: Outlook email manager).msg

file folder

eMail Manager can file all messages in an Outlook folder and sub-folders to a chosen file system folder using the File Folder command.

Within the File Folder dialog you can choose the target folder and the filename filter. The default filter is as set in settings but this can be overridden.

After each message is saved the option exists to delete the message to the Deleted Items (eMail Manager) folder or the leave the message in its existing folder. If Delete mail after filing is not ticked then the message is not deleted but flagged that it has been filed so eMail Manager knows not to file it again the next time File Folder is used on the folder.

Within the Settings dialog there is an archived and retained category. If this is set the File Folder changes the colour category of the messages not being deleted as they are filed so you can visually see what messages have been process.

Any Outlook colour categories can be used including custom categories.

Filed messaged are then clearing visible within Outlook.