Sent Items Organizer User`s Manual
Contents
1. Right click anywhere in the grid area to add and right click on a row to edit or delete C Ignore CC ed recipients when examining the email Figure 5 Associate Contacts Mode Window in Outlook 2013 Sent Items Organizer Copyright 2008 2014 Sperry Software Inc Page 6 This tab provides options for specifying where to file the email when you are sending to people that are in your address book To associate an address to an Outlook folder right click in the grid area and choose Add This will bring up a window that allows you to specify addresses and the Outlook folder where the emails will go when sending to any of those addresses Like the Keyword mode you can have as many of these sets of addresses and associated Outlook folders as you like Note that when you select more than one email address for a particular Outlook folder the email addresses are separated by semicolons This is expected i e you do not separate addresses with a comma like the keywords above You can use wildcards in the email addresses as well to force all emails going to a particular domain to one folder For instance if you need to save all emails going to the Fabrikam Company to your Outlook Fabrikam Project folder then just specify this Associate Contact Contact fabrikam com Folder Mailbox Sales Mnbox Fabrikam Project Figure 6 Sample Associate Contact Entry on Outlook 2013 This w2. t require it Configuring the Add in Once the installation is complete you are ready to use Sent Items Organizer When you open Outlook you will notice a new button Sperry Software Add ins added to the toolbar Eb a Inbox mattristine gmail com Outlook y O X HOME SEND RECEIVE FOLDER VIEW Norton Sperry Software a Sperry Software Sperry Software Add Ins A Figure 1 Toolbar on Outlook 2013 Clicking this button displays the Sperry Software Add ins configuration screen It is on this screen that settings are made to control the add in s functionality Sent Items Organizer Copyright O 2008 2014 Sperry Software Inc Page 2 General Settings Tab Installed Add Ins Add In Configuration I General Settings Confirmation Mode Keyword Mode Associate Contact lt 4 gt Settings ltems Organizer Process the sent emails in the following order 1 Process emails according to the Confirmation Mode settings 2 Do nothing with the email keeping it in Sent Items 3 Do nothing with the email keeping it in Sent Items 4 Do nothing with the email keeping it in Sent Items Be sure that you have specified how to file the sent emails on the individual tabs above Advanced Options Advanced Settings Organize Previously Sent Emails Email Subject Figure 2 General Settings Window on Outlook 2013 To begin using the add in it s best to set up the keywords and or contacts for each of the meth
3. Sperry Sent Items Organizer i Software X hs Fast Easy Productive eee User s Manual ME E a a iden een ea cnesea deen etein deen et ea ca cia et ea ee ee en ea cn cn stn s even ste s eden eben cn cn snes cn cn enwncecnescnesce 2 Configuring the ACC IN ccccccccccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeness 2 General Settings Tab ccccccnnnnnnnnnnnnnnnnnnnnnnnnononnnnnn nn nn E EERE EEE E EEE RAR RRA nsss EEE EEEE ELLE EE ssns nnn 3 contirmation Mode TaD arctecevecctecctevevecccccecececccecececccccccececececedecccececdcecececececececccececedeccdcecdcdcdccadsdnducesecmecesss 4 CM a 5 Associate Contacts Mode Tab scccscecacecacecadccedededecadededcncdededccedededccedcdedededededencsdededecedededesadedededcdededcdsdesecesececss 6 OUD ES MOON LS sota ee oa nese wales coe a a ota ate ava we esa Rd a a e 8 Sent Items Organizer Copyright 2008 2014 Sperry Software Inc Page 1 Welcome Thank you for choosing the Sent Items Organizer add in created by Sperry Software This add in keeps your email life organized by automatically filing your sent items into the appropriate folders It works based on who you re sending to specific keywords or it can be set up to prompt you each time where to save the email It can even do all three and you decide which of the method rules runs first Like all Sperry Software add ins it works with Microsoft Exchange Server but doesn
4. ill cause emails sent to for example joe fabrikam com and accounting fabrikam com to go to the Fabrikam project folder Again just like the Keyword Mode you can edit or delete any items by right clicking on a row Sent Items Organizer Copyright O 2008 2014 Sperry Software Inc Page 7 Troubleshooting Q I m having trouble and need to start over with installing What can do A Follow these instructions http www sperrysoftware com kb questions 98 1427m having problems 2C and I need to reinstall my add ins from a clean start How do l do this 3F Q The Sperry Software Add ins button is not visible A Run the add in Reset tool The add in reset tool among others can be downloaded from http www sperrysoftware com outlook tools as Q How can we contact you for more help A For help on more in depth issues check out our Knowledge Base Sent Items Organizer Copyright O 2008 2014 Sperry Software Inc Page 8
5. od rules according to the way you need to work Once each of the methods have been set up then you can decide the priority of the method rules by going to the General Settings tab and select each of the methods in turn 1 4 Note that you can keep any of the 4 choices as Do nothing with the email keeping it in Sent Items to effectively turn that option off Selecting the Advanced Settings button will open up a new window with some advanced user options Those include overriding the default send button with these settings moving the emails instead of copying them and index settings for Exchange Public Folders After you ve selected the methods you might want to run the add in on all the email you ve sent so far To do that click the Run Now button You ll have to apply your changes if you haven t already Sent Items Organizer Copyright O 2008 2014 Sperry Software Inc Page 3 before processing can begin The add in will begin moving your messages to the appropriate folders and the progress bar will begin to slide across the window so you can monitor how long it s going to take Note that a cancel button will appear where the Run Now button is you can cancel the operation anytime you need to but there is no undo function so the emails that have been moved already will be in there new location Therefore before performing a Run Now operation make a copy of your Sent Items folder so you can start o
6. ords and placed into the corresponding folder Keyword Ooo Fede Right click anywhere in the grid area to add and right click on a row to edit or delete Figure 4 Keyword Mode Window on Outlook 2013 Sent Items Organizer Copyright 2008 2014 Sperry Software Inc Page 5 This tab provides options for specifying where to file the email when it has a keyword in the subject or body e To add a new keyword right click anywhere in the grid area and choose Add This will bring up a window that allows you to specify a set of keywords and the corresponding Outlook folder where the emails will go when any of those keywords are found You can have as many of these sets of keywords and associated Outlook folders as you like This is useful for those situations where you work on more than one project at once but frequently answer emails concerning more than one project e Simply add the keywords separated by commas they are always case insensitive and choose the Outlook folder where the emails containing these keywords should go The keywords accept wildcard characters the asterisk and the question mark e After you ve entered a row you can come back and edit or delete any item by right clicking on that row Associate Contacts Mode HETE fou n Ree ae eee ore dor recta When the Send button is clicked the recipient list is checked and if there s a match the email is moved to the appropriate folder
7. t 2008 2014 Sperry Software Inc Page 4 If you choose the 2 method then you also have the ability to save the email to a separate folder when sending from an Outlook mailbox that is different than the default You can filter emails that come from two other mailboxes To set up the From account type in the name of the From mailbox or the email address Then click on the Choose Outlook Folder button to select the folder where the emails should go That s it The next time you send an email from that other account it will appear in the folder you selected rather than your regular Inbox Having this feature makes it easy for groups of people to work together so that the emails all appear in the Sent Items folder of that other mailbox which is probably shared among several people You can add multiple From accounts if they are all going to the same Outlook folder with semicolons they re case insensitive and use can use wildcards to cover entire domains just like the other fields in the add in Note that you can still select your regular Sent Items in the Always save items to this folder box and just shunt the emails that you send from the other mailboxes sent to their respective folders Keyword Mode E J D Seth Popia Keyword Mode Settings Here you can associate keywords like project titles project ids or any other keywords with different folders When the Send button is clicked ani scanned for these keyw
8. ver if necessary or at least make sure you have recent backups Confirmation Mode Installed Add ins Add In Configuration General Settings Confirmation Mode Keyword Mode Associate Contact 4 gt Confirmation Mode Settings When sending clicking on the Send button will result in one of these two actions being performed Choose how you would like to have the add in operate 3 Sent ltems Organizer Always prompt for the Outlook folder Always save items to this folder Choose Outlook Folder if the checkbox below is on then emails sent from Shared Mailboxes and non default Accounts will go into their respective sent items folders f there are no matches then they will go to the Outlook folder specified above v Emails sent from shared mailboxes go into their respective Sent Items if you want to force emails to go into a folder other than it s associated sent items folder then you can specify an ovenide here Manage Overnides Figure 3 Confirmation Mode Window on Outlook 2013 This area allows you to set a prompt to occur that will prompt you each time an email is sent as to where to save it useful for people that have a large number of projects or assignments that need to be saved in different folders or it can be set to always save your Outlook emails to the folder of your choice which is good for say architects or engineers that work on one project for months at a time Sent Items Organizer Copyrigh
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