Attachment Save User`s Manual
Contents
1. to the Attachment Save icon e The When to Save Attachments frame allows you to choose to have all email attachments saved automatically or enable a hotkey and or toolbar button so you can quickly save attachments from selected emails manual mode You can enable both modes at the same time e The Filtering Rules frame allows you to choose to Save All Attachments or save only those that match the criteria you specify Save only those that match options which accept Attachment Save Copyright 2008 2014 Sperry Software Inc Page 4 wildcard characters and are not case sensitive must match in order to have Attachment Save process the email Note that you can force the add in to only examine emails that have attachments over a certain size or older than a certain number of days Attachment Save Copyright 2008 2014 Sperry Software Inc Page 5 Overall Settings 2 Tab Installed Add ins Add In Configuration Overall Settings 1 0 Attachment Save Where to save the attachment s Choose Folder C Users Win8Venus Documents Saved Attachments Save Options Automatically rename file Rename Options C Overwrite existing files Mimic Outlook folder structure After Processing Prompt to save files when saving manually Mark email as read Keep email as unread Delete email _ Execute a program after saving the attachments This tab provides options for specifying what to do with the email2. when an attachment is removed and what to do with the attachment e The Where to save the attachment s option specifies the root Windows folder where the attachments will be saved Attachment Save will not function until this folder is chosen e The Save Options frame specifies options that apply to the general operation of the add in as the emails or attachments are saved e Automatically rename file If this is checked duplicate files will not be overwritten when a new email or attachment is saved When duplicate names are found a new file name will be created by appending to the email attachment filename a dash followed by a number 1 2 etc For example an attempt to save multiple files named Expenses xls would result in files named Expenses xls Expenses 1 xls Expenses 2 xls etc That said you can press the Rename Options button to rename the attachment according to parameters contained in the email for Attachment Save Copyright 2008 2014 Sperry Software Inc Page 6 instance by the sender s name the sender s email address etc This flexibility is controlled by the use of keywords in brackets in the template filename If you choose to check the Overwrite existing files checkbox subsequent email attachments with the same name will simply overwrite the previously saved file e Mimic Outlook folder structure The Mimic Outlook folder structure organizes your Windows folder
3. 14 Sperry Software Inc Page 9 Utilities Tab Installed Add ins Add In Configuration Overall Settings 1 Overall Settings 2 Qa Attachment Save Tools for Working with Emails and Attachments Process already received emails Update URL Utility Undo All This area provides utilities for processing attachments on existing emails All the utilities use the settings in the previous tabs e Process Now Click to process the attachments on emails already received e Update Now Click to update the URL links for attachment files that have been moved e Undo Now Click to undo attachment saves and return the attachments to their corresponding emails Attachment Save Copyright 2008 2014 Sperry Software Inc Page 10 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 I 27m having problems 2C and l need totreinstall my add ins from atcleantstart tHow dotl do this 3F Q The Sperry Software Add ins button is not visible A Run the Add ins 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 Attachment Save Copyright 2008 2014 Sperry Software Inc Page 11
4. Software Add ins added to the toolbar Inbox Microsoft Outlook File Edit View Go Tools Actions NOD32 Help gA New r 3 r 2 i Reply I Reply to All i Forward e y amp LA Send Receive gt Dy Search address books M E B Sperry Software Add Ins ee Outlook 2007 Seo FILE HOME SEND RECEIVE FOLDER VIEW Sperry Software wa Sperry Save Software Attachments Sperry Software Add Ins 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 Attachment Save Copyright 2008 2014 Sperry Software Inc Page 3 Overall Settings 1 Tab Installed Add ins Add In Configuration Overall Settings 1 Overall Settings 2 Specific Settings Utilities v Attachment Sav Ua S When to Save Attachments _ Automatic Outlook Folders Manual Show Button in Outlook Window Filtering Rules Save All Attachments Save only those that match If Subject Matches Save Attachment C If Filename Matches C If From Matches C If Attachment Size is greater than KB If Received Date is older than 30 days v This area allows you to choose the conditions for saving attachments and specify the Outlook folder that will be monitored e To activate the Add in simply click the On Off box on the left side of the window next
5. Sperry 227 Software Ee Fast Easy Productive L Attachment Save User s Manual WV SI COMMS ise crete ct ci ccc chek ci a eld ea et ea ce ea et ea dc ela et ec dt ele ct ea ee ela ct T 2 Configuring the AC inl cccccccccccceecceccesesecseecesecscececsceeesecececesecececesececcsessenccenesuceseceseceseuasecenededededessss 3 Overall Settings 1 Tab 3 Overall Settings 2 I TTT 4 SECIS CTH ASS allie verececececececececececececececececececececececececececececececececececececececesecececesecececsssesssesesecsececeseceseseses 5 NCHS VM ieectectsctectestnctectictctrctnstrctnctncinstncinctncins nsiacisac sciacsuac aciac sean suas suas acadsnadacadsnas suas seadadaddnassdadsnadsiadsnasdadscacnsnsseszees 7 MOU ES OOUIAB cmc ot sess eee eee cine ace eee tie ese waive ee ota nese wale coe eta eats seco ota a e eva ates sao ets saa Renae 8 Attachment Save Copyright 2008 2014 Sperry Software Inc Page 1 Welcome Thank you for choosing the Attachment Save add in created by Sperry Software This add in allows you to manage the size of your mail folders by automatically removing attachments from your emails and saving them to a location that you specify It can also save your emails in different formats and it works with Exchange public folders or any other shared folders but doesn t require it You can have a link URL added to the email message body that allows you to instantly access the saved attachment When you
6. e let s say you wanted to copy the attachment to the root of your C drive you could type in copy 1 C without the quotes of course Attachment Save Copyright 2008 2014 Sperry Software Inc Page 7 Specific Settings Tab Installed Add ins Add In Configuration Overall Settings 1 Overall Settings 2 Specific Settings Utilities _ Enable saving of emails Email Specific Settings Save emails as Outlook format msg v Note If both emails and attachments are to be saved then the emails are Also save emails as Do not save emails v saved first e with their attachments Enable saving of attachments Attachment Specific Settings Remove attachment from the email Attachment Read Write Status Include a link to the saved attachment Don t change status Insert link at the Bottom w ofthe message O Make file attachment s Retain paperclip icon read only Automatically re attach when composing replies O Make file attachment s _ Always remove attachments in Sent Items read write Always delete attachments in Sent Items Files or File Types to exclude There are two main checkboxes on this tab One turns on the saving of emails and the other turns on the saving of attachments For compatibility with previous versions of the add in the Enable saving of attachments is automatically enabled If you decide to save your emails to your hard drive you will need to specify the format Most customers
7. ot checking this box is useful in those situations where you want to share a networked copy of a document e Always remove attachments in Sent Items is useful for keeping tabs on your Sent Items folder where copies of your attachments are hanging around even though you already have a copy you obtained from somewhere else most likely your own hard drive This option can keep your Sent Items folder clean without much effort on your part If you check the Always delete attachments in Sent Items option also then those attachments that are stripped out of your Sent Items folder are not just removed but deleted as well As always the attachments are sent to the Recycle Bin as opposed to being permanently deleted e Files or file types to exclude allows you to list individual files e g mySignature jpg or file types e g vcf that are off limits to the add in When Attachment Save encounters these attachments it will leave them in place You can specify a particular name or a wild card with a file type Note that in this field like many others in the Sperry Software line of products you can separate multiple entries with a semicolon e Attachment Read Write Status options are Don t change status Make file attachment s read only or Make file attachment s read write This is useful for automatically changing the permissions on the attachments that are sent to you Attachment Save Copyright 2008 20
8. reply to an email or forward an email with a removed attachment the link URL is automatically removed The attachment is replaced if you are forwarding Additional features include a Process Now utility that processes the attachments on your existing emails an Undo utility that reverses out all changes and puts attachments back in place and an Update utility that can update saved attachment links URLs when attachments are moved Additional options include e Retain the paperclip icon on the message even when the attachment is removed e Prompt to save the attachment when an email is deleted e Automatic renaming or overwriting of files e Save the attachment in a Windows sub folder mimics the Outlook folder structure e Optionally mark the email after processing as read unread deleted e Execute a program after saving the attachment e Monitor multiple folders at the same time Note After you have successfully run Attachment Save you may want to perform a Compact operation in order to actually see the resulting space savings While it is simple to perform a Compact operation instructions for doing so are at Microsoft s web site and depend on which version of Outlook you have The instructions are located at Attachment Save Copyright 2008 2014 Sperry Software Inc Page 2 Configuring the Add in Once the installation is complete you are ready to use Attachment Save When you open Outlook you will notice a new button Sperry
9. s in an identical manner to your Outlook folders If this is checked when the email or attachment is saved sub folders will be created in your Windows folder starting from the one specified in the Settings tab to mimic your Outlook folder structure For instance if you have an Outlook folder under your Inbox named Expense Reports and your root folder is C My Documents My Saved Attachments and an incoming attachment named MonthlyExpenseReport xls it would be saved under C My Documents My Saved Attachments Personal Folders Inbox Expense Reports MonthlyExpenseReport xls e Prompt to save files when saving manually When checked prompts for a filename and save location when the toolbar button to Save Attachment is clicked When it is unchecked the email or attachment is saved using the options specified in the add in e After Processing options are Mark email as read Keep email as unread or Delete email Delete Email after processing is helpful when receiving and processing the same email on an automated basis e Execute a program after saving the attachments emails or both will allow you to do just that execute an external program after the email or attachment has been saved The program you specify is invoked once each time the email or the attachments are saved Because the email or the attachment may be renamed on the fly you must use 1 as the substitution for the final filename For exampl
10. will want to save the items in Outlook native format msg There s an option to specify a second format so that you can effectively save two copies of the email This second copy cannot be executed upon in the Execute a program after saving the emails option but you can call a batch file to perform the necessary operation As mentioned the Enable saving of attachments is automatically enabled The options below are specific to attachments only Attachment Save Copyright 2008 2014 Sperry Software Inc Page 8 e Remove attachment from the email If this option is unchecked the attachment will be saved but not removed from the email Keep this option checked if you want to save space in your Outlook email folders e Include a link to the saved attachment If this is checked a URL link is added to the message pointing to the attachment e Retain paperclip icon If this unchecked the paperclip icon indicating that there is an attachment to the message is removed Otherwise a paperclip ico file is attached to the email instead it s a small file used to force Outlook to display the paperclip in the main window Note that you need to click on the link not the paperclip ico file in order to see the original attachment e Automatically reattach when composing replies checking this box will cause the add in to replace the URL link with the attachment and then display the email for you to edit N
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