Message Executive 2003 Help

Table of Contents for Management Tools

Examine Tab

Cleanup Tab

Other

Examine Tab
The Examine tab has 3 tools that will help you take advantage of Message Executive managing and organizing potential.

Recent Activities - To see the last 50 actions performed by Message Executive were, click the History Button. 
When the History button is clicked, you will be provided with a list of activities Message Executive has performed.  This will also give you a running total of all the message Message Executive has moved since you started using Message Executive and the number of message it moved based on your SPAM settings.

To review the actions, click on the scroll bar to display each item from Most recent activity to the oldest activity.

Details Examination
This utility will tell you the number of messages and size of each of your folders and provide you with suggestions on how to best clean up your mailbox/pst.  By clicking on the Examine button you will be presented with a dialog box which will ask you to specify which folders you would like to examine.  You can also select the "Include subfolders" check box.  Once you click Examine, Message Executive will go examine the folders and then present you with a summary.  The top portion of the summary window provides you with a summary of the folders.  Each folder will then be listed with the number of messages in it, the number of attachments and the size of the folder over.  The bottom portion of the window will provide you with recommendations for each of the folders.  If you would like, you can export the report for detailed examination at a later time.

Import / Export
The import / export utility will allow you to import or export your rules.  Clicking the Import/Export button will present you with a window giving you a choice of 4 options: Import Message Executive 3.0 Associations; Import; Export or Cancel.  Each of these options is described below.

--- Import Message Executive 3.0 Associations

For previous owners of Message Executive this import utility can convert Message Executive 3.0 associations to Message Executive 6.0 management rules. 

--- Import

The import utility can be used when you move from one computer to another, change email profiles or want to share management rules with others.  Naturally to use the Import tool, you need to have existing Message Executive 6.0 rules.  When importing you have the choice of Main rules, Default Rules, Archive Rules and SPAM Rules.  You can chose any combination of the rules to import and whether or not you would like to overwrite your existing ones with the imported ones, or just append them to your current ones.

 --- Export

An extremely important tool is the Export tool.  This tool will let you export you existing Main Rules, Default Rules, Archive Rules and SPAM rules so that you can move them to another e-mail profile, different computer, or share them with a friend. 

Cleanup Tab

*Note: The tools on this tab are very powerful and can move thousands of messages very quickly.  It is always recommended that before using any of these tool that you export your mailbox to a Personal Folder File or back up your Personal Folder File before using these tools. 

Mail Organizer
The Mail Organizer allows you to search for messages based on email address, or specific words and move them into a particular folder.  This is extremely useful when you are attempting to find all messages from a particular person in your Personal Folder File or Mailbox and have them moved to a centralized location.  For example:  If you want to have all messages from Support@Microsoft.com to a particular folder called "Microsoft Support" and you know the messages are scattered throughout your mailbox, then you can use this utility to scan all the folder you want and have it move any messages it finds to the folder of your choice. 

*Note: caution should be used with this tool as the operation can not be undone.

Consolidate
The Consolidate tool works similar in nature to the Mail Organizer tool however it does not discriminate based on any criteria.  The consolidate tool will take all messages from the folders you've specified and move them back into either your inbox or sent items based on whether or not you were the sender of the message.  This can be very useful if you plan to use Message Executive to set up Management Rules to organize your mailbox.

*Note: caution should be used with this tool as the operation can not be undone.

Remove Empty Folders
The Remove Empty Folders tool will go through every folder within your Personal Folder or Mailbox and present you with a list of folders that do not have any messages in them.  Once you've seen the list, you can choose which ones you would like to have Message Executive delete.

*Note: caution should be used with this tool as the operation can not be undone.

Remove Duplicate E-mails
The remove duplicate e-mails tool will scan a set of folders and look for messages that are duplicates.  You can specify what criteria needs to be used to determine whether or not the message is a duplicate, however the default settings are generally sufficient.  When you select the folders to examine, a progress bar will appear as it compares the messages and determines whether or not there are any duplicates.  You will be given the opportunity to examine each duplicate found and given the choice of which copy you would like to delete.  You can also skip any messages you feel shouldn't be deleted.

*Note: The Remove Duplicate E-mails tool can use a significant portion of memory and processing power depending on the number of messages it needs to compare.  MADSolutions suggests this activity be done when other applications are closed and system resources are free to allow the duplication check to occur.

*Note: caution should be used with this tool as the operation can not be undone, however any messages deleted by Message Executive are actually placed in the Deleted Items folder.

Other

Domain/Sender Scan
The domain/sender scan option provides you with the ability to have Message Executive quickly scan your mail folders to determine e-mail addresses and or domains from which you still have and therefore consider to be acceptable.  Message Executive will then present you with the list of domains and senders' email addresses that it found.  You can then quickly add these email addresses or email domains to your SPAM accept list to ensure messages from these individuals is never treated as SPAM.  This tool can be extremely helpful when initially setting up Message Executive SPAM rules.

Repair Incomplete Rules
When Management Rules are broken as a result of removing a PST from your Outlook profile or change computers or changing e-mail accounts, this tool can assist you in attempting to correct a large number of your rules all at once.  Message Executive will look for e-mail folders with names similar or identical to the ones you currently have in your rules and try to match them with your current mailbox or PST folders.  This can be quite useful if you had a large number of rules and recently purchased a new computer or created a new Outlook profile.