General
Tab
The Global Settings dialog box is used to set default parameters
for Message Executive users. These settings allow users to quickly configure
Message Executive so they can begin organizing their mail quickly and
efficiently.
Please specify the default number of hours/days a message
has to be before they are moved.
This setting is used to define the typical amount of a time message resides
in a folder before it is considered old and is ready to be moved. This
setting has two options: hours; or days; and applies to messages that you
have created management rules for and specified the default number of days.
The number of days you specify here should be the number of days old you
consider the majority of messages to be when you feel they could be moved
out of your inbox and into another folder. For example: You receive a number
of messages from co-workers and you generally respond to them within a day
or two. In this case you would probably assume that messages from them that
you've already read can be filed away after a couple days or so. If you
specify your default number of days to be 3, then when you create a
management rule for each of your co-workers, you can select to move them
after the default number of days and they will automatically be moved after
they are 3 days old. You can change this value at any time to affect any
Management Rules you've used the default setting for.
* Note: If you create management rules that use the default number of days
old, and you later change the default number of days old, all management
rules that use the default number of days old will use the new value you've
specified.
Click here
for more information on Management Rules.
Default location for old messages
The default location for old messages is used to select the root folder
under which you will create all sub folders for your management rules. By
organizing all mail that you've already taken care of and you plan to keep
for archiving purposes into subfolders under old mail, you can quickly find
messages at a later date for reference purposes. If you do not select a
subfolder when you create a management rule, the Old Mail folder you've
specified in the global settings will be used.
Message Executive should move messages from the following
folders:
Message Executive can process messages in any of your folders. By
default it will select your Inbox and Sent Items since these locations
generally have mail added to them automatically by Outlook when you either
receive e-mail or send it. If you would like Message Executive to also
process other folders you can use the Add and Remove buttons to the right of
this window.
Create monthly sub folders when a folder has more than X
messages.
When this option is turned on, Message Executive will scan all mail folders
and when it finds more than the specified number of messages in a single
folder, it will automatically create a sub folder for each month and move
the messages to the folder in which the message was sent. For example: If
you have a folder called updates and you receive a number of updates every
day that eventually get moved from you inbox into this updates folder which
now has 1500 messages in it. You then turn the "create monthly sub
folders..." option on and specify 500 as the value...when Message Executive
encounters the updates folder, it will create sub folders for every month
for which a message exists. So if you received update messages in July,
August, September and December. Message Executive will create the sub
folders named 2002-07, 2002-08, 2002-09, and 2002-12 and automatically move
the messages into these folders.
Expire rules when they have not processed any old e-mail
for [ ] days.
Turning this option on ensures that Management Rules that are no longer used
can be removed from the active list. This is useful when you've subscribed
to a newsgroup or something and had Message Executive moving the messages
after they were so many days old. Since you created the rule however, you
stopped receiving e-mail from the newsgroup after you've unsubscribed to
it. The management rule would never be used again and therefore can be set
to expire. MADSolutions recommends turning on this option to ensure
management rules get removed after a period of time. A suggested time frame
is 30 days.
Suspend the processing of all Management Rules
This option if
turned on, Message Executive will stop processing messages specified in your
management rules. To have Message Executive process messages again,
uncheck the "Suspend the processing of all Management Rules" check box.
Sent / Received Tab
The Send / Received determines how messages should be
organized within a particular folder. In other words if you have management
rules set up for received and sent messages, you can separate these messages
accordingly and also have Message Executive create corresponding rules to
handle them.
When creating Management Rules, prompt me to create a
rule for sent to items if the rule I'm creating is a received from type
Management Rule. (Also applies to the reverse)
This option tells Message Executive that if you create a management rule to
move messages received from a particular person, it should prompt you to see
if you would like to have another rule created for messages you send to that
person. For example: You decide to set up a rule to move incoming messages
from Support@MADSolutions.com
into a folder called MADSolutions Support. This means messages you receive
from Support@MADSolutions.com
would automatically get moved by Message Executive based on your conditions
of your management rule. You would however probably like to have another
rule to move messages that you send to
Support@MADSolutions.com .
Turning this option on would automatically have Message Executive prompt you
to confirm you'd like to create the corresponding rule and then do it for
you automatically.
Automatically create "Received From" and "Sent To"
subfolders for Management Rules.
This setting allows you to separate messages that were received by you or
sent by you into separate containers. For example: You could leave both
settings blank and all messages received by you and sent by you for a
particular person would end up in one folder. However you could also have
it move received from messages into the folder you've specified in the rule
and have it automatically create a "Sent To" folder underneath it for any
messages that you sent to the person. This option is highly recommended as
it makes finding old e-mail much easier.
Example:

Management Rules Tab
Message Executive Management Rules determine when messages
should be moved out of you Inbox and Sent Items to be filed away for future
reference. Using Management Rules can save you hours of clean up time
every week, not to mention keep your Inbox and Sent Items clean and
organized. View [
] rules Management Rules are divided into 4 types:
Received, Sent, Incomplete, and Expired. These rules are described
below: Received Rules - All rules that
determine how incoming mail should be handled once it is old are considered
Received rules. If you want to see what rules are set up to move
messages received by you...select "View received rules".
Sent Rules - All rules that determine how outgoing mail should be
handled once it is old are considered Sent rules. If you want to see
what rules are set up to move messages sent by you...select "View sent
rules". Incomplete Rules - Incomplete rules are
management rules that were created to process incoming or outgoing messages,
however for some reason or other, the rule is not able to function as it is
missing information. This can happen when a management rule is set up
but a destination folder is not specified or the destination folder no
longer exists. If you want to see what rules are incomplete...select
"View incomplete rules". *Note: Once a rule is able to function
again, it will be moved into either the "sent" rules or "received" rules and
out of the incomplete listing. Expired Rules -
Any rules that have not processed messages in the given period of time
specified in your global settings (if the check box to turn on expire rules
is turned on), will be moved to Expired rules. If you want to see what
rules are expired....select "View expired rules". *Note: To
re-activate an Expired rule, simply click on the modify button and once the
modify window appears, click OK and the rule will be re-activated.
Apply Management Rules in the following order: This window
displays a list of management rules you currently have set up. The
actions you can perform on the Management Rules are described below:
--- New: The "New" button is used to create a new
Management Rule --- Modify: The "Modify"
button allows you to make changes to the management rule you have currently
selected. --- Rename: The "Rename" button
allows you to actually name your management rules if you do not like the
descriptive name automatically assigned it. --- Delete:
The "Delete" button allows you to permanently delete management rules that
you no longer want. --- Move Up: The
"Move Up" button allows you to change the order in which the rules are
processed by moving the currently selected management rule up in the
processing order.
--- Move Down: The "Move Down" button allows
you to change the order in which the rules are processed by moving the
currently selected management rule down in the processing order.
*Note about processing order: In some cases you may have
a management rule specified to move message by one criteria but also another
one for another criteria and these criteria may actually fit a message...for
example: You have rule set up to move message with "Update" in the subject
line to a folder called "Updates", however you may also have a rule set up
to move messages from Bob@here.com to a
folder called "Bob". If you want to have all messages with "Update"
moved into the folder called "Updates" even if they come from Bob, then you
should have that rule processed first. This way if Bob sends you a
message with "Update" in the subject it will get moved to the "Updates"
folder, however if Bob sends you a message that does not have "Update" in
the subject, it will get moved to the folder called "Bob".
Take note...Order is important!
Management Rule Description
The rule description window shows
you what the rule will do based on the criteria you have specified. At
any time you can click on underlined sections to modify them if need be.
Default Rules
Tab There are two types of Default Management
Rules. One type is used to specify how many days old a message has to
be before it is moved out of your Inbox, and the other is used to specify
how many days old a message has to be before it is moved out of your Sent
Items. Default rules only have two criteria and that is the
age of the message and whether or not the message has been read/unread/or
either. Default Inbox Management Rule
Turning this option on will move messages out of your Inbox into the folder
you've specified based on their age and whether or not they have been read.
Default Sent Items Management Rule
Turning this option
on will move messages out of your Sent Items into the folder you have
specified based on their age. |