Tips and Hints for Mailbox Management

Arranging the mailbox messages to different folders can be a time consuming task. Mail filters help out in sorting the messages automatically. You can even combine server based and client based filters.

Mail filters sort Inbox contents to user-preferred folder automatically or when the Mail application is started. Teamware Office has server based mail filters available already in the version 7.4 where these filters can be defined in the web interface. The next Teamware Office version 8.0 provides the same filters in the Windows clients as well. The mail items are moved to folders based on the sender, subject or other mail properties. The mailbox view conveniently shows the number of unread mail items each folder.

Examples of server based filters:

• non-urgent newsletters to their own folder for later reading
• messages sent by various email distribution lists also moved to own folders
• messages with 'copy to' status moved to "for information" folder

Note that when using Teamware Mobile, the server based mail filters remove these messages from the Inbox that is shown in the mobile device. When you want to read the mails from the mobile as well, you can later sort these messages with the client based mail filters. Combining these two filter mechanics makes it easy for you to limit the content of the inbox to a sensible amount and to keep you email correspondence in a controlled folder structure.

Client based filters sort the mail items when executed or when the Mail client is started. Examples of client based filters:

• messages from business partners moved to folders based on the sender address
• mails related to a specific event moved to the event folder based on the subject or the sender

Additional hint: When some mail messages are not sorted by the defined filters you can use the powerful Free Text Search to move similar messages to a corresponding folder. From the Search Results window, mark all messages to be moved and select Move to Folder.


Figure 1. Mail filter defined in the web interface.


Figure 2. Mail filter defined in the upcoming Teamware Office 8.0 Windows client.

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07/04/10 15:02

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