Who is this article for?

Mail Manager Administrators making config changes to Mail Manager.

Access to edit User Preferences is required.

Important: Filing Preferences can be controlled by your Mail Manager administrator. As a result, some of these options may be disabled and only changeable by an administrator.

Mail Manager user preferences can control the behaviour of the tool and assist you in your filing process. User preferences are enabled via radio buttons and checkboxes which can be toggled on/off to suit your requirements.

1. Overview

1. To access your user preferences, in classic Outlook,
2. Click Tools in your Mail Manager ribbon, then click User Preferences.

Are you an admin? Visit How to Configure Admin Preferences for details on how to control these settings for all users.

2.. Prompt me to file

Prompt Me to File includes three options:

1. Sent messages: When selected, Mail Manager will prompt the user to file any sent message (i.e. the "File message" window will appear before the message is sent).
2. Received messages when closing an opened message (requires restarting Outlook: When selected, each time the user closes a message window the filing window will appear.
3. Meeting requests and responses: When selected, Mail Manager will prompt the user to file any meeting requests or responses.

3. After filing

1. When filing a message, the original subject line will be automatically updated to include the filing date and time.
2. After filing, you can choose how the original message is handled:
   • Move it to Deleted Items folder, OR
   • Move it to Filed Items (an Inbox sub-folder), OR
   • Move it to dynamic Filed Folders that match filing location names.
3. When using Filed Folders:
   • New sub-folders are automatically created in your Inbox matching filing locations.
   • Filed messages move to these folders automatically.
   • Messages moved manually or by Outlook rules will be filed automatically.
   • Sent messages are also moved to Filed Folders after filing.
   • The Filed by Mail Manager category is applied to these messages.
4. To manage Filed Folders:
   • Right-click any Inbox sub-folder to assign it as a Mail Manager Filed folder - all messages in that folder will be automatically filed.
   • Right-click a Filed folder to unassign it as a Mail Manager Filed folder.
   • Right-click a Filed folder to search all filed messages.
5. A colored category Filed by Mail Manager is applied to filed messages:
   • Enabled by default.
   • Only applied to items in the user's mailbox.
   • Helps visually identify filed and non-filed items.
6. When you reply to a message, the original message will be filed in the same location as your reply
7. For sharing filed messages:
   • Send a notification email with links to the filed message.
   • Recipients click the links to access the original filed message.
   • Prevents creating duplicate copies.
   • The notification email font can be customised.
   • This creates a "lightweight" email instead of forwarding full messages.
8. You can mark messages as Reviewed in the subject line:
   • Identifies to other colleagues that you have reviewed/seen the message.
   • Functions similarly to initialing a paper document.

Notes:

• Using this feature may cause duplicates e.g. if someone else files the same message.
• Only applies to received messages, not messages you send.

3. Move older filed messages

• Used to move older Filed messages to the deleted items folder.
• Can be applied to Inbox, Sent Items, Filed Items and Filed Folders.
• Number of days is between 1 and 180 days.

4. Filing assistant

What is the best suggestion threshold?

• The best suggestion threshold is used to adjust what gets filed.
  • A high setting requires a greater degree of certainty to file emails so some may not be filed.
  • We suggest starting by using the 'High' setting and reduce in steps.
• Messages that do not reach the threshold will not be filed.

You can also access your filing assistant preview in the Mail Manager Dashboard. Click Status, then Filing Assistant.

5. Attachments

• These preferences determine which options are available to the user when filing messages that contain attachments.
• Select the various options as required.

6. Categories

• To enable the use of categories in the Filing window, select the Update... button.
• Using the Categories Editor Add, Edit or Delete the categories you require.
• Click OK to save.

Note: Categories will be available to all users via the filing window options.

7. Shared configuration folder

Disable editing of the path

• When selected, users of a per-user installation won't be able to edit the path.

8. Other settings

1. Double-click filing:
   • Enables users to file messages quickly by double-clicking the desired location in the Mail Manager filing dialog.
   • Uses default filing options.
2. Quick file menu display:
   • Adds collection name as a prefix to descriptions in the quick file menu.
   • Only applies when quick file menu is enabled.
3. Filing dialog restrictions:
   • When enabled, File Email will only open the filing dialog.
   • Quick file menus will not be available.
4. Filing Options pane display:
   • Keeps the Filing Options pane permanently expanded.
   • Only available when "Always file emails with filing dialog" is enabled.
5. Sent message controls:
   • Option to disable the Send Only button.
   • When combined with Prompt to file sent messages, ensures all sent messages are filed
6. Time zone management:
   • Option to use UTC for filing time instead of local time.
   • Prevents duplicate files when users are in different time zones.
   • Affects sent, received, and filing date/times.

9. Further Reading

• How to Configure Admin Preferences