Who is this article for?

Users who want to learn how to file messages using Collections.

No elevated permissions are required.

One of the methods for filing messages in an easy and efficient manner is using Collections. They're like address books for Locations you need to file, containing a list of folders with friendly names. This article walks you through how to share a Collection with other users.

Haven't got a Collection to share? Look at our Creating Collections article to learn how to make one!

1. Sharing Benefits
2. Sharing a Collection
3. Further reading

1. Sharing Benefits

Sharing Collections and their associated filing Locations:

• Reduces duplication of effort, as only one user needs to create a filing Location and it will automatically be available to their colleagues.

• Ensures consistency of Location folders, as similar folders are used for each client email or project email folders.

• Provides familiarity through common naming of descriptions.

• Increases accessibility as new users don't need to learn how to create Locations.

• Increases rate of adoption since it makes filing so easy.

2. Sharing a Collection

To share a Collection, add it to the Collections.txt file located in the Shared Configuration Folder. Changes will automatically synchronise for all users within one minute.

Unsure how to edit the Collections.txt file?
We outlined how to modify its contents in our Understanding the Collections.txt article.

Alternatively, you can add a collection file to your Mail Manager by browsing and opening a Collection file using the Location tool. 

Want to share a local Location?
Shared Collections must be in a location that other users have read access to, so it's not possible to share a location stored locally on your PC.

3. Further reading

• Creating Collections
• Understanding the Collections.txt file