Mail Manager

Mail Manager Benefits

Save staff time and effort - make filing and finding emails quick and easy even when offline
Improve project management and QA compliance - file emails into one standard location where everyone can find them
Save money by reducing storage space whilst minimizing network traffic and the need to print emails in hard copy

About This Software

Email overload? File, find and share emails quickly and easily with this popular Outlook plug-in.

Email overload is so common that it is almost considered inevitable, but we can help. Mail Manager organises and streamlines email workflow with two simple but powerful features: an efficient filing tool and a fast, flexible search.

Keep it together with Mail Manager

Mail Manager takes the simple approach of filing emails alongside other documents in standard system folders, either on a local PC or over the network. Keeping related documents together makes them easier to find, and the software learns filing behaviours, which guides users to file messages in the correct place. Mail Manager’s fast and powerful search saves time and makes it easy to view emails in system folders just as you would through Outlook’s preview.

Mail Manager uses the standard Microsoft dot-MSG message format, to keep your archived messages accessible. Our search provides a viewer to preview your search result or you can open them in almost any mail client. SharePoint, LiveLink, Documentum and other programs are all supported.

Mail Manager is easy to deploy, needs no server, and no complex installation or integration. Mail Manager is a straight forward local client application, which installs as a plug-in to Microsoft Outlook. This makes Mail Manager just as useful for a single-user installation as it is to enterprise-level user bases of hundreds or thousands. IT decision makers can have confidence Mail Manager is simple to deploy, maintain and provide appreciable return on investment.

Mail Manager on your Mobile and Tablet

Via Drop Folders you can manage your email on most mobile devices including iPhone, iPad, BlackBerry, Android smartphones and tablets, and Windows Mobile 7 all without installing any software on the device. Special device modules are also available free of charge for BlackBerry and Windows Mobile.

User Benefits

Easy to use - user feedback has been consistently positive
High user acceptance - it's easy to use, makes their life easier and it works within Microsoft Outlook
Little or no training required. Once you are aware of what it can do, using it is intuitive.
Keep related data together i.e. file into file system folders alongside reports, presentations, spreadsheets etc.
Learns as you file - Mail Manager adapts to each user, giving a customised shortlist of suggested filing locations based on previous behaviour, making it quick and simple to choose where to save messages.
Because the process of filing is greatly simplified users file their emails promptly providing other users with immediate access.
Offline filing allows you to continue to file messages when disconnected from the network. Mail Manager sets the messages as pending and once reconnected to the network files the messages via a background process.
The search tool is both fast and intuitive, incorporating a preview pane with keyword highlighting to speed up the process of finding the right messages. Note: "UK IT managers are spending more than five million hours per year searching for lost emails, according to a survey. The wasted effort equates to more than £140m in staff costs" (Source: e-Media).
When searching, Mail Manager creates a local index of the emails so that subsequent searches are extremely fast. The index is structured so that it can produce a preview of messages even when disconnected from the office. This means that you could be on an airplane, search for messages, read them and even copy the text into a reply.
Emails are automatically and uniquely named when filing to system folders.
Easy feedback process - Snap 'n' Send allows you to easily snap a portion of the screen, add mark-up and the attach it to an email as a PDF, then file it as a record.

Company Benefits

Prompts staff to file emails as they work
Share locations between users using "Collections"
As soon as emails are filed to a shared location other team members can access the information via the search tool
Enables all related documents to be filed in one place. This not only makes it easy to find documents but also eases subsequent archive and retrieval
Solves problems with staff movement i.e. Important documents are filed sensibly rather than in personal folders that may be deleted when they leave the company.
Aids compliance with QA processes - Who filed it and when, the ability to mark an email as read
Enables compliance with data retention legislation - reduce exposure to eDiscovery risk
Centrally administer filing configurations so that every PC adheres to the same filing structure making emails easy to find, saving both time and money
Centrally manage filing locations
No "lock in" - uses standard MS Office file formats. Messages can be easily found and opened even when Mail Manager is not present
Microsoft Sharepoint Integration
Supports mobile office workers - messages can be filed and even searched when disconnected from the office network. Mobile phone integration allows messages to be touched once and filed the instant they have been read (incoming) or sent (outgoing)
Customise the welcome page to include your company logo and links to company standards etc.
Highly configurable - each team, office or department can have different configurations if required
No need to buy separate mark-up and PDF creation tool

System Benefits

Reduced user inbox space requirements - fewer messages are retained in inboxes (see Mail Manager's System Architecture)
Move messages from your email server to lower cost storage
Less duplicate emails leading to reduced storage costs
Simplifies backup and archiving processes - everything relating to the project/client is in one backup set
No limitations to where messages are stored e.g. multiple servers, different locations
Future proof - messages saved in standard Outlook MSG format by Outlook (Mail Manager instructs Outlook to create the files). Emails can be dragged & dropped back into Outlook
The Batch Filer allows you to quickly and easily move existing messages from Public Folders or structured user inboxes into file system folders
Push out a pre-configured and pre-licensed MSI to your users by first modifying our installable to include your configuration and the licence codes via our MSIconfig.exe

Quick Overview

Email overload? File, find and share emails quickly and easily with this popular Outlook plug-in.

Testimonials

We have been in the unfortunate position of having to be expert witnesses on one of our completed projects and the use of Mail Manager made finding relevant records a fast and intuitive process. The software saved weeks of work in that instance alone. – James Galpin, Partner - HazleMcCormackYoung LLP

After assessing many products and engaging in an extensive trial involving 200 staff, Mail Manager stood out to us as the best tool on the market for our design teams to manage and archive their email. – Ken Sanders, CIO - Gensler

I have no idea how we managed without Mail Manager previously - it is a vital part of our business, it adds value, saves time, everyone has access to all emails, so easy to use - need I go on! – Eva Heaney, Admin Manager - Morgan Sindall Grontmij

Features

Via Drop Folders you can manage your email on most mobile devices including iPhone, iPad, BlackBerry, Android smartphones and tablets, and Windows Mobile 7 all without installing any software on the device. Special device modules are also available for BlackBerry and Windows Mobile.
Support for Outlook 2010
Fast search which works even when you are disconnected from the network (ideal for mobile workers)
Simple click filing
Snap 'n' Send is used to capture any part of the PC screen area and if required mark-ups can be added e.g. highlight, text etc.
Easy to manage your attachments
Share filing locations with other users via "Collections"
Easily define your business rules for all users
Explorer integration - send links to files rather attaching them to emails
Workflow functions simplify storage, retrieval and distribution of important documents

Collections Overview

Mail Manager can store filing locations in two ways:

Personal locations

Mail Manager allows you to add personal filing locations, these are maintained in a local MDB file. This is recommended for personal filling locations but business ones are best maintained centrally and shared across all who need them. So if you add a new client, everyone will see that and nobody can inadvertently file to the wrong location.

Collections (central location lists)

Collections provide an easy way to centrally manage the filing locations and your users see in their copy of Mail Manager. For example you can maintain a list of client folders and whenever it changes, the team will automatically be updated.

Collections put you in control and remove the hassle of maintaining consistency across the team/office or business. You can have as many collections as you want and can keep them wherever you choose although our recommendation is that you keep them all in one folder.

Managing Collections

The Collections Manager lists the collections you have loaded. Each collection can be switched either on or off. Locations stored in a collection which are turned on are available for both filing and searching, collections "turned off" are not available for either. This can be useful if a user is required to work for another office temporarily as users/administrators can load the appropriate collection. When the user has completed their secondment, the collection can be turned off.

Collections enable easy central management, which is secure. Windows file or folder permissions ensure only a select group of people can edit them.

Editing the collection

The "collections editor" provides a fast and easy way to add or edit locations either one at a time or en-mass. We recommend that you become familiar with it's features such as drag & drop (of a windows folder into the collection editor) as these functions can save a lot of effort and time.

Key Benefits

Fast administration of locations: Within 30 seconds of you saving your changes all users that are connected to the network will be updated. Via the use of collections.txt*
Offline filing: Locations are updated in each user's local MDB so that they are available for filing when off-line.
Improve workflow: users do not need to add the locations themselves allowing them to concentrate on their core responsibilities
Reduce fragmentation of emails: users file to single folders with uniform descriptions