Efficient Elements for communications

Transcription

1 Efficient Elements for communications Handbook Efficient Elements. Click. Done. 014 Efficient Elements GmbH

2 Handbook Contents 1 Getting Started Introduction Installation 1-Minute-Configuration Move Mails Jump to folders Relocate Folders Mail Properties and View VIP Draft and Attachment Check in Mail Editor Modify Settings Trouble Shooting Efficient Elements. Click. Done. 014 Efficient Elements GmbH

3 Handbook Contents 1 Getting Started Introduction Installation 1-Minute-Configuration Move Mails Jump to folders Relocate Folders Mail Properties and View VIP Draft and Attachment Check in Mail Editor Modify Settings Trouble Shooting Efficient Elements. Click. Done. 014 Efficient Elements GmbH 3

4 Efficient Elements helps to manage mails more professionally in less time Product and value proposition What is Efficient Elements for communications? Efficient Elements for communications is an add-in for Microsoft Outlook that helps to achieve more efficient mail handling in less time. What are the key benefits? Increased quality of mail handling and archiving. Allows to create a structured mail history on the fly. Easy adherence to corporate guidelines to save mails to (server based) file system. Improved quality through missing attachments warning, and other little helpers. Reduced effort in mail handling A study with beta-testers shows a significant every day time saving in mail usage. Efficient Elements. Click. Done. 014 Efficient Elements GmbH 4

5 Efficient Elements is located in the Start and Message ribbons Overview Start ribbon Message ribbon (New Message Editor) Sort in right after sending.. Block sending while in draft status. Adjust the language of the mail editor s spell check. Move folders, show extended properties, adjust view. Jump to keyboard chosen folder, inbox, or sent items. Move mails to keyboard chosen, last, or favorite folder. Configure settings, activate license, get support. Efficient Elements. Click. Done. 014 Efficient Elements GmbH 5

6 Handbook Contents 1 Getting Started Introduction Installation 1-Minute-Configuration Move Mails Jump to folders Relocate Folders Mail Properties and View VIP Draft and Attachment Check in Mail Editor Modify Settings Trouble Shooting Efficient Elements. Click. Done. 014 Efficient Elements GmbH 6

7 Installation is easy and takes a few minutes only Download and installation System Requirements Any 3 bit PC with either Microsoft Windows XP, Microsoft Windows Vista, Microsoft Windows 7 or Microsoft Windows 8 Either Microsoft Outlook 010 or Microsoft Outlook 013 Approximately 15 MB of free disk space Download You can download the installation file from our website: Installation Once the download has been completed, please execute the installation file (msi). The installation instructions will guide you through the installation process. Administrative privileges will not be required. Efficient Elements. Click. Done. 014 Efficient Elements GmbH 7

8 The installation dialogue guides you through the installation process Installation process and activation Activation In order to obtain full functionality of Efficient Elements for communications, it is necessary to activate the product using your personal license key. To activate your license, an internet connection is required. Once Efficient Elements for communications has been installed, it will prompt you to enter your personal license key upon starting Microsoft Outlook. The computer will then establish a connection with our license server. If for some reason you should not be able to activate the product during installation, you will be prompted the next time you start Microsoft Outlook. Efficient Elements. Click. Done. 014 Efficient Elements GmbH 8

9 Handbook Contents 1 Getting Started Introduction Installation 1-Minute-Configuration Move Mails Jump to folders Relocate Folders Mail Properties and View VIP Draft and Attachment Check in Mail Editor Modify Settings Trouble Shooting Efficient Elements. Click. Done. 014 Efficient Elements GmbH 9

10 Navigate to the Settings for 1-Step-Configuration Settings You will find all accounts, public folders and local folders in this pane. Select all local folders, that you want to store / find mails in. Choosing accounts and public folders will slow down the search and is not recommended. Efficient Elements. Click. Done. 014 Efficient Elements GmbH 10

11 Handbook Contents 1 Getting Started Move Mails Select Designation and Create Subfolders Save Mails and Attachments to Hard Disk Fast Move to Last and Favorites Jump to folders Relocate Folders Mail Properties and View VIP Draft and Attachment Check in Mail Editor Modify Settings Trouble Shooting Efficient Elements. Click. Done. 014 Efficient Elements GmbH 11

12 Handbook Contents 1 Getting Started Move Mails Select Designation and Create Subfolders Save Mails and Attachments to Hard Disk Fast Move to Last and Favorites Jump to folders Relocate Folders Mail Properties and View VIP Draft and Attachment Check in Mail Editor Modify Settings Trouble Shooting Efficient Elements. Click. Done. 014 Efficient Elements GmbH 1

13 The Move Mail button allows you to easily key-in a destination folder for the mail Select designation Activates the case-sensitivity for the search Number of search results. Key-in any parts of the destination folder name. The result below, will be filtered accordingly while you type. Search result list. Hit Key- Down or select the desired folder with the mouse to proceed. The function pane always indicates which actions shall be undertaken (colored icons). Use the F4 key or the icon to create a new subfolder in the next step. Efficient Elements. Click. Done. 014 Efficient Elements GmbH 13

14 Creating new subfolders to extend your folder tree can be combined with moving mails Create subfolders You can enter the name of the new folder in this text box. This label shows the parent folder, you selected in the last step. A click on the Enter key or on this icon finishes the entry and will move all selected mails to the new folder. Efficient Elements. Click. Done. 014 Efficient Elements GmbH 14

15 Handbook Contents 1 Getting Started Move Mails Select Designation and Create Subfolders Save Mails and Attachments to Hard Disk Fast Move to Last and Favorites Jump to folders Relocate Folders Mail Properties and View VIP Draft and Attachment Check in Mail Editor Modify Settings Trouble Shooting Efficient Elements. Click. Done. 014 Efficient Elements GmbH 15

16 In addition to archiving mails in Outlook, you can easily save attachments or whole mails on the file system Save mails and attachments to hard disk A press on OK continues to the next step of selecting the file-system destination. The F5 shortcut or a click on the icon activates saving the complete mail as file in the next steps. The F6 shortcut or a click on the icon activates the attachment saving in the next steps. Efficient Elements. Click. Done. 014 Efficient Elements GmbH 16

17 We remember your file-system destinations for every Outlook folder Save mails and attachments to hard disk You can click on this icon or use the F7 key, if you do not want to choose a sub-folder in the next step. A click on OK or the Enter key will resume to the next step choosing a file system subfolder. This group of controls allows you to select the correct outlook folder level within your selection, whose file system folder links you want to see. Every Outlook folder can contain up to 10 links to file system folders. Select the correct one by using the up/down keys or the mouse. The 10 entries can be edited by clicking on the pencil icon or using the shortcut Ctrl + e. Efficient Elements. Click. Done. 014 Efficient Elements GmbH 17

18 Entering a parent folder is sufficient, you can easily select the appropriate file system subfolder Save mails and attachments to hard disk A click on OK or the Enter key will resume to the final step entering the file name for every mail/attachment. This label initially shows your file system (parent-) folder selection from the previous step. It always indicates the current selection. You can use this list to easily navigate (up/down and enter keys) in the real file system folder structure. In case a file system sub folder is missing, you can easily create it using this group of controls. No need to switch to Windows Explorer for this task. Efficient Elements. Click. Done. 014 Efficient Elements GmbH 18

19 Handbook Contents 1 Getting Started Move Mails Select Designation and Create Subfolders Save Mails and Attachments to Hard Disk Fast Move to Last and Favorites Jump to folders Relocate Folders Mail Properties and View VIP Draft and Attachment Check in Mail Editor Modify Settings Trouble Shooting Efficient Elements. Click. Done. 014 Efficient Elements GmbH 19

20 Moving mails to the last destination and to a favorite archive-folder with only one click Fast Move to Last and Favorites Moving the selected mail items to a favorite folder can be initiated via this icon or the Alt+3 hotkey. Which favorite folder shall be used can be configured in the settings dialogue. Moving the selected mail items to the last destination. A brief security prompt showing the last destination avoids mistakes. Efficient Elements. Click. Done. 014 Efficient Elements GmbH 0

21 Handbook Contents Getting Started Move Mails Jump to folders Relocate Folders Mail Properties and View VIP Draft and Attachment Check in Mail Editor Modify Settings Trouble Shooting Efficient Elements. Click. Done. 014 Efficient Elements GmbH 1

22 Jumping to inbox, sent items and any other folder is as easy as moving mails Jump to folders The home button (hotkey Alt+8) navigates to the inbox. This button (hotkey Alt+7) navigates to the sent items folder. The main selection list always displays anticipated results at the top of the list to further decrease the effort to manually enter the destination. Recommendations base on factors as mail-conversation, currently selected folder or last movement destination. The selection mask equals the already seen mail move mask. The only additional function though, is creating a new sub-folder. Efficient Elements. Click. Done. 014 Efficient Elements GmbH

23 Handbook Contents Getting Started Move Mails Jump to folders Relocate Folders Mail Properties and View VIP Draft and Attachment Check in Mail Editor Modify Settings Trouble Shooting Efficient Elements. Click. Done. 014 Efficient Elements GmbH 3

24 Relocating folders uses the known selection window Relocate Folders Step 1: Selecting the source folder Note: If you move folders between two outlook data files, it is necessary to use this function to avoid loosing saved file system folder links. Step : Selecting the destination folder Efficient Elements. Click. Done. 014 Efficient Elements GmbH 4

25 Handbook Contents Getting Started Move Mails Jump to folders Relocate Folders Mail Properties and View VIP Draft and Attachment Check in Mail Editor Modify Settings Trouble Shooting Efficient Elements. Click. Done. 014 Efficient Elements GmbH 5

26 Changing the reading pane view and finding a mail location can be activated in the main menu Mail properties and view This button (hotkey Alt+Shift+Enter) displays a mail property window that shows the exact location for mails, which are displayed in the search results or as part of a conversation. The view button (toggle hotkey F8) hides the reading pane to avoid loading junk mail and for better overview. Efficient Elements. Click. Done. 014 Efficient Elements GmbH 6

27 Handbook Contents Getting Started Move Mails Jump to folders Relocate Folders Mail Properties and View VIP Draft and Attachment Check in Mail Editor Modify Settings Trouble Shooting Efficient Elements. Click. Done. 014 Efficient Elements GmbH 7

28 The mail editor window contains the Efficient Elements toolbar at the right VIP draft Sort in right after sending. Block sending while in draft status for important mails: Click Adjust the language of the mail editor s spell check. Efficient Elements. Click. Done. 014 Efficient Elements GmbH 8

29 The missing attachment warning reminds you in case you forget to attach a document Attachment Check in Mail Editor Keywords to indicate an attachment can be configured in the settings. Efficient Elements. Click. Done. 014 Efficient Elements GmbH 9

30 Handbook Contents Getting Started Move Mails Jump to folders Relocate Folders Mail Properties and View VIP Draft and Attachment Check in Mail Editor Modify Settings Trouble Shooting Efficient Elements. Click. Done. 014 Efficient Elements GmbH 30

31 Set your personal preferences with a few clicks Settings You can easily change the language. Depending on your screen resolution you can switch to Small Screen in case the main window is not fully visible on your computer. On some systems the keyboard hooks seem to freeze from time to time. Use this button to reset the shortcuts in case they are not working correctly. In You will find all accounts, public folders and local folders in this pane. Select all local folders, that you want to store / find mails in. Choosing accounts and public folders will slow down the search and is not recommended. Efficient Elements. Click. Done. 014 Efficient Elements GmbH 31

32 Set your personal preferences with a few clicks Settings Marks all moved mails as read upon moving. Deactivating the direct search is only recommended for slow computers. Search results will only be displayed after pressing the Enter key. When moving mails to hard-disk, this option per default indicates that you want to look into subfolders. If you want a confirmation message on successfully saving mails to disk, activate this checkbox. Specify favorite Outlook folders that you frequently want to move mails to here by double-clicking on the text box. A green check-mark next to the text box will indicate a valid entry. Start the entry with a double backslash. You can move mails to folder 1 specified here using the key in the menu bar. The second folder can only be addressed via a shortcut. Specify the suggested filename for saving mails here. You can use the replacements <rcv>date-format</rcv>, <now>date-format</now>, <subject>, <sender>. Efficient Elements. Click. Done. 014 Efficient Elements GmbH 3

33 Set your personal preferences with a few clicks Settings You can activate the missing attachments check using this check box. All semi-colon separated words in the textbox will be searched to indicate that a mail should have an attachment. If there is no attachment at the time point of sending, a warning is shown. The search keywords are not case-sensitive. Statistics provide data on your usage and an estimated total time saving using Efficient Elements. You can view a log of the last 5 actions (mail subject only for the last action) by pressing this button. Sie You can specify a standard Blind- Carbon-Copy (BCC) recipient in this text box. This allows to easily have a complete sent-mail history pushed forward to an internal or external recipient. All settings are saved right upon modification. The close button hides the settings dialogue. Efficient Elements. Click. Done. 014 Efficient Elements GmbH 33

34 Handbook Contents Getting Started Move Mails Jump to folders Relocate Folders Mail Properties and View VIP Draft and Attachment Check in Mail Editor Modify Settings Trouble Shooting Efficient Elements. Click. Done. 014 Efficient Elements GmbH 34

35 Trouble shooting Long loading times of folder-trees In case the loading of your folder trees take very long and you even see the message on the right, you very likely chose server based archives in the settings dialogue. Deactivate all public folders (including the Exchange-Inbox itself) and use local archives only (see next topic for hints). How to create a local Outlook.pst file to create a good outlook folder tree in? Choose the Outlook NewElements key from the Start Tab and select Further Elements Outlook Data File You can then choose a hard-disk location and filename to save the.pst file at. Make sure to select the new file in the Efficient Elements for communications settings dialogue. Efficient Elements. Click. Done. 014 Efficient Elements GmbH 35

36 Trouble shooting Keyboard shortcuts are not working anymore In case the stated keyboard shortcuts are not functioning correctly, you can reassign the keyboard hooks in the Efficient Elements settings dialogue. In rare cases Outlook does not accept the reassignment and a restart of Outlook might be necessary to solve the problem. Special characters in outlook folder names Efficient Elements for communications does not allow backslashes \ in Outlook folder names, as these are used to separate the folder hierarchy Error messages upon opening the file-saving window Efficient Elements uses an Access.mdb database-file to store your folder selections in. This works on a Windows PC even in the case there is no full installation of Microsoft Access. In the rare case that you receive an error message on accessing the database, please ask your IT-Administrator to install the basic database drivers required. Efficient Elements. Click. Done. 014 Efficient Elements GmbH 36

37 Thank you!? Any further questions? Contact Efficient Elements GmbH Troppauer Str Bietigheim-Bissingen Germany Phone Fax Efficient Elements. Click. Done. 014 Efficient Elements GmbH 37