User Guide
Getting Started Introduction TMG Email Clerk The TMG Email Clerk is a kind of program called a COM Add-In for Outlook. This means that it effectively becomes integrated with Outlook rather than running as a separate program. The Email Clerk works with the functionality that is available in Outlook and that Microsoft has made available. Therefore, in order for you to take full advantage of the enhanced functionality that the Email Clerk brings to Outlook, some configuration settings in Outlook may need to be changed. This guide will step you through making the necessary changes in Outlook and configuring the Email Clerk so you can begin enjoying the increased productivity and organization that the Email Clerk brings to Outlook. Activation The first time you start the TMG Email Clerk, you will be required to enter your serial number. Be sure you are connected to the Internet then type in the serial number. Be sure to type it exactly as shown because it is case sensitive. After typing it, click the OK button. The serial number will be verified and your copy of the TMG Email Clerk will be activated. If you received a message stating that the TMG Email Clerk has already been activated for the maximum number of licenses you purchased, contact your email administrator. Pause the Email Clerk The first thing to do before completing the Getting Started steps is to make sure the Email Clerk is paused. Pause the Email Clerk by clicking the Pause TMG Email Clerk button on the Email Clerk toolbar. Getting Started Checklist In order to take full advantage of the Email Clerk, you should complete the following items immediately. The instructions follow. Add COM Add-Ins Button to Outlook Toolbar Set Outlook Email Options Clean Out Your Inbox Enter Your Names Select Address Lists to Use to Verify Sender Configure the Email Clerk Voice Setup Email Categories The McFarlane Group, Inc. Page 2 of 27
Add COM Add-Ins Button to Outlook Toolbar You may want to disable the Email Clerk at times, if you encounter a problem with it. To make it as easy as possible for you to disable and enable the Email Clerk, the COM Add-Ins button should be moved to your main Outlook toolbar. Click the Tools menu, then the Customize menu. The screen shown will be displayed. Select Tools in the list on the left as shown and scroll to the bottom of the list on the right so you can see COM Add-Ins. Click and hold the left mouse button on COM Add-Ins and drag it up to the end of your main Outlook toolbar and release the mouse button. Close the Customize window. Disable the Email Clerk To disable the Email Clerk, click the COM Add- Ins button. The screen shown will be displayed. Click the checkbox next to TMG Email Clerk so the green checkmark goes away. Then click the OK button and Outlook will remove the Email Clerk toolbar and the Email Clerk will no longer function. Enable the Email Clerk To enable or restart the Email Clerk, follow the instructions above to open the COM Add-Ins screen. Then, click the box to display the checkmark. When you click the OK button, the Email Clerk toolbar will be displayed and the Email Clerk is ready to go. * When you enable the Email Clerk, it doesn t automatically check your Inbox for new mail. If you have new emails that you want the Email Clerk to process, click the Scan Inbox button on the Email Clerk toolbar. When enabled, as new emails arrive, the Email Clerk will automatically process them. The McFarlane Group, Inc. Page 3 of 27
Set Outlook Email Options For optimum results with the Email Clerk, several email options should be set in Outlook. To open the Email Options screen, click the Tools menu then click the Options menu. The screen shown on the left will be displayed. Click the E-mail Options button to open the Email Options screen shown on the right. Close original message on reply or forward Be sure this option is unchecked. The Email Clerk will handle this function for you. When replying to a message Since the Email Clerk keeps only the latest copy of an email, which may be your reply, you will always want to Include original message text in your replies. Be sure that option is selected in the drop down list. When forwarding a message The same thing applies to forwarded messages. Be sure Include original message text is selected in the drop down list. The McFarlane Group, Inc. Page 4 of 27
Advanced Options Click on the Advanced E-mail Options button as shown in the picture above to display the Advanced E-Mail Options screen as shown below. Be sure that In folders other than the Inbox, save replies with original message is not checked. Be sure that Save forwarded messages is checked. Click the OK button to save the changes then click the OK button on the E-mail Options screen to close it and save the changes. The McFarlane Group, Inc. Page 5 of 27
Configuring Outlook Getting Organized Clean Out Your Inbox One of the first things you should do to make the best use of your Inbox is to clean it out. Get rid of the old emails that have already been dealt with by deleting them or moving them to other folders. Also, get rid of the numerous back and forth emails that accumulate when responding to the same email multiple times. The most recent email contains everything from all of the previous emails. Recommended Inbox View Because you will be using your Inbox as a central location for important emails, some of the emails in your Inbox will be emails that you sent for which you are awaiting a response or have held for further action. These emails are from you and the default setup for the Inbox is to show who an email is from but not to whom it was sent. So, the Email Clerk will automatically add the To column for you but you may need to move the reading pane to the bottom of the list of emails. Do this by selecting the View menu, then the Reading Pane menu, and finally, the Bottom menu. This will display your Inbox using a series of columns with the reading pane in the bottom half of the Outlook window as shown in the sample below. The McFarlane Group, Inc. Page 6 of 27
You are now organized and ready to configure the Email Clerk to keep you that way! The McFarlane Group, Inc. Page 7 of 27
Configuring the Email Clerk - Monitoring To begin configuring the Email Clerk, click the Monitoring button on the Email Clerk toolbar. A window with three sections will be displayed. My Email Addresses The Email Clerk uses this list of email addresses to identify whether an incoming email was sent to you or not. Some emails, spam in particular, can arrive in your inbox even though it wasn t addressed to you directly. Your primary email address should already be displayed in the list. If you use Outlook to receive emails for additional email addresses, click the Add button to add each additional email address. Type in the additional email address and a description. If your email address is in a corporate environment rather than from an email service such as Yahoo or MSN, be sure the checkbox is checked. Click the Save button when finished and the new email address will be added to the list. One more step is required. Select the new email address in the list and click the Edit button. Near the bottom of the window is a folder. Click the folder and select the folder that serves as the Inbox for this new email address. The Email Clerk needs to know which Inbox to monitor. My Names You may receive emails from senders who are not in your contacts list or in an Email Clerk approved emails list. But, the email may be from a legitimate sender such as a new vendor or other new contact. In most cases, your name will be included in the body of the message. The Email Clerk will look for your name in the body of the message and place the email into a special folder (Could Be Legit) for your review, since the email might be legitimate. The email will be separated from other emails from unknown senders that appear to be spam or junk mail. You should put various combinations of your first and last name and any nicknames that people might use when addressing you into the list. To add a name to the list, click the Add button. Type the name then click the Save button. * An email may arrive with a name in it that matches one of yours, but isn t really yours so not all emails in the Could Be Legit folder will actually be for you. Use These Address Lists to Verify Sender The Email Clerk attempts to identify the sender of an email as a known sender, or someone in your list of contacts or address lists. Some corporations may have multiple address lists such as a Global Address List along with other address lists. Generally, the Global Address List is sufficient for this purpose. So, be sure that the Global Address List is checked. The McFarlane Group, Inc. Page 8 of 27
If you are not on a network that uses Exchange and you are using Outlook in more of a standalone environment, you will likely see Contacts as your main address list. If you have created additional address lists in Outlook, they should also be displayed in the list. Be sure that all of the address lists that the Email Clerk should use to identify senders are checked. The McFarlane Group, Inc. Page 9 of 27
Configuring the Email Clerk Destinations The Email Clerk, based on various criteria, will sort your incoming emails for you and place them in separate folders based on the criteria. You can also have certain emails announced with a computer voice and/or have a sound played when emails are placed into various folders. And, since you can have the Email Clerk monitor multiple email addresses, you can configure a separate set of folders for each address. To add an additional Inbox to monitor, click the Add button. **Be sure the same folder has been selected for the appropriate email address in the Monitoring section. When the Email Clerk was installed, it automatically created a folder for each category under your main Inbox so you may not need to change anything. But if you want to make changes or configure additional email addresses, click the Destinations button on the Email Clerk toolbar. When a new email arrives, the Email Clerk will first attempt to determine if you know the sender of the email. That means that the sender was found in one of your selected address lists or is in an approved list that you will learn about later. If the sender is known, the email is further evaluated and placed into one of a set of folders as shown under the Sender In Address Book heading. If the sender is unknown, the email is placed into one of the folders shown under the Unknown Sender heading. You will also be identifying some email addresses and domains that the Email Clerk should simply delete when a new email arrives from one of those addresses or domains. You can, therefore, assign a sound that will play when one of those emails is deleted. The McFarlane Group, Inc. Page 10 of 27
Identify a Destination Folder You can create and select separate folders for each type of email that is shown. See the detailed explanations below for each folder. To change the folder for a particular type of email, click the folder icon in the folder column. The screen shown below will be displayed. While this screen is open, you can create a new folder to hold these particular emails. First select the folder under which to create the new folder. * It is a good idea to create all of your folders under the Inbox folder since they will all hold new incoming emails. Click the New button, to create a new folder. The screen shown below will be displayed. The McFarlane Group, Inc. Page 11 of 27
Type the name for the folder, make sure that the Inbox folder is selected, then click the OK button. Then, in the Select Folder screen shown above, be sure your new folder is selected and click the OK button. The name of the folder will be displayed for the selected type of emails. Destination Folder Types To Me Exclusively You should leave this type of email in your Inbox. These are emails that are sent by known senders and are addressed to you and no one else. To Me Non-Exclusive These are emails from known senders that have been sent to you and other recipients as well. You are not the only recipient. CC Exclusively These are emails from known senders on which you have been included as a cc, exclusively. The email was not sent to you directly, but you are the only recipient that has been cc d on the email. CC Non-Exclusive These are emails from known senders on which you have been cc d along with other recipients. BCC These are emails from known senders on which you have been bcc d. You are not a direct recipient nor have you been cc d on these emails. But, others may have been bcc d with you. Not To Me These are emails from known senders but, for some reason, you are not a recipient, nor have you been included as a cc, nor have you been bcc d. This is an unusual situation but it does seem to happen. Subscription You may subscribe to email newsletters or have certain web sites from which you receive regular email updates such as notices of sales, etc. As you use the Email Clerk to assign certain emails or domains as subscriptions, emails from these senders will automatically be placed into this folder for you to read at your convenience without them cluttering up your Inbox. Order Confirmations You may have certain websites from which you make on-line purchases. As you use the Email Clerk to assign certain addresses or domains as order confirmations, emails from these senders will automatically be placed into this folder. Could Be Legit These are emails from unknown senders but contain your name in the body of the message. Perhaps you talked to someone new on the phone and gave him or her your email address so they could send you some information. At that point, they are an unknown sender in Outlook. Their email address is not yet in your contacts or approved list. When the email arrives, the Email Clerk will determine that it is from an unknown sender then search the body for your name. If your name is found, it could be a legitimate email so it will be placed into this folder. The McFarlane Group, Inc. Page 12 of 27
Sometimes an email will arrive with your name in the body, even though it really isn t your name. This email will still show up in the Could Be Legit folder. But, there is a good chance that the email you were expecting from an unknown sender makes it into this folder so you won t miss it or have to search through a bunch of spam to find it. Looks Like Ad This folder works very much like the Could Be Legit folder. The email is from an unknown sender and your name was found in the body of the message. But, additional criteria is used to make an educated guess that it is probably an advertisement that was personalized by the sender rather than an expected email from a new sender. Spam Holding Pen If you have not turned on Spam Auto Response Verification (see the Preferences section for instructions), then after each email from an unknown sender has been evaluated and it doesn t meet the criteria that would place it into the Could Be Legit folder or the Looks Like Ad folder, it is placed into the Spam Holding Pen folder. If you have turned on Spam Auto Response Verification, an automatic reply is sent to the sender requesting them to verify that they intended to send you this email. Normally, these replies are deleted after they are sent. But, if you want to keep them for a period of time for review, check the box to Hold Spam Auto Replies for Review and enter the number of days you would like them held. When the box is checked the replies will be placed into the Spam Holding Pen folder. After the specified number of days, they will be deleted automatically. Voice If you would like to have the Email Clerk announce the sender name of new email when it arrives in a particular folder, check the box under the Voice column next to the folder you want announced. Every email that arrives and is placed into that folder will be announced. Sound If you would like a particular sound played when new mail is put into a particular folder, click the button under the Sound column for the particular folder. Then find the sound file you want played. If you have Outlook configured to play a sound when new mail arrives, hearing that sound may cause you to want to check your Inbox to see if an important email just arrived. So, playing a unique sound for deleted emails or junk mail can provide an audio cue so you know you don t need to look at your Inbox because the new message that arrived is junk anyway. Once you have selected a sound, you can turn it on or off by checking or unchecking the box next to it. Click the speaker image next to the checkbox to preview the selected sound. The McFarlane Group, Inc. Page 13 of 27
Configuring the Email Clerk Voice If you plan to have the Email Clerk announce any of your incoming emails, click the Voice button on the Email Clerk toolbar to configure the Voice settings. The screen shown below will be displayed. Voice Settings The list of voices that are available on your computer will be displayed in the list. Select the voice you would like to use. The best setting for the volume seems to be all the way to the right or full volume. The volume can then be adjusted on your computer s volume control. The speed setting controls how fast the voice speaks. Announce Subject If this box is checked, the subject of the email will be read along with the sender s name or email address. Having the subject announced is helpful to identify whether the email needs to be looked at immediately or not. Announce New Unknown Mail If you are expecting an email from an unknown sender, it can be very helpful to turn on this option so that all new mail from unknown senders is announced. If the expected email arrives, you will know it immediately without having to look for it in one of your other folders later. But, if you are not expecting any emails from unknown senders, you should leave this option unchecked. Otherwise, you will hear all of the junk email coming in. The McFarlane Group, Inc. Page 14 of 27
Manual Response If you have a microphone attached to your computer, you can respond with a voice command when a new email is announced. Simply say the name of one of the commands into the microphone. The commands are listed below. If you do not have a microphone attached you will need to respond to the Email Clerk with a keyboard command or by clicking on the command in a pop up list that will appear after the email is announced. Type the key combination shown to execute the command when the window pops up or click on the command in the list with your mouse. * It is best to leave Continue unchecked or disabled. If you use the Continue command, the entire email will be read with no way to stop it. Delete (ctrl-d) Deletes the email. Forward (ctrl-f) Forwards the email and opens the forward for editing. Move (ctrl-v) Moves the email to its designated folder. For example, if voice is checked for the subscriptions folder and a new subscription email arrives, selecting the Move command will put the email into the subscriptions folder. New Folder (ctrl-o) Selecting this command will allow you to select a folder into which the email will be placed. Paragraph (ctrl-p) Selecting this command will tell the Email Clerk to read the next paragraph to you. The paragraph selection that is read can vary depending upon punctuation and email formats. Repeat (ctrl-a) Selecting this command will tell the Email Clerk to repeat what was just read. Reply (ctrl-r) Creates a reply and opens it for editing. Reply All (ctrl-l) Creates a reply all and opens it for editing. Sentence (ctrl-n) Selecting this command will tell the Email Clerk to read the next sentence in the email. Show Me (ctrl-m) Opens the email. Skip (ctrl-s) Leaves the email in the Inbox. The McFarlane Group, Inc. Page 15 of 27
Configuring the Email Clerk Preferences Use the preferences settings to assign category names for different types of emails so they can be sorted in your Inbox. Clicking the Preferences button on the Inbox Manger toolbar will open the screen shown below. You can assign category names so that the emails will be sorted accordingly. New Email Category Name When a new email arrives that will remain in your Inbox, it will look in the Inbox for an original that you may have sent for which the new email is a reply. If no original is found, then the new email is considered a new email and not a response to a previously sent email. This new email will be assigned to this category. Response Expected Category Name When you send an email you may indicate that you are expecting a response. The email you sent will be placed into this category and moved from Sent Mail into your Inbox. You will be able to see at a glance those who have not yet responded to your requests. You can also select a number of days after which, if the person has not responded, the email will be moved into a Response Past Due category. If you send the email to more than one recipient, the email will be copied for each recipient so that you can track who has responded. For example, if you include three names in the To line, you will see three emails in the Awaiting Response category in your Inbox. Then, as each individual The McFarlane Group, Inc. Page 16 of 27
responds, the response will be placed into the Response Received category and the Awaiting Response email deleted, leaving only those who have not yet responded. However, you may send an email to a distribution list with hundreds of people in it and accidentally indicate that you are expecting a response. In that case, you could have hundreds of emails placed into the Awaiting Response category. To prevent this you can indicate a limit as to the number of people in the To list that will be split without the Email Clerk warning you. Select an appropriate limit from the drop-down list. Response Past Due Category Name If an email for which you are expecting a response has not been responded to in a certain number of days, it will be moved from the Response Expected category to this category. Set the number of days for this time frame from the drop down pick list that shows a 10 in the example above. If you do not want Response Expected emails to ever move into the Response Past Due category, then select 0 in the drop down pick list. Response Received Category Name When a response is received, the original in the Response Expected category or Response Past Due category is automatically deleted and the new email is placed into the Response Received category. Action Required Category Name You may send a reply to an email to let the sender know that you have received their email and will be taking action on their request. You can indicate that you are not expecting a response to the email you are sending, but that you do need to take action regarding this email. When you do, it will be placed into this category in your Inbox as a reminder to take the action. Activate Spam Auto Response Verification Check this box so you never have to deal with spam. As emails are received from unknown senders and they are evaluated and it is determined that they don t appear to be legitimate or they don t appear to be an advertisement from a legitimate site, the email clerk will send a reply with a message requesting that the sender verify that they intended to send you the email by replying. If they sender does reply, their reply will be placed into the Could Be Legit folder where you can review the email and sender and add them to your approved list or contacts if necessary. If you have indicated on the Destinations settings to Hold Spam Auto Replies, the auto reply will be placed into the Spam Holding Pen folder for the specified number of days. If the sender replies, the email held in the Spam Holding Pen will be deleted automatically. In any case, if the sender never replies, it was spam and you never have to deal with it. The McFarlane Group, Inc. Page 17 of 27
Spam Auto Response Message Click this button to modify the message that is put into the auto response email to potential spam email senders. Be nice. Remember that this is really a message to people who really did intend to send you the email. Save When you click the Save button, the categories for all emails in your Inbox will be changed according to the changes you have made to the category names. The McFarlane Group, Inc. Page 18 of 27
Using the Email Clerk Introduction The TMG Email Clerk is a very effective tool to help keep you organized and productive in the use of email as a communications tool. The TMG Email Clerk will help to keep only essential emails in your Inbox by removing duplicates automatically and organizing the emails that are in your Inbox into categories. The TMG Email Clerk will also help you keep track of requests you have sent to others via email by moving the email that you sent into your Inbox in a category that identifies them as Awaiting a Response. With these emails in your Inbox rather than in the Sent Items folder, you will not forget to follow up if responses are not received in a timely manner. The Inbox will also move these requests into a new category after a specific number of days to let you know that a response was not received in a timely fashion. When a response is received for an email that you sent, the TMG Email Clerk will delete the original email (it goes into your Deleted Items folder) and place the response into your Inbox into a category called Response Received. You will immediately know that someone responded to your request and can take immediate action. The TMG Email Clerk automatically removes all of those duplicate back and forth emails, keeping the Inbox free of clutter. Additional options for handling emails are also available and described in the remainder of this document. The McFarlane Group, Inc. Page 19 of 27
Sending Email Normally, sent mail is put into the Sent Items folder. But, it is very easy to forget about it or even find an important request for information among hundreds or even thousands of sent items. So, each time you send an email, you will be presented with several options as shown in the sample below. By dealing with each email immediately, you will stay organized and productive. The first four settings, of course, can be set in the email itself but they have been included on the sent item action window for your convenience. The six buttons are the ones you will use to determine the action to take for the email you are sending. Be sure to set any of the four options before clicking the action button. Expecting a Response Many emails that you send are requests for information from other people. In many situations, it is very important to obtain the information and not forget about the request. Since most people spend most of their time in their Inbox, what better place to hold an email until a response is received. By selecting this option, the email that you are sending will be moved from the Sent Items folder into your Inbox in a category identified as Awaiting a Response. The McFarlane Group, Inc. Page 20 of 27
* You can change the category names in the Preferences configuration as described earlier in this document. If you have sent this email to more than one recipient (cc and bcc are not included here), the Email Clerk will make a copy of the email for each recipient and place all of them into your Inbox. So, you will always know from whom you have received a response and those recipients who have not yet responded. When a response is received, the Email Clerk deletes the original email you sent (puts it into the deleted items folder) and places the response email into the category identified as Response Received. Hold for Further Action Many times you may receive an email from someone requesting that you do something but it may be several hours or days before you will be getting back to them but you want to acknowledge that you received their request and will be taking action on it. Selecting this option, allows you to send the acknowledgement but then hold on to the email for further action. The Email Clerk will move your email from the Sent Items folder into your Inbox into a category identified as Action Required. You will never lose track of things you need to do for others. Add a Task as a Reminder When you hold an email for further action you can also create a task and set a reminder. Check the box to add the task before clicking the Hold for Further Action button. When the email is processed and moved into your Inbox, the Email Clerk will open a new task with the subject, body, and contacts filled in. The checkbox to set a reminder will also be checked. Confirm the information for the task and the date and time for the reminder and save the task. File in a Selected Folder Perhaps you like to save emails and file them into folders so that you can find them easily in the future if needed. It is very easy to move emails that we have received from others from the Inbox to another folder. But, the emails you have sent to others are just as important and most people don t take the time to go through their Sent Items folder and move the emails into other folders. By selecting this option, you can select a folder and the Email Clerk will immediately file the email into the selected folder. You will never have to return to your Sent Items folder to find an email that you sent. When you select this option the screen shown below will be displayed. The McFarlane Group, Inc. Page 21 of 27
Select a folder then click the OK button or add a new folder by clicking the New button. Your email will automatically be stored in the selected folder. Leave in Folder This option has been included for someone who likes to search through their Sent Items folder for old emails. Delete If you do not want to keep the email you just sent, select this option and it will be put into the Deleted Items folder. I Didn t Mean to Send It This option provides a way out in case you accidentally sent the email. Clicking this button will cancel the sending of the email and return you to the email for further editing. The McFarlane Group, Inc. Page 22 of 27
Replying To or Forwarding Emails Similar to processing a brand new email that you are sending, you will also have similar options when replying to or forwarding emails. The screen shown below will be displayed. On the right side of the window are the options that will deal with the email that you are sending as described above. On the left are the options you have for the original email to which you are replying or forwarding. The red asterisk indicates the default setting for the original email. If you reply to an email and there are no attachments in the original, Delete is the default option since you don t usually need to keep the original. The text of the original is included in your reply so there is no need to keep the original email cluttering up your Inbox. If you reply to an email that has attachments and the original email is in your Inbox, Hold for Further Action will be selected for you as the default so that you can be sure to save the attachments. If the original email has attachments but isn t in the Inbox, Leave in Folder will be selected for you as the default. In either case, you can change the selection by clicking on the appropriate button for the original. For a forwarded email, the default option will be Hold for Further Action. When you forward an email, the usual reasons are to bring a new person into the discussion or to pass the email on to the appropriate person. If you are bringing a new person into the discussion, you may want to hold The McFarlane Group, Inc. Page 23 of 27
the original as a reminder that you will need to take action on it at some point in the future. So, you would leave the default selection alone. If you are forwarding it to the appropriate person and don t need to take action, make another selection. **Always select the action for the original before selecting the action for the email you are sending. The McFarlane Group, Inc. Page 24 of 27
Email From Unknown Senders Everyone receives many emails on a daily basis from senders they don t know. Many of these are spam but some are from senders that are not in your Contacts or other address lists but you want to keep the emails and don t consider them as spam. These may include email newsletters to which you subscribe or websites from which you order on a regular basis. The Email Clerk will organize emails from unknown senders into one of four folders, (provided you have specified four different destination folders) to make it easy to review them and deal with the senders. Review Emails You can review the emails in these different folders from unknown senders by clicking the Destinations button on the Email Clerk toolbar. The screen shown below will be displayed. To review the emails in one of the folders, click the button next to the folder under the Action heading. The McFarlane Group, Inc. Page 25 of 27
The screen shown below will be displayed. The list includes emails of the selected type that have had no action taken for the sender. To set the action for one or more email senders in the list, first select them in the list. You can select one or more by selecting one in the list then holding the left shift key and clicking on another one in the list. All emails in between will also be selected. Or, you can select more than one by holding the Ctrl key and clicking on additional emails. After selecting emails on which to take action, either click the Action menu or right-click and select an option from the pop up menu as described below. Add to Delete List This option will add each selected sender s email address to a list so that any time an email arrives from that sender, it will automatically be deleted. Add to Deleted Domains This option will add each sender s domain name to a list so that any time an email arrives from that domain, it will automatically be deleted. For example, an email from bob@xyz.com will be deleted along with an email from sue@xyz.com. Add to Contacts This option will add the sender s email address to your Contacts list in Outlook. Add to Approved List If you want to allow emails from this sender but don t want to add them to your Contacts list, you can add them to an Approved list that is stored by the Email Clerk. Any emails from this sender will be treated as a known sender and ok to receive. The McFarlane Group, Inc. Page 26 of 27
Add to Approved Domains This option is similar but will allow any emails from the domain to be treated as from a known sender. Unfortunately, senders of spam will often send email disguising the domain so it looks like it came from one domain when it really came from another. Add to Subscriptions This is the option to select for those newsletters and other types of email updates that you expect to receive. Email from these senders will automatically be moved into a special folder for Subscriptions, helping to keep your Inbox clutter free but allowing you to find them easily and review them at your leisure. Add to Subscriptions Domains This option is similar to Add to Subscriptions but any email from the domain will be moved into the Subscriptions folder. Don t use this option if you receive subscription type updates from a domain as well as regular email from individuals at the same company or domain. The email from the individual will be moved into the subscriptions folder. Add to Order Confirmations If you have websites from which you make on-line purchases regulary, you can identify those emails and the Email Clerk will move them into a special folder just for Order Confirmations. Initially, these emails will go into one of the unknown sender folders. So, if you make an on-line purchase, be sure to review the unknown sender folders to find the order confirmation. But, once you identify the sender as an Order Confirmation sender, any future order confirmation emails will be placed into the Order Confirmations folder. Add to Order Domains This option will move all emails from the sender s domain into the Order Confirmations folder. Again, use this option if you only expect to receive order confirmantion type emails from this domain and you will not receive other personal emails from individuals at that domain. Clear Settings If you have set various actions for the email senders in the list but have changed your mind, click the Clear Settings option. Clear List and Delete Emails Select this option if you do not want to specify an action for the email senders in the list, but simply want to clear out this list and delete the emails in the selected folder. Save After you have set the action for various email senders in the list, click the Save button. The Email Clerk will store the settings and move emails from the selected folder into the proper folders based on the action setting. Emails from senders added to the Approved list will be moved into the Inbox, emails from senders added to the Order Confirmations list will be moved into the Order Confirmations folder, and so on. The McFarlane Group, Inc. Page 27 of 27