Timed Email Organizer User`s Manual
Contents
1. Now you can click on the Timed Email Organizer button to pull up the main grid and see your newly imported rules Double clicking pulls up any rule for editing Drag drop the rules to change the order Be sure to save the rules using the Save All Rules button which only becomes enabled if you change something That s it Keep in mind that now that the rules have been set up that the rules engine will continue to process the rules even if you exit Outlook However in order to do this the computer must remain on and you must be logged in Because the add in will prevent the machine from going to sleep be careful when closing the lid on laptops Timed Email Organizer Copyright O 2015 Sperry Software Inc Page 3 Welcome Thank you for choosing the Timed Email Organizer add in created by Sperry Software This add in eases the chore of staying organized by allowing you to create powerful flexible rules that Outlook cannot provide although it duplicates some of that functionality as well to make it easy to reorder rules or take them out of Outlook saving you space It s perfect for creating rules that move or delete emails based on the age of the email which means you can e Create an archiving system move emails out of the Inbox and into a separate folder or even a separate PST file after they are 6 months old or older e Delete emails from Groupon Facebook Twitter and the like that lose value as they age Who needs yeste2. among others can be downloaded from http www sperrysoftware com outlook tools as Q How can we contact you for more help A For help on more in depth issues check out our Knowledge Base Timed Email Organizer Copyright O 2015 Sperry Software Inc Page 22
3. 4 20 PM 2015 4 20 PM Cancel Status Ready 0 rules selected Figure 5 Execute Rules Window on Outlook 2013 The first option is whether to operate only on emails in a certain date range This can be useful if you are performing archiving operations The default is off meaning that all emails in the given folder will be analyzed by the rules engine Note that the Run button must actually be clicked in order to run the rules The Cancel button will be highlighted once the processing starts to allow you to cancel the operation however there is no Undo ability so be sure to use the Test Selected Rules see below if you re not sure At the bottom of the window is the number of rules that have been selected to run Note that the only difference between Execute Selected Rules and Execute All Rules is that all the rules are selected on your behalf when using the Execute All Rules button Test Selected Rules One of the most powerful features of the add in is the ability to execute What If scenarios Using this facility allows you to see which emails will be affected by the various rules that were previously selected Timed Email Organizer Copyright 2015 Sperry Software Inc Page 15 To start select one or more rules then click the Test Selected Rules button Decide if you want to operate on emails within a certain date range or not the default is off meaning that all emails in the given rules monitored folders list will b
4. arriving email which Outlook notifies add ins about which allows arriving or sent emails to be acted upon immediately The timer is used to process all rules that Outlook does not provide notification for which is basically all the conditions except for an email arriving in the Inbox Timed Email Organizer Copyright 2015 Sperry Software Inc Page 17 Check emails every N minutes The timer can be set to run slower or faster depending on how important it is to you to have responsive of the rules Normally 15 minutes which is the default is sufficient but if there is a need to run the rules more frequently it can be lowered Generate a report The add in keeps tabs on what happens to an email if it processes it and it stores this information into a report If you re not interested in knowing this information then the checkbox can be cleared saving disk space However it s always handy to be able to reference the report to find out how a particular email arrived in a folder or to be able to find out if the rules engine even acted upon any given email In general an entry into the report occurs whenever e An email arrives in any monitored folder and that email is acted upon by the add in e An Import of the Outlook rules see below or any of the other Import functions are performed e Anytime any emails are acted upon by the Execute All Rules Execute Selected Rules or the Execute Actions button of the Test Selected Rules window e
5. at least one attachment If Email Is Read Unread The rule will only operate on the email if it is either read or unread Timed Email Organizer Copyright 2015 Sperry Software Inc Page 11 If Email Has Has Not Been replied To The rule will only operate on the email if it has or has not been replied to If Any Item In The Monitored Folders Has Been Modified The rule will only operate on the email if it is has been received or modified in any way since the last time the engine checked This condition is useful for Exchange public folders or shared mailboxes if you need to know that something has changed If Email Flag Status Is Marked The rule will only operate on the email if the flag is set to the particular status Complete Clear or Marked If Email Flag Due Date Is Over The rule will only operate on the email ifthe Due Date has gone by If Email Flag Due Date Is Going To Occur Within The rule will only operate on the email if the Due Date reminder alarm is about to go off Actions There are several actions to choose from and they are executed in the order shown in the window from top to bottom Change The Category To The rule will change the category to the given one Clear All Categories The rule will erase any existing categories Mark Email As Read Unread The rule will mark the email as read or unread Note that the add in s implementation of marking an email as read will not send back read receipts unlike Outl
6. button You first select one rule or more rules by holding down the Ctrl key while you click on the rules you no longer want Then you click the Delete Rules button A confirmation window will appear you did make backups right and once confirmed the rules will be deleted This method has the advantage that you are only asked to confirm once for a number of rules and the rules are saved just one time this can be quicker than individually deleting rules Before making changes to rules it is advisable to make backups using the Backup button see below Save All Rules When editing multiple rules from within the Timed Email Organizer you can use the Save All Rules button to save all of your changes at once The button is disabled by default but will become active when you have made at least one change If you try to close the Timed Email Organizer window without having saved your changes you will receive a warning asking if you would like to save before closing Move Up Move Down Changing the order of rules processing is simple with these two buttons Simply select a row and then click on the button to move it up or down in the execution order Moving a rule up in the execution order makes the rule run before any of the rules that appear below it Once the rule order is set the Save All Rules button needs to be clicked in order to update the grid with the new rule order Note that it is much simpler to drag and drop the rules from one loc
7. is not flag move to Junk E Mail 17 V MIKESPERRYeSPERRYSOFTWARE C Imported from Outlook rule Inbox If email To or CC contains MIKESPERRYO move to Personal 18 E You have received an Greeting eCard Imported from Outlook rule Inbox If subject contains You have received an Gre move to Junk E Mail 1 E Freshdesk Imported from Outlook rule Inbox If subject contains Assigned to Group move to Freshdesk 2 Y BitBucket zCon Solutions imported from Outlook rule Inbox If email From contains zCon Solutions add category BitBucket and move to BitBucket 19 Y unsolicited imported from Outlook rule Inbox If subject contains unsolicited move to Deleted Items 20 Y Galloway Inbox If email is at least 7 days old and subject cont delete the item 21 E Venditori Inbox If subject contains Venditori and email From c delete the item 2 v NCAA Inhox If subiect contains NCAA delete the item d gt Status Ready Profile Intermedia Exchange Rule Count 33 Figure 2 Main Rules Window Outlook 2013 Version This is a screenshot of the main Timed Email Organizer window Assuming you did not import your Outlook rules when you first click the Timed Email Organizer button in the Sperry Software tab in Outlook the grid will be empty You can add a new rule using the Add button All of the basic editing and manipulation of the rules is done with buttons on the Home tab The Actions tab is where you can find buttons that work with the rules to accomplish g
8. the engine In particular Outlook rules that contain exceptions are not supported Once the import process is complete a summary window is displayed and a chance to look at the report is given since the import process writes a summary to the report file The grid window can now be closed and you can view your newly imported Timed Email Organizer rules in the main grid window One handy feature about this Power Rules Manager window is that you can come back and enable or disable multiple Outlook rules at once Since the add in does not currently support going in the other direction that is from Timed email Organizer rules to Outlook rules this can be useful for backing out of any changes you no longer want in the Timed Email Organizer FYI Outlook rules run before add ins so if there is a conflict the Outlook rule will go first Import From Delete Stale Emails Add In Import From Incoming Mail Organizer Add In Import From Sent Items Organizer Add In The Timed Email Organizer is aware of other Sperry Software add ins including the Delete Stale Emails Incoming Mail Organizer and Sent Items Organizer add ins Since this add in is a more powerful flexible and capable than some of our other add ins it is convenient to be able to import the settings from these other add ins to the Timed Email Organizer format Note that the Import Rules button will Timed Email Organizer Copyright O 2015 Sperry Software Inc Page 19 only be enable i
9. Anytime the timer of the rules engine fires and an email in any of the monitored folders is found and acted upon View Reports Folder Clicking this button will open an explorer view to the folder that holds the report file It is in plain text format called Timed Email Organizer Report txt and can be opened by Notepad or any other plain text editor You can then search for a particular email s subject or just peruse the report to make sure things are operating smoothly Show the engine window Checking this box will show the engine as it runs It s necessary to restart Outlook in order to restart the engine and show the window but once that happens you ll see the engine window It can be left up while running and it will occasionally update as the engine wakes up and process the rules Clicking the OK button will cause the window to be hidden until Outlook is restarted Note that using the X in the upper right of the window will cause the engine to stop processing rules altogether again at least until Outlook is restarted and that the Pause and Resume buttons are equivalent to the Timer is running checkbox Enable verbose logging Clicking this button will cause the add in to write much more information about what s happening as the engine processes the rules It is normally off since the log files that get generated can grow quickly Timed Email Organizer Copyright 2015 Sperry Software Inc Page 18 Import Import Outlook Rul
10. ary To use the Restore button you must have created at least one backup at some point in the past By default one backup copy of your rules is created for you each day you view the rules The automatic backup is held in your Documents Sperry Software folder and has a naming convention of Rules Backup Outlook profile name YYYY MM DD where YYYY is the four digit year MM is the two digit month and DD is the two digit day of the month This automatic backup is only performed once per day so that if the add in detects that it has already written the file that day then another is not created until the next day To be clear you can always create a backup at any time Once you click the Restore button the add in asks you where the XML file is located Navigate to it and the add in will then ask you an important question Do you want to append or replace your existing rules If you replace your existing rules then all your rules will first be deleted then the add in will Timed Email Organizer Copyright 2015 Sperry Software Inc Page 14 restore the rules Otherwise the add in will simply append the newly imported rules to your existing rules Note that if you aren t careful that this may result in some duplicates being created Execute All Rules Execute Selected Rules Clicking this button will bring up a new window This window is used to run the rules Click the Run button to begin C Operate on emails from 1 3 2014
11. ation that you want associated with the rule For instance you might want to jot down a project or case number or maybe even have a set of rules that are run monthly in that case you can fill in the Tag field with Monthly Run and at the turn of the month sort the list of rules by the Tag field by clicking on the Tag column header in the main grid select them then Execute the selected rules The add in only writes the Tag field once when the rule is created and only if the rule was imported from an Outlook rule Let s go over the Conditions and Actions each rule can have Conditions In general all the conditions together are AND ed together that is if there is a rule that has the If Subject Contains condition set and the If Body Contains condition set then both of these conditions must match in order to have the engine trigger the actions for that rule To simulate an OR condition you can simply create a separate rule Furthermore the Subject Body and Attachment Name fields accept ANDs and ORs in the field for more exact control The ANDs and ORs must be uppercase You can also group using parenthesis to disambiguate the ANDs and ORs Let s use the Subject Contains condition as an example Subject Contains Matches Subject Contains Matches Does Not Match Subject Contains Matches Does Not Match Subject Contains Matches Does Not Match Invoice OR Bill Invoice 28763 January billing stat
12. ation to another To do this select one or more rows then while holding down the left mouse button move the cursor to the desired row Timed Email Organizer Copyright O 2015 Sperry Software Inc Page 13 Actions Tab Freshdesk BitBucket zCon Solutions outlook users yahoogroups com 1 messages noreply bounce linkedin co LinkedIn Congratulations You ve received a revi Shopper Approved msperry sperrysoftware com sperrysoftware365 onmicrosoft com pinpoint microsoft com GlobalDL1 Elance College Board VIAGRA 9 Official Site Wells Fargo Alerts SPAM and other REs Imported from Outlook rule Imported from Outlook rule Imported from Outlook rule Imported from Outlook rule Imported from Outlook rule Imported from Outlook rule Imported from Outlook rule Imported from Outlook rule Imported from Outlook rule Imported from Outlook rule Imported from Outlook rule Imported from Outlook rule Imported from Outlook rule Imported from Outlook rule Imported from Outlook rule Imported from Outlook rule If subject contains Assigned to Group move to Freshdesk If email From contains zCon Solutions add category BitBucket and mov H email From contains outlook users yahoo move to Yahoo Outlook Group If email From contains messages noreply b move to Deleted Items If email is at least 1 day old and subject conta delete the item If subject contai
13. e considered Next click Run The rules engine kicks into gear and finds all of the emails that pertain to the selected rule s and tabulates them into the grid After the rules engine has completed processing the Status in the upper right is updated and the total number of emails found is updated in the lower left At this point you can see the emails that the rules engine would have acted upon Double clicking on any of the resulting emails pulls that email up so that you can see it in its entirety Execute Actions Let s say you decide that the list of emails that have been returned looks good and that the rule is well formed Rather than waiting for the next timer interval to occur you can simply click the Execute Actions button to have the rules engine process the Actions for that rule on the list of emails After the rules engine completes executing the actions the grid is refreshed by again having the selected rules run to make sure that all emails are handled Note that all emails are executed upon and that selecting one or more before clicking on the Execute Actions button does not affect anything All emails will have the rule actions executed upon them Configuring the Add in Once the installation is complete you are ready to use the Timed Email Organizer add in When you open Outlook you will notice a new button Sperry Software Add ins added to the toolbar ah rz Inbox salesOsperrysoftware com Out
14. ement Bill s Used Cars Invoice AND Bill Invoice for January billing Billing Invoice Invoice for Invoice for January billing invoice for January billing Invoice OR Bill AND statement invoice statement billing statement My monthly statement Notice that we quotes as well and that the case sensitivity mattered in that example because in general conditions are not case sensitive unless they are placed in quotes Timed Email Organizer Copyright 2015 Sperry Software Inc Page 9 What if you don t use any ANDs or ORs between two words Unless you use quotes the system puts an implied AND between the two words For example Subject Contains Invoice bill Matches Invoice for January billing Does Not Match Billing Invoice Notice also how there was no match on Billing Invoice this is because word order is respected In addition wildcards are supported as well Subject Contains Invoic Matches invoicing statement monthly invoices It s usually not necessary to specify the wildcard character since it s implied but it can be useful in certain scenarios particularly where you have variable names with no spaces For instance what if in the Attachment Name Contains field you wanted a rule that would act on emails that had text attachments that started with the word invoice but the invoice number itself changed each month In other words if the attachment name format was always Invoice number txt Attachment Na
15. es This button is used to import your Outlook rules into Timed Email Organizer rules After clicking this button a grid of Outlook rules will appear that is very similar to the Timed Email Organizer s main rules grid The code to display the rules has been taken from Sperry Softwares other leading rules add in called the Power Rules Manager While viewing the Outlook rules you can select one rule or many by holding down the Ctrl key while selecting other rules by left clicking with the mouse on each row or you can select them all using Ctrl A Once one or more rules have been selected click the Import Rules button to begin the process of converting the Outlook rules to Timed Email Organizer rules Before the process begins however there is one question The add in will want to know whether you want the Outlook rules disabled or not if they are successfully converted This is important because most times you do not want both sets of rules running as this would be a major cause of duplicate emails or other inbox corruption Note that the add in will only disable Outlook rules that are successfully converted and leave the Outlook rule alone if there are any problems along the way The conversion process is picky about the rules that it imports since not all Outlook rule conditions and actions are handled by the Timed Email Organizer a built in filter restricts the conversion to only create Timed Email Organizer rules that can be supported by
16. f the Delete Stale Emails Incoming Mail Organizer or Sent Items Organizer add ins are detected and installed Logon Outlook profile The Timed Email Organizer must know which mailbox it is going to operate on This is accomplished using Outlook profiles You can choose the Outlook profile here but note that with this version there is only one set of rules that can be run Exchange Mailbox Settings If you are in a corporate settings the User Name and Server Name are used to identify your mailbox These settings are used with Exchange Server 2010 and earlier in an on premise Exchange setting Office 365 Mailbox Settings Starting with Exchange Server 2013 a different underlying technology can be used to access a mailbox called hosted Exchange This includes Office 365 If you would like to use the Timed Email Organizer to access and run rules on your Office365 mailbox this is where you specify those settings Timed Email Organizer Copyright O 2015 Sperry Software Inc Page 20 Timed Email Organizer Copyright O 2015 Sperry Software Inc Page 21 Troubleshooting Q I m having trouble and need to start over with installing What can do A Follow these instructions http www sperrysoftware com kb questions 98 I 27m having problems 2C and l need totreinstall my add ins from atcleantstart tHow dotl do this 3F Q The Sperry Software Add ins button is not visible A Run the add in Reset tool The add in reset tool
17. he functionality of the add in To the right of the Sperry Software button is the Timed Email Organizer toolbar button which pulls up the main window for working with the rules P au i SE Home Actions ON z Heng mA Close Save Add Edt Delete Save Al Move Move View As Die Rule Rule s Rules Up Down Help File Edt Rule Order Help A 7 Y Shopper Approved Imported from Outlook rule Inbox If email From contains support shopperappr move to Reviews 8 Y msperry sperrysoftware com Imported from Outlook rule Inbox If email To or CC contains msperry sperry move to Junk E Mail 10 Y pinpoint microsoft com imported from Outlook rule Inbox If email From contains pinpoint microsoft co move to Inbox 1 v GlobalDL1 Imported from Outlook rule Inbox If email From contains GlobalDL1 move to Inbox n Y Elance Imported from Outlook rule Inbox If email is at least 3 days old and email From move to Elance 13 Y College Board Imported from Outlook rule Inbox If email From contains College Board or ESPI move to Personal fy VIAGRA 9 Official Site Imported from Outlook rule Inbox If email From contains VIAGRA Official S delete the item 15 Y Wells Fargo Alerts Imported from Outlook rule Inbox If subject contains Balance Alert and email Fr move to Inbox 16 Y SPAM and other REs imported from Outlook rule Inbox If subject contains SPAM and email
18. ipient or a name or an email address or a part thereof Has implied ORs between each recipient O o Can use wildcards o Are always case insensitive If Email Is Older Than The rule will only operate on the email if it is of a certain age or older If Subject Contains The rule will only operate on the email if the subject matches This field accepts wildcards ANDs and ORs which can be grouped with parenthesis and is not case sensitive unless quotes are used If Body Contains The rule will only operate on the email if the body matches This field accepts wildcards ANDs and ORs which can be grouped with parenthesis and is not case sensitive unless quotes are used If From Contains The rule will only operate on the email if the From name or email address matches This field accepts wildcards If To Or CC Contains The rule will only operate on the email if the email is To or CC ed to name or email address matches This field accepts wildcards If Sent On Behalf Of Contains The rule will only operate on the email if the email Sent On Behalf Of name or email address matches This field accepts wildcards If Attachment Name Contains The rule will only operate on the email if any of the email attachment names match This field accepts wildcards ANDs and ORs which can be grouped with parenthesis and is not case sensitive unless quotes are used If Email Has At Least One Attachment The rule will only operate on the email if there is
19. l Flag Due Date Is Going To Occur Within Minutes Note Subject Body and Attachment Name can use ANDs and ORs for more flexibility These conditions are ANDed together to form an OR condition create a separate rule Figure 3 Add Edit Rule Window on Outlook 2013 The rule name is the next rule in the execution order but should be changed to something more meaningful and it is enabled by default The date the rule was created the last time it was modified and the last time it was actually used are all shown Timed Email Organizer Copyright O 2015 Sperry Software Inc Page 8 You can add conditions or actions as necessary more on that below but the add in also has a Folders tab which is used in connection with the rule to monitor one or more folders In particular when you first create a new rule the add in asks you if the rule is for incoming or outgoing messages This is simply a convenience function so that you don t have to set the folder That said you can have the rule monitor any folder you wish including shared mailboxes Note that Outlook has to be restarted in order to immediately begin executing rules on a newly added folder but after that you can drag and drop emails into that folder and the add in will see those emails as having just arrived and act on them Note There is Tag area at the bottom of the rules window This area is for you You can keep track of and333 jot down any ancillary inform
20. look HOME SEND RECEIVE FOLDER VIEW ESET Sperry Software d Sperry Timed Email Software Organizer Sperry Software Add Ins Figure 6 Toolbar on Outlook 2013 Clicking this button displays the Sperry Software Add ins configuration screen It is on this screen that basic settings are made to control the functionality of the add in To the right of the Sperry Software button is the Timed Email Organizer toolbar button which pulls up the main window for working with the rules Timed Email Organizer Copyright 2015 Sperry Software Inc Page 16 Installed Add Ins Add In Configuration Settings Import Logon Timer Control wl Timer is running Check emails every 15 minutes Reports V Generate a report Debugging Show the engine window Enable verbose logging Figure 7 Configuration Window on Outlook 2013 Settings Timer is running In the Timer Control group the Timer is running checkbox controls whether the timer for the rules engine is running or not This timer is used to come along and process rules after an interval has transpired which is the next option Check emails ever N minutes For example if you had a rule that the add in should move a particular email after it has been marked read the timer will kick off the rules processing engine and it will pick up that email and move it to its designated folder This processing should not be confused with
21. look EE 19 Import From Delete Stale Emails Add in 19 Import From Incoming Mail Organizer Add in 19 Import From Sent Items Organizer Add jn 19 ere EE 20 Outlook prole iaa 20 Exchange Mailbox Settings eege oe adenda DEE PR EE EE a 20 Office 3605 Malba ri a E a a Er 20 MMOUDIESMOOUM Br ees veer ee E AE E EEE a deg 22 Timed Email Organizer Copyright O 2015 Sperry Software Inc Page 2 Quick Start Guide To get started quickly you ll probably want to import your existing Outlook rules To do this go into Outlook and click on the Sperry Software icon the red blue one not the Timed Email Organizer button Then click on the Import tab then click on Import Outlook Rules Assuming that there is nothing currently wrong with your rules a grid will popup that contains all your existing Outlook rules You can select all of them with the Ctrl A key or highlight some of them by selecting with the left mouse button while holding down the Ctrl key After you ve made your selection click on the Import Rules button The add in will optionally disable your Outlook rules at the same time it imports the rules into Timed Email Organizer rules It only does this if you say so but it s recommended since you ll otherwise end up with duplicate rules which is a primary reason for getting duplicate emails After the rules have been imported you can close the Outlook rules window and the Sperry Software Configuration Window
22. me Contains Invoice txt Matches invoice 20194455 txt Invoice 43 txt Note that the same condition can be achieved by using Invoice AND txt in the Attachment Name Contains field but the subtle difference is that Invoice AND txt would also match an attachment name like Invoice for txt parts pdf Finally while ANDs and ORs are not accepted in the recipient conditions If From Contains If To Or CC Contains and If Sent On Behalf Of contains wildcards are accepted The ability to use wildcards in the recipient fields is perfect for matching all emails from a particular domain or company This is because in addition to being able to select recipients from your address books you can also simply type in any text to match the recipient s name or email address For instance If From Contains sperrysoftware com Matches orders sperrysoftware com sales sperrysoftware com Note that multiple recipients are always considered to have an implied OR condition Summary e Subject Body and Attachment Name conditions o Can use ANDs and ORs between words o ANDs and ORs can be disambiguated with parenthesis Timed Email Organizer Copyright 2015 Sperry Software Inc Page 10 Has implied ANDs between words so word order matters Can use wildcards Are normally case insensitive O O O O Can use quotes to match exact phrases including case sensitivity e From To or CC and Sent On Behalf Of Can be a rec
23. n text comma delimited or Microsoft Excel format Itis useful to save your Outlook rules in a human readable format to be able to examine them carefully to figure out how you want to architect your rules in order to be able to work at maximum efficiency Once the file has been saved depending on which format was selected it can be opened in Notepad or Excel Add Edit Rules The Timed Email Organizer add in allows you to create and or edit rules To add a new rule simply click the Add button You will be asked if the rule you want to create applies to incoming emails or to outgoing emails Although you are presented with a choice of incoming or outgoing clicking on the red X in the upper right of the window acts like a Cancel button In any case once you answer that question you will be presented with a window that looks similar to this Timed Email Organizer Copyright O 2015 Sperry Software Inc Page 7 Created 1 3 2015 3 48 PM Modified 1 3 2015 3 48 PM Last Used Never O If Email ls Older Than Minutes C F Subject Contains C i Body Contains C E From Contains C f To Or CC Contains C If Sent On Behalf Of Contains _ F Attachment Name Contains C ff Email Has At Least One Att O F Emails Unread 7 C Ff Email Has Been Replied To F Any item In The Monitored Folders Has Been Modified C If Email Flag Status Is Marked Complete C F Email Flag Due Date Is Over Minutes Old C If Emai
24. ns Congratulations You ve re move to Reviews If email From contains support shopperappr move to Reviews If email To or CC contains msperry sperry move to Junk E Mail If email From contains sperrysoftware365 o1 move to Communicate If email From contains pinpoint microsoft co move to Inbox lf email From contains GlobalDL1 move to Inbox lf email is at least 3 days old and email From move to Elance If email From contains College Board or ESP move to Personal If email From contains VIAGRA 9 Official S delete the item If subject contains Balance Alert and email Fr move to Inbox If subject contains SPAM and email is not flag move to Junk E Mail MIKFSPFRRY SPFRRYSOFTWARF Imnorted from Outlook nile Hf email Ta lor CC contains MIKFSPFRRY S move to Personal le Intermedia Exchange Rule Count 33 Figure 4 Actions Tab on Outlook 2013 Backup Restore Making a backup is quick and simple Click the button and the add in asks you where to save your rules The rules are saved in standard XML format meaning they are readable by both humans and computers This can be convenient so that after you save the file you can edit the rules make changes then perform a Restore operation with the updated changes Note that by default XML files display in a read only browser but to edit one you must right click and select Edit from Windows Explorer where it will be brought up in Notepad so that you can make changes as necess
25. oals like backing up and restoring executing the rules and testing the rules that you have just created Timed Email Organizer Copyright O 2015 Sperry Software Inc Page 5 In the grid is where the rules themselves are located They are normally displayed in the order they are executed but clicking on any column header sorts the list by that column and clicking it again does the reverse sort The only item that can be changed directly in the grid is the Enabled flag The Save All Rules button must be clicked after enabling or disabling rules in this manner Like most Sperry Software grids clicking on a column header causes the grid to sort by that column In addition you can type a single key to quickly go to the row or rule that starts with the key you typed Navigating the grid with the keyboard Ctrl End brings you to the last row Ctrl Home back to the first row Home to go to the first column and End to go to the last column Of course the arrow keys move the cursor from cell to cell The rules can be dragged and dropped To do this begin by selecting a rule with a single left mouse click You can optionally choose to select other rows by holding down the Ctrl key while selecting the other rows Once you ve selected all the rules to move grab the selected rows by left clicking on one of the selected rows while the Ctrl key is held down Then move the mouse to the row you need If you place the mouse cursor just above the heade
26. ook rules which do send back read receipts Set Importance To High Normal Low The rule will raise or lower the priority of the email Set Flag Status To Complete Clear Marked The rule will set the flag to the indicated status Set Reminder Date To The rule will set the alarm reminder date to a future date Copy The Email To The rule will copy the email to whichever folders are selected Timed Email Organizer Copyright 2015 Sperry Software Inc Page 12 Move The Email To The rule will move the email to whichever folder is selected Delete The Email The rule will delete the email Note that this is a soft delete and that the email is basically moved to the Deleted Items folder Permanently Delete The Email The rule will permanently delete the email This is a hard delete and that the email is not moved to the Deleted Items folder but rather completely eradicated Note that it doesn t make sense to have a rule that Moves the email to a folder AND Deletes the email or Permanently deletes the email you can only either move it or delete it and this is enforced when you save the rule Delete Rules There are actually two ways to delete rules One method of deleting rules is to simply select the rule then click the delete key on the keyboard A confirmation window will appear then depending on your answer the rule will be deleted and the server will be updated A second method involves using the Delete Rules
27. r row the one containing the column names the add in will scroll up while you are holding the rows to drop To cause scrolling down move the mouse into the bottom scrollbar area While scrolling if the Shift key is pressed the rows scrolling by will go into high speed mode this is useful in case you have hundreds or even thousands of rules Be sure to click the Save All Rules button to commit any changes Note that the entire window is resizable so that more of the rules can be shown in the window You can resize the window by sliding the mouse to the lower right hand corner then clicking the mouse down to grab the window edge then slide the mouse to resize the window Status Bar The status bar area is at the bottom of the grid It displays three items 1 The current status of the add in Because some operations take a long time backup restore or saving the rules when there are many of them this status area will indicate what the add in is doing and when it is ready for the next action The normal value for this field is Ready 2 The Outlook profile which is a read only field 3 The number of rules Close The Close button saves your grid size assuming you resized it and closes the program It is the same as clicking the red X in the upper right corner of the window Timed Email Organizer Copyright 2015 Sperry Software Inc Page 6 Save As The Save As button saves your rules to a file in either plai
28. rday s traffic reports e Ifyou like to read emails on your phone you can set up a rule that will only move the email after the email has been read e Raise the priority of an email if it has not been responded to within two hours One of the first things that should be done is to save a copy of your rules in the case of an error Using the Save As allows you to see and read all the rules but it cannot be used to restore your rules other than manually typing them back in Using the Backup button allows you to both see the rules the rules are written to an XML file which is just a plain text file which can be edited in say Notepad and to be able to restore them using the Restore button To be safe the add in will automatically make a backup of your rules once a day if you open the main window to view the rules Timed Email Organizer Copyright O 2015 Sperry Software Inc Page 4 Main Rules Window Once the installation is complete you are ready to use the Timed Email Organizer add in When you open Outlook you will notice a new button Timed Email Organizer added to the toolbar ERE HOME Sperry Power Rules Software Manager Sperry Software Add Ins A Figure 1 Toolbar on Outlook 2013 SEND RECEIVE FOLDER VIEW Norton Sperry Software Clicking the Sperry Software button displays the Sperry Software Add ins configuration screen It is on this screen that basic settings are made to control t
29. w ST Timed Email Organizer Sperry BI Ann User s Manual e P H EIER Eat Ee 3 NEE 4 Main Rules Window ccccccnonnnononnnonnncnonnnnnnnncn nn R RRA R RR RR RR rr nr nena nn rnnrnnann 5 Ch 3 ENE PEO EE 6 Oia 6 A 7 o o PP A 7 EG DEE o o ii ato 9 a o o y COPA eege ege ege ege 12 Delete Rules A A AR AR ERRE 13 Save All Rules 22 eee cceeeeeeeeeeeeeceeeeeeeeeeeeeaaeeeeeeeeeeeeeeaaeeeeeeeeeeeeeaaaeeeeeeeeeeeeaaaaeeeeeeeeeeeesaaaeeeseeeeeeeeeaaaaes 13 Move Up Move Down 13 e ele E E E 14 BACKUD RESTO Cru aa 14 Execute All Rules Execute Selected Rules cceccccccccccssssseecececceceuueeseececeeceuaaaesseeceseeeeuaaausseeeseeeeeaaaeesss 15 Test Selected Rules ias 15 Execute EIDEL serra A IRA 16 Configuring the Add im 16 ele TC 17 AP EE E EEEE EES E EEEE 17 Check emails every N minutes oooooccnccnnnnnncccnnnoncnnnnnnnnonnnanncnnnnnnnnonnnnnnnnnnnnnononnnnnnnnnnnnnnrnnnnanninnnnnns 18 CONCA ae va cca cine ea cecc as eee oases so aeione neck sanee eels eneaeeetanveeesversseosuansee 18 Timed Email Organizer Copyright 2015 Sperry Software Inc Page 1 META ale y Folddet OO i05 catevseesedeeedenedevsverseeecienedeveveseeeuerenedsvedesseeusietedsvedeseeedeiecedevevesetedetetes sds 18 SHOW Ane da 18 Enable verbose logging oooooccccnnnncncnononnnnnnnnnnnonnnnannnnnnnnnnnonnnnnnnnnnnnnnrnnnnnnnnnnnnnnnnnnnnnnnnnnnnnrnnnaannnss 18 Kaa 0101p EEE ceed EE AEE EET EEE EAEN A EEEE AE AEAEE EAE EEEE 19 import Out
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