KeyMails User Manual
Contents
1. k Sender Importance d Conversations Domain Importance To ignore one or more e mails select the e mails and click on the Ignore button on the ribbon and then choose KeyMails The same can be achieved by right clicking and choosing Ignore KeyMails je Snooze KeyMails Ignore P Bon Mails Folder i Sender Importance Conversations b To Date Keyhlails These mails will no longer appear in the KeyMails folder Colimetrics Software Private Limited Page 14 ignore conversation select a mail from conversation and click on Ignore button ribbon and then choose Conversations The same can be achieved by right clicking and choosing Ignore Conversation TH Snooze KeyMails Ignore A Snooze Conv KeyMails Mails Falder 2 Sender Importance To Date KeyMails For ignored conversations you can choose whether you wish to see or ignore future mails on this conversation Mails in the selected conversations will not be shown in the KeyMails folder Also do not show future mails on the selected conversations Do not show this message again Note that ignored KeyMails are only ignored in the KeyMails view They will be visible and accessible from the Outlook folder in which they reside Colimetrics Software Private Limited Page 15 9 Changing Importance of Senders and Domai2. 12 How provide feedback on KeyMails Werre eagerly waiting to hear from you Please write to support keymails com and let us know what you love what you hate and what you desire If you encounter any issues with KeyMails you can help us by sending diagnostic information To do this click on the Settings button in the ribbon bar Then click on the Send Diagnostics button This brings up a new e mail window prefilled with information about your installation and KeyMails log files attached You can edit this mail and send diagnostics for debugging purposes Colimetrics Software Private Limited Page 27 13 Trouble Shooting 1 I installed KeyMails but when I restart Outlook I don t see the KeyMails folder KeyMails has separate installers for 32 bit and 64 bit versions of Outlook Note that this is Outlook version and not the Windows OS version Outlook comes in both 32 bit and 64 bit versions If you have installed the wrong version of KeyMails uninstall it first and then install the correct version When launching KeyMails the progress dialog continues to stay for a long time Is it hung If the progress bar animation is running it means the KeyMails is processing your mails Depending on the number of mails this may take several minutes longer for IMAP accounts Please wait for KeyMails to complete processing You can send the progress dialog to background and use Outlook as usual KeyMails will comp
3. Colimetrics Software KeyMails User Manual Version 1 2 0 0 Colimetrics Software Private Limited Page 1 Table of Contents L BASICINFORMATION A 3 1 1 SYTEM REQUIREMENTS T IE VE NL YN UE 3 1 2 I feror ie EE Rs 3 1 3 INSTALLUNC KEYMAILS RN 3 1 4 UNIN BT Ge MA iii 4 1 5 O POr FORMATO aAA e 4 2 GETTING STARTED WITH KEYMAILS eere rrr nnn nnn nnnm nnn nnn nnns 5 3 USING IHE KEYMAILS FOLDER isccasvceuu acGickzaxcuiuivudVs Cer VUdE CH EY CCadE cua roa ECU eo wk cu 7 3 1 VIEWING THE RANK FIELD AS A 8 4 REFRESHING THE KEYMAILS FOLDER eects rrr nnn nnnm nnn nns 10 5 ADDING FOLDERS FOR KEYMAILS PROCESSING 11 1 11 MARKING AN EMAIL 12 7 SNOOZING E MAILS OR CONVERSATIONS 1 eren rrr nnn n
4. Done 1 Snooze Conversations 2 Days i Ignore 5 Days sender Importance d 1 Week Domain Importance d Custom Time Note The popup menu for Snooze KeyMails lists the most recently used options If your choice is not mentioned among the most recently used you can choose a different time by clicking on Custom Time Note When you snooze a conversation new emails arriving on that conversation will also be hidden Colimetrics Software Private Limited Page 13 8 Ignoring e mails conversations You can ignore emails that you don t wish to act on Ignored emails and conversations will not show up in the KeyMails folder AOT ALIA LE FOL VI LIT _ res Quick Print te Snooze KeyMails Crossword Dynamix mall te Snooze Conv i Folder Reply All l Sender Importay Conversations To Date c d KeyMails gt Forward 5 Mark as Unread Follow Up AD Quick Steps k _ rotest Plan of Action mes hotest Plan of Action Move hrotest Plan of Action OneNote Ignore Junk X Delete Espana Club Hous Mark Done ember 2013 Snooze KeyMails th 2956 off Snooze Conversations P e e o AN VUES 1
5. Ignore 19 Xx i Fi Meeting ify Personal pank ba To Manager 2 E gt N vw ind ta y 9 X3 Clean Up t 33 Team E mail ig Reply amp Delete m Address Book ta Snooze Conv Help New New Delete Reply Reply Forward ET More m Move Rules OneNote Unread Follow Send Receive Mark KeyMails Folder E mail Junk All 7 Create New Y Read Up Y Filter E mail All Folders f Sender Importance A Settings pone t New Delete Respond Quick Steps Move Tags Find Send Receive KeyMails 3 Clickon Settings Then click on View Configure KeyMails E mail Content View Advanced Conversation Filter Show only unread mails the conversation If there are no unread mails show the latest read mail Show all mails in the conversation Show the last read mail and all the unread mails in the conversation Show only key mails in the conversation Reset KeyMails View In case the KeyMails view was accidently messed up and the rank column is not visible click on this button to reset the KeyMails folder s view to the default one 4 Uncheckthe Group KeyMails by rank option And click OK Colimetrics Software Private Limited Page 8 The image below shows the KeyMails folder without grouping and shows the Rank field as regular column Home Send Receive i Ignore X 45 Clean Up New New Delete E mail Items Jun
6. Reset View button KeyMails is slowing down my Outlook experience What should I do Outlook is known to be slow with IMAP accounts when compared to Exchange or POP3 In KeyMails Settings make sure that the Work Offline while ranking IMAP accounts is selected This will improve the performance for IMAP accounts try to uninstall KeyMails through the Control Panel I get an error message This is a known Microsoft bug in some of their Windows flavors http support microsoft com kb 2564571 To uninstall KeyMails click on the Windows Start Button Then click on All Programs gt Colimetrics gt KeyMails gt Uninstall KeyMails as shown in the image below Colimetrics KeyMails Computer amp KeyMails User Manual 4 Uninstall KeyMails k Control Panel Games Google Chrome Devices and Printers InstallShield bischen Default Programs Help and Support 9 em uan FEY rri cc Search programs and files p Colimetrics Software Private Limited Page 29
7. done with the ranking There is no impact on correctness of the ranking This is a setting for improving performance Colimetrics Software Private Limited Page 22 10 6 Misc This section allows you to customize which dialog boxes you wish to see Typically you will use these settings if you had selected Do not show me again checkbox for a KeyMails dialog box and you wish to see that dialog box again Configure KeyMails e n m Dialog Options Show progress dialog on Outlook startup Show confirmation dialog at startup if Outlook is offline Show confirmation dialog before ignoring KeyMails Show confirmation dialog before ignoring conversations Colimetrics Software Private Limited Page 23 10 7 About and Licensing This tab displays the KeyMails version and license information _ Configure KeyMails KeyMails Version 1 1 1 0 Copyright c 2013 Colimetrics Software All rights reserved Licensing Licensed to trial keymails com Installed on 09 24 2013 Expires on 10 24 2013 Purchase License Update Licence Key gt Clicking on Purchase License opens your web browser and takes you to the KeyMails web site where you can purchase KeyMails license gt Ifyou have purchased a license click on Enter New License Key and paste the license key Colimetrics Software Private Limited Page 24 11 Help tz Snooze KeyMails Ignore ME v jen S
8. e mail patterns to decide how important the mail is to you For example e The time you take to respond to a specific person or content The importance of the person who has sent the mail based on how frequently you ve been corresponding The importance of the content in the email subject body e Social networking General Mailer Group mails e Other factors which we want to keep secret at this time Does KeyMails move my mail into different folders No KeyMails does not perform any surgical operations on your e mail All your mail continues to reside in the same folders as it was before you installed KeyMails KeyMails creates an Outlook Search Folder and displays the important mails in this folder 10 Can I customize KeyMails to provide hints on how to prioritize my mails 11 KeyMails has been designed to learn from your behavior and require no configuration If you desire to help KeyMails there are easy ways by which you can train KeyMails about important people actionable items etc I have chosen to see 50 mails in the KeyMails folder But it is showing only ranks up to 42 Why KeyMails gives the same rank to all mails in a mail conversation The total number of mails shown in the KeyMails folder is fixed as per the user settings Thus if there are multiple mails in some conversations the total number of ranked conversations reduces accordingly The number of mails shown also depends on the KeyMails filter settings
9. prioritizes your incoming e mails and ranks them in the order of importance to you By processing e mails in the order of importance KeyMails helps you provide timely responses and achieve higher efficiency in your work KeyMails is a plugin to Microsoft Outlook By adding functionality on top of Outlook KeyMails provides a very familiar user experience You can learn all the features within minutes of installation KeyMails is not a solution for e mail spam It processes all the e mails that have passed through your spam filter KeyMails adaptive algorithms consider various factors to prioritize your e mails For example Your send and receive e mail patterns The semantic information from the contents of the e mail Common patterns such as notifications from social networks e mail subscriptions Important senders and domains both self learnt and configured Important words and phrases Whether you have flagged a mail or set a due date i 1 1 System Requirements KeyMails runs on any configuration which supports Microsoft Outlook 2010 Supported Windows versions are Windows XP and Windows 7 both 32 bit and 64 bit versions KeyMails has a very small memory foot print and needs only a few MBs of hard disk space KeyMails works with POP IMAP Microsoft Exchange Server and Google Apps Sync accounts 1 2 Licensing KeyMails is licensed on a per user basis You should have received a copy of your license file when you
10. purchased your copy of KeyMails KeyMails comes with a free trial period of 30 days You don t need a license to use KeyMails during the trial period 1 3 Installing KeyMails Point your web browser to http www keymails com and follow the directions there to download the installer Before starting the installation process close Microsoft Outlook if it is running Double click on the downloaded KeyMails Setup file Click on the Yes button to agree to the license Click on the Install button to install KeyMails Finally after the installation is complete click on the Close button to exit the installer OF Ste Colimetrics Software Private Limited Page 3 KeyMails will be operational when you start Microsoft Outlook next time 1 4 Uninstalling KeyMails Click on the Start Menu Click on Control Panel Locate the button labeled Programs in the control panel Click on the Uninstall a Program link positioned right below the button Locate the program entry KeyMails in the list of programs that are shown Double Click on the entry KeyMails The uninstaller will prompt you if you are sure to uninstall KeyMails Click on Yes KeyMails will be uninstalled puce Eo E LE A 1 5 Support Information For feedback or filing a defect please write to support keymails com or visit http www keymails com Colimetrics Software Private Limited Page 4 2 Getting
11. Started with KeyMails When KeyMails runs for the first time it brings up the KeyMails One Time Configuration Wizard This wizard walks you through the main features of KeyMails and allows you to choose your preferences KeyMails Firt time Configuration Wizard KeyMails One Time Configuration Wizard We just need a minute of your time to configure KeyMails and get you started Click Next to continue 12 Steps Remaining KeyMails starts processing mails in your inbox and sent items for the last 30 days or the value you have configured Depending on the number of mails you have the first time load might take a few seconds to a few minutes _ KeyMails is processing your mail items KeyMails is processing your emails This might take several minutes depending on the number of emails You can send this window to background and continue using Outlook pankaj colimetrics com Processing Sent Emails Always process mails in the background You can start using KeyMails once this dialog disappears Colimetrics Software Private Limited Page 5 Also at every Outlook startup KeyMails indicates that it is processing new mails through a flashing icon on the Home ribbon bar as shown below This icon will disappear as soon as KeyMails has processed your new email and the KeyMails folder is ready 1 A c Find a Contact am a d Q Address Book Move Rules OneNote Unread Categorize Follo
12. and works just like any other software on your computer Does KeyMails affect the way I usually read emails Not at all One of our design goals is zero learning curve KeyMails is built taking special care to see that it retains the familiar Microsoft Outlook experience All the features of Microsoft Outlook remain as they were before KeyMails adds a new folder where all the ranked mails are shown This folder has all the regular features you expect from Outlook and more You can even view the usual Inbox though we feel that will become redundant once you start using KeyMails Will I miss reading any unread mail No For your convenience KeyMails shows the unimportant unread mails from the last 5 days customizable in the KeyMails folder with rank 1001 Of course the important unread mails would have received a rank in the top 50 and will be shown at the appropriate rank I have an IMAP account KeyMails ranking process is slowing down my Outlook experience Make sure that the Work Offline while ranking IMAP accounts is selected This will improve the performance for IMAP accounts I have multiple e mail accounts delivering e mail to a single store Does KeyMails work in this scenario Yes Colimetrics Software Private Limited Page 26 8 9 On what basis does KeyMails prioritize my emails KeyMails ranks your mails based on how you have handled your mail in the past The algorithms analyze your individual
13. ark Smith Upda Junk E mail 118 Outbox Rank 3 1 1 unread RSS Feeds Bob Williams Appro a LO Search Folders 5 KeyMails John Doe 12 Rank 4 1 item 1 unread Bob Williams Need By default the KeyMails view shows the top 50 ranked e mails You can change this number any time from the Settings dialog KeyMails assigns the same rank to all mails in a conversation This way you can see all related mails in the same place For your convenience KeyMails also shows the unread mails that were received in the past 5 days The unread mails that are not important enough are given the 1001s rank The KeyMails folder is like any other Outlook Search folder and you can perform all the normal Outlook Operations such as replying to mail deleting or filing etc In addition you can perform KeyMails specific commands that are detailed later in this manual Colimetrics Software Private Limited Page 7 3 1 Viewing the Rank field as a column As with any other Outlook field you can choose to view the Rank field as a column or grouped by Rank By default the mails in the KeyMails folder grouped by the Rank field To view the rank field as a column do the following 1 Click on the KeyMails folder 2 You will now see the KeyMails specific items in the Home ribbon Home Send Receive Folder View f Tylonore E X q 2 Find a Contact Snooze KeyMails v
14. e either of the following two buttons in the KeyMails ribbon When you receive new important mails KeyMails indicates this by blinking the You Have New KeyMails button 727 Snooze KeyMails S Ignore Ba je Snooze Conv 2 Help You Have i sender Importance 4 Settings Done Mew KeyMails KeyMails When you delete move mails the ranks need to be refreshed and KeyMails indicates this by showing the Click to Refresh Ranks button tz Snooze KeyMails 9 Ignore X tz Snooze Conv Set Due date Settings Click to 2 Sender Importance 2 KeyMails Help Refr Ranks KeyMails If you d like KeyMails to always refresh automatically and don t mind the disruption when KeyMails re ranks your mails there is an option available for you in Settings General Automatically refresh KeyMails folder If unchecked KeyMails will indicate in the KeyMails ribbon if a rank refresh is needed Colimetrics Software Private Limited Page 10 5 Adding folders for KeyMails processing By default KeyMails only ranks mails in your Inbox folder In case you have set up Outlook rules to automatically move some mails to specific folders you might wish to include those folders also for processing by KeyMails To include a folder to KeyMails right click on that folder and choose Add to Keymails as shown in the screen shot below KeyMails will immediately process the mails in this folder fro
15. e mails KeyMails looks into both the subject and the body for matching keywords and phrases Colimetrics Software Private Limited Page 20 10 4 View Configure KeyMails lt da ep _ E mail Content _ Conversation Filter 8 Show only unread mails in the conversation If there are no unread mails show the latest read mail Show all mails in the conversation Show the last read mail and all the unread mails in the conversation Show only key mails in the conversation Reset KeyMails View In case the KeyMails view was accidently messed up and the rank column is not visible click this button to reset the KeyMails folder s view to the default Group KeyMails by rank uncheck this to see ranked mails in a flat view The Conversation Filter setting allows you to choose the way you wish to view conversations in the KeyMails folder gt The Reset View button is useful in cases where the KeyMails Folder view is messed up and you want to reset it to the default view gt The Group KeyMails by rank setting allows you to choose whether you want to group the KeyMails with the same rank or see the rank as a flat column This is described in more detail in the section Viewing the Rank field as a column Colimetrics Software Private Limited Page 21 10 5 Advanced Configure ReyMails E mail Content View Reprocess All Emails Use this
16. ing Colimetrics Software Private Limited Page 11 6 Marking an email done Once you are finished with an email you can mark it done and it will not be shown in the KeyMails folder Note that the mails that are marked done are only hidden in the KeyMails view They will be visible and accessible from the Outlook folder in which they reside To mark an email done select it and click on the Mark Done button on the ribbon bar You can also do the same from the right click context menu When you mark an email is done KeyMails marks the whole conversation as done and all the previous mails in the conversation will also not be shown in the KeyMails folder However if you wish individually mark the mail as done and not the whole conversation you can configure this from the General tab in the Settings dialog Note that new mails on this conversation will show up depending on their rank Copy Snooze KeyMails Ignore Quick Print Snooze Conv 7 Help Reply 2 Sender Importance pid Setting Mark KeyMails Folder Done Up Date Reply All Forward Mark as Unread 40 Dg Follow Up b Quick Steps Rules Move 4 OneNote Ignore a Junk b X Delete Mark Done Snooze 5 d Snooze Conversations Ignore sender Importance d Domain Importance d Note Most of the KeyMails commands work the same way when multiple mails are selected For examp
17. k New Delete 4 Favorites KeyMails John Doe 12 4 John Doe Inbox 127 Drafts 21 Sent Items gt Deleted Items 334 Junk E mail 118 Outbox LES R55 Feeds 4 Search Folders KeyMails John Doe 12 Folder View Developer c Ea Meeting Reply Reply Forward All Respond Search KeyMails pankaj Drag a column beet hi Rank lt D ifl From TPTUUPUTTTTUVTUTTTTTTUVTTTPTUTUTY 263 Colin Yogi vgad yogis yogi Pank supp Manc Colimetrics Software Private Limited Page 9 4 Refreshing the KeyMails folder Mails in the KeyMails folder need to be refreshed whenever ranks of e mails have changed Ranks can change when new important mails arrive or when key mails are moved deleted snoozed marked done or ignored Usually KeyMails refreshes automatically if Outlook is not active either because you are using some other application or are away from the computer for more than 30 seconds When KeyMails ranking is up to date KeyMails indicates this by a greyed out KeyMails Up To Date button Tee Oo 0 DE gt TH Snooze Conv Help Mark ceyMails Folder 1 Sender Importance 46 Settings Done Up Date Keyhelails However to avoid disruption when you are actively using Outlook KeyMails notifies that a refresh is needed instead of performing an automatic refresh You can manually refresh when you se
18. le to set the same due date on three mails choose the three mails using Ctrl Click as you would normally do in Outlook and then right click and choose Select Due Date Colimetrics Software Private Limited Page 12 7 Snoozing e mails conversations You can snooze e mails or e mail conversations to temporarily not show them in the KeyMails folder To snooze one of more e mails select the e mails or conversations click on the Snooze KeyMails or Snooze Conv button on the ribbon or right click and choose Snooze KeyMails or Snooze Conversation Then choose from one your recently used time period or a different custom time This mail will reappear in the KeyMails folder once that time has elapsed Note that snoozed KeyMails are only hidden in the KeyMails view They will be visible and accessible from the Outlook folder in which they reside PREBNH 4D PDD BS 14 Receipt of MRV at Copy m Quick Print te Snooze KeyMails Ignore _ gt SnoozeNonwv Help Reply 9 mall 7pm 2 Mark KeyMails Folder amber of Commerce 2 Sender tance pid Settings Done Up To Date KeyMails ra Reply All Forward Mark as Unread Follow Up i Quick Steps lan of Action Rules lan of Action M lan of Action I lan of Action OneNote 1 4 Ignore a Junk x Delete
19. lete its work in the background I cannot see the KeyMails folder in Favorites How get it back The KeyMails folder is shown in two locations in the favorites section and the search folders location see image below If you do not see the KeyMails folder in favorites first locate the KeyMails folder in Search Folders Then right click on the folder and delete it Don t worry deleting the search folder does not delete any data Restart Outlook and now the folders should be seen as expected 2 New New E mail Items Junk 7 Mew Developer ails s Ea Meeting Move to d Team E mi Reply amp D Mare Respond 4 Favorites Search KeyMails John Dae Ctrl H KeyMails fohn Doe 12 MEUM DENT a a From Subj 4 John Doe 4 Rank 1 1 item Inbox 127 NEN tin 5 rker lini LA Drafts 21 mE A Sent Items 5 Deleted Items Mark Smith Upda Junk E mail 118 A Outbox RSS Feeds a La Search Folders 5 KeyMails Jok 4 Rank 3 1 item 1 unread Bob Williams Apprc Doe 12 4 Rank 4 1 item 1 unread H Bob Williams Need Colimetrics Software Private Limited Page 28 4 KeyMails folder view is messed up I cannot see ranks What should I do 6 Click on Settings then View Settings and then click the
20. m the last 30 days and all new mails delivered to this folder henceforth Since KeyMails processes the mails from this folder in the background it might take a few seconds to a few minutes for the important mails from this folder to show up in the KeyMails folder Please note that KeyMails does not move any e mails from their respective folders You can continue to access the mails from their original folders 4 John Doe 4 John Doe Inbox 127 Inbox 127 Drafts 7 Drafts 2 Sent Items A Sent Items gt Deleted Items 334 gt 2 Deleted Items 334 Junk E mail 118 Junk E mail 118 My Folder My Folder Open in New Window in IE Outbox Lil 3 Outbox oe Open in New Window RSS Feeds New Folder RSSFeeds Sj New Folder 2 Search Fold a L Search Folders Rename Folder Reni ES Key Mais 21 NU M Rename Folder Copy Folder Copy Folder iP Move Folder iP Move Falder Delete Folder Delete Folder Mark as Read Mark All as Read A Show in Favorites Show in Favorites Process Marked Headers ocess Marked Headers Properties Properties If you wish to stop including a folder from KeyMails right click on the included folder and click on Exclude From Keymails as shown in the screenshot above Note When you delete a mail or move it out of Inbox or a folder included for KeyMails it will no longer be considered for rank
21. nnm 13 8 IGNORING E MAILS OR 14 9 CHANGING THE IMPORTANCE OF SENDERS AND DOMAINS nnn 16 10 WM CN Mc SS 17 17 O E AEE AE 19 10 3 20 21 E E 22 23 107 ABOUTANDLICENSIN CUIR 24 11 L 25 12 FREQUENTLY ASKED QUES LIONS usce ickkn nsE eR ENS LEEFR YE UU IEEE EFE NU Ux EDEGUKEYN 26 13 TROUBLE 28 Colimetrics Software Private Limited Page 2 1 Basic Information KeyMails solves the problem of e mail overload for Microsoft Outlook users KeyMails
22. nooze Conv E iml care oo folde 2 Sender Importance User Manual Date Slideshow Tutorials Online FAQs Clicking on the Help button in the ribbon bars shows you four sub menus gt Clicking on User Manual brings up this PDF manual gt Clicking on the other three menu items takes you to the respective page on http www keymails com Colimetrics Software Private Limited Page 25 12 Frequently Asked Questions Does KeyMails move or delete my e mail No KeyMails does not delete or move any of your mail It creates an Outlook Search Folder in which the prioritized mails are shown Like any other Outlook Search Folder you can manually delete or move mails from the KeyMails folder Does KeyMails transfer any personal data e mail over the Internet No KeyMails resides on your computer and does not send any personal data out of your computer It is your private assistant Basic log information about features used along with your email address is periodically sent to the KeyMails server No personal data apart from your e mail address is recorded This information is only used to provide you the service and will not be made available to the public For more details please read the privacy policy on www keymails com Do I need to provide my login credentials to use KeyMails No KeyMails doesn t require you to provide your credentials or login to any cloud It is a plug in for MS Outlook
23. ns Normally KeyMails automatically decides on the sender s importance based on your usage patterns However you can train KeyMails about the importance of the sender or domain To change the importance of a sender click on a mail sent by the sender Then right click and choose Sender s Importance KeyMails allows four values High Normal and Low and Ignore If you set a sender s importance to Ignore mails from this sender will not displayed in the KeyMails folder These mails are however available in the original folder where they were delivered M E Quick Print Snooze KeyMails G Ignore lE Renh Dh m Snooze Conv 2 Help FN Reply aa Mark KeyMails Folder Reply All ngal Chamber of Cc 4 Sender Importance pid settings Done Up To Date la KeyMails 5 Forward X Mark as Unread v Follow E 3 Quick Steps test Plan of Actio test Plan of Rules test Plan of Actio test Plan of Actio Move d 4d N OneNote ab Junk d X Delete IT Espana Club Mark Done ber 2013 Snooze KeyMails 2956 off Snooze Conversations Ignore 29 on amp Domain Importance Compared to what Marketing Low CONFIRMATION Alert Folio XXXXQ Return for PAM AEBxxxxx2H AY sow Ignore If you wish to change the importance of a domain e g yourcus
24. one and not the whole conversation check this option Clicking on the Reset to Defaults button sets these parameters to preset defaults Colimetrics Software Private Limited Page 18 10 2 Contacts You can provide hints to KeyMails be entering the important senders and domains and the senders and domains to ignore Configure E mail Content Sender Importance Domain Importance High Comma separated email ids High Comma separated domain names a Ignore Ignore Mails from High importance senders domains will get ranked higher and Low importance senders domains will get ranked lower Mails from senders domains marked Ignore will not be shown in the KeyMails folder Note that mails are not deleted from your Inbox They are just not displayed in the KeyMails folder Colimetrics Software Private Limited Page 19 10 3 Email Content Configure KeyMails Modifications to the below fields will affect only new e mails If you wish to apply these changes past e mails reprocess all your e mails see Advanced tab High importance words and phrases comma separated E mails containing these words or phrases will be ranked higher Low importance words and phrases comma separated E mails containing these words or phrases will be ranked lower Youcanenter the importance of keywords and phrases in this section KeyMails will use this information when prioritizing th
25. option to force KeyMails to completely reprocess your emails Warning KeyMails will delete all your previous data and recreate it And some of the KeyMails settings might get reset to defaults Diagnositics Send Diagnostics will open up a new email window with the log files attached Enable Diagnostics _ Send diagnostics _ View KeyMails log If you wish KeyMails to reprocess your mails click on Reprocess KeyMails Note that this will delete all the previously collected data and recreate it By default KeyMails does not collect diagnostic information In case you are facing an issue check Enable Diagnostics so KeyMails can start collecting diagnostics The Send Diagnostics button brings up a new e mail window prefilled with information about your installation and KeyMails log files attached You can edit this mail and send diagnostics for debugging purposes You can click on the View KeyMails log to view the log file NOTE Make sure you have checked Enable Diagnostics and then reproduced the issue before you send diagnostics You can indicate how the importance of Out Of Office replies Delivery and Read Receipts You can choose between High Normal and Low For some IMAP accounts the interaction between Outlook and the IMAP server can be very slow In those cases KeyMails can do its work faster by temporarily going offline during the ranking phase KeyMails will restore the offline status back once is
26. sh to considered KeyMails for ranking The default is 30 days WARNING Since KeyMails builds its knowledge by analyzing your past e mails changing this field will cause KeyMails to re process all the mails and re learn your behavior Thus the earlier ranked mails and the newly ranked mails might be different In the KeyMails folder you can also view unread mails that are not ranked You can configure the number of days since when you want to see the unread unranked mails The default is 5 days Usually KeyMails refreshes automatically if Outlook is not active either because you are using some other application or are away from the computer for more than 30 seconds However to avoid disruption when you are actively using Outlook KeyMails notifies that a refresh is needed instead of performing an automatic refresh If you d like KeyMails to always refresh automatically and don t mind the disruption when KeyMails re ranks your mails check the Automatically Refresh KeyMails folder For ignored conversations you can specify the default behavior for future mails The default behavior is to ignore future mails You can change this by unchecking the checkbox Please note that this is only the default setting You can override this for individual conversations at the time of ignoring the conversation When you mark an email is done KeyMails marks the whole conversation as done However if you wish individually mark the mail as d
27. tomer com you can do that by clicking on Domain Importance You can also edit the important and ignored senders and domains through the Contacts tab in the Settings dialog Colimetrics Software Private Limited Page 16 10 Settings The settings dialog is available in the Home Ribbon when you are in the KeyMails folder Q Mark Up To Date tz Snooze KeyMails Ignore tz Snooze Conv 2 Help i Sender Importance pid Settings KeyMails Clicking on Settings brings up the settings dialog box 10 1 General Configure KeyMails Mail Settings Number of mails to show in KeyMails folder 50 Process emails for the past 30 days Warning Modifying past days will result in reprocessing your mails All information about the e mails will be deleted and recreated In KeyMails folder you can also view unread mails that are not ranked Append unranked unread mails for past 5 days Automatically refresh KeyMails folder If unchecked KeyMails will indicate in the KeyMails ribbon if a rank refresh is needed Ignore future mails for ignored conversations Mark the whole conversation as done when a keymail is marked done Reset the above settings to default values Reset To Defaults gt The number of mails to show in KeyMails folder The default value is 50 Colimetrics Software Private Limited Page 17 Mails from how many days in past you wi
28. w KeyMails is F F Read T F Y Filter E mail processing Move Tags Find The main features of KeyMails are KeyMails Search Folder Adding Folders for KeyMails processing Marking a KeyMail as done Snoozing an e mail or conversation in KeyMails folder Ignoring an e mail or conversation in KeyMails folder Changing the importance of a sender or a domain The KeyMails Ribbon DU ee SY The rest of the chapters describe these features Colimetrics Software Private Limited Page 6 3 Using the KeyMails Folder The KeyMails folder is the main feature of KeyMails The prioritized mails are shown in this folder In the screen shot below please note the following 1 KeyMails search folder is created for the chosen Outlook store 2 column called Rank has been added to the list view of e mails and the mails are sorted by Rank 3 For your convenience the KeyMails folder has been added to the Favorites section Home Send Receive older View Developer uL ESL Meeting Move Team E m 7 L LE New New E mail Items New ply Forward 8 more All Respond amp Jur T 4 Favorites Search KeyMails D KeyMails John Doe 12 Dy 4 John Doe Inbox 127 Drafts 2 A Sent Items gt 2 Deleted Items 334 4 Rank 1 1 item 2 1 item _ i M
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