Home

User Guide - Nelson Email Organizer

1. Overview All mail in NEO is organized into one of two classes Correspondent or Bulk Mail This high level sorting by mail class is done on the premise that you will want to view your Correspondent mail throughout the day and view your Bulk Mail when you have free time NEO puts these two classes into their own View tabs Also Correspondent and Bulk Mail filters allow you to show hide one or the other throughout NEO By default NEO places all email into Correspondent Folders From here you can re organize messages into Bulk Mail folders see below If you allow NEO to automatically assign Bulk Mail it uses email addressing types to guide its initial class organization All new mail is then classified as follows Direct mail NEO creates Correspondent folders for all new messages directly between you and another person or slots it to an existing Correspondent folder All other mail Goes into the Unsorted Bulk Mail folder in Bulk Mail unless you tell NEO to put it elsewhere This typically includes mailing lists e zines and announcement mail but also includes spam that is sent to you indirectly NOTE Allowing NEO to assign automatically Bulk Mail is done when creating or rebuilding a catalog The user can opt to assign emails automatically to the Unsorted Bulk Mail folder default is off When doing so NEO will classify all messages according above class organization placing Bulk Mail into the Unsorted Bulk Mail folder From here
2. sesssssssseseeeeeeeeeeenn nennen nnne 92 How NEG classifies emiail 5 5 0 ete tete eden tede eed etes deer Peto Cade need eee ne Cede cde 93 How and when NEO creates class folders ssssssssssseeeneeeenn nene 93 Keeping Your Addresses Up to Date ssssssssseeeeneeeenn nnm eene nennen nnne 94 Creating OID CNS EE 95 Reorganizing Correspondence Bulk Mail and using NEO Rules ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeees 95 Choosing Behavior and Address iicet uten ete cae tant at eee tens Sette uta co edie 100 Advanced Addressing Settings essen nemen 101 Working with Correspondents amp Bulk Mail sees nennen nnne nnne nnn 101 Keeping name folder information up to date ssseesseeeeneennn menn 101 Combine two names folders cccccccs cccetecsesestecee cent eiecit ceste tene eies beniti iaeiiai 102 Updating address information essssssssesseseeeeeeeneneenenn nnne nemen nnne nnns 102 Entering Email Addresses and Names ssssssssseeeeeeeeene eene nnne rne 103 Adding deleting renaming name folders eeseeeeeeneneeennn nnne 104 Changing Correspondent folders to Bulk Mail and vice versa seseeeeees 104 Unsorted B lk urimE 104 Creating Bulk Mail folders sseeessesseeeseseeesseeeeeeeeennennn ennemis nnne n
3. However NEO Pro is an email organizer It does not organize other Outlook object types such as calendar items journal items and note items although it does provide ways to interact with them Here are some notes about using NEO Pro with Exchange Server NEO Pro is a client side product That means NEO Pro installs and operates completely on your computer There is nothing about NEO Pro that gets installed on the server or that is related to Exchange Server In fact Exchange Server is completely unaware of NEO Pro You can organize your Mailbox and your PSTs You can include your mailbox and as many PSTs as you like in your catalog NEO Pro will give you a seamless view to all your messages NEO Pro makes it appear as though it s all in your Mailbox Page 10 Using your offline message store OST When using Offline mode or Cached Exchange Mode it is best to delete messages from within NEO Pro If messages are deleted outside of NEO Pro in Outlook or via an Outlook Rule they may not disappear from NEO Pro until a Full Sync is performed Offline mode using Outlooks prior to Outlook 2003 If you have offline access enabled you use an offline message store you should select all your email folders for OST Mailbox synchronization In addition you should not set filters for your folders You will not lose messages when you do this however if you do not include all your folders NEO Pro may spend quite a bit of time removing a
4. Message status symbols t High Importance otherwise blank Bs t mg ge Bulk Mail class Filed to folder Unread Read messages show as blank You replied You forwarded New or draft Correspondent class Page 155 Waiting to be sent in Outbox Flagged Colored plus 5 other colors Flagged Complete Remove Flag In Active Mail folder Make Inactive In Active Mail folder and To Do set To Do Low priority To Do Normal priority To Do High priority Remove To Do Kept Attachment Note attached to message Note and attachment Sent message otherwise blank Digitally signed Valid Digitally signed Invalid Meeting Request Sent BWP 3 gpg o4 sS So 3 d AG Meeting Request Declined Meeting Request Accepted Meeting Request Tentatively Accepted Task Request Sent Task Request Accepted Task Request Declined Delivery Report Read Delivery Report Non read Delivery Report Delivery Delivery Report Non delivery Delivery Report Other Message Recall Success es e 6 o8 o8 og og o8 A 69 NEO Folder symbols Message Recall Failure 5 Folder is Hot flourish any folder with a red star is Hot A Active Mail v To Do Page 156 Ys 9 6 amp amp Ghee Flagged Kept Unread Correspondent Bulk Mail Spam Senders Category Date Attachment various Saved Search Outlook view Folder symbols 95Bsseiylsxgsg User folder Quick File
5. NEO Pro New Catalog Step 4 Select your message stores weil Best to enter something descriptive that describes what s in the catalog e g Pre2000 Messages The name must be unique across all your catalogs The default location for your catalog is the same general area of your Application Data into which your Outlook personal folders are stored You can put it wherever you like where there is enough disk space available Default backup location is lt catalog location gt Backup You can choose a network drive or even a memory drive as long as the memory drive saves and restores its content upon system shutdown restart When you place your catalog on a memory drive make sure to place the backup on a different location It s faster to store it on your local computer where a memory drive will be fastest Note that by default like Outlook the catalog is stored in the non roaming user specific section of your computer You can import your settings from a previous catalog of any version e g v2 v3 v4 v5 You can define whether searches take punctuation and special characters into account or not default is to ignore punctuation and special characters Also here you can enable the automatic Bulk Mail assignment for indirect messages See below for further explanation Normally you would select all message stores for a seamless organization of all your messages Note when in
6. Things we can t easily fix Outlook and its infrastructure provide a rich environment for implementing add on applications such as NEO However some actions are simply not possible or are Page 43 possible only with a large amount of work around programming We forward many operations along to Outlook to perform for us and in many cases it s not possible to control how these operations are performed We appreciate that this makes some operations awkward and we d love to fix them we often do but can t in every case Here are some of the things we can t easily fix e Previous amp Next buttons don t work on the message edit window As an add in to Outlook Microsoft does not make these commands available to us e Outlook s New Mail tray icon not cleared when mail read in NEO In some cases you can disable it using options e Print options can t be set in NEO NEO uses the settings currently set up in Outlook You can choose print options for selected message s if you open the message then choose Print on the File menu e Subfolders of non email items e g Tasks not visible in NEO The Outlook interface does not provide the ability via automation to drag and drop to subfolders Page 44 NEO Views Overview Views What are views Views show you your messages in all the different ways you think about them new messages by correspondent by date and so on In views messages appear in more than one loca
7. M 46 BullcMail MIGWE caesi r ieu ML M LL Mi MM CIEL IL IE 46 E Ced e 47 Hot ViOW E 47 Category E 48 cue 48 DERI M M EM 49 Attachment VIGw eiat ede ceti de dic betc iid acetate ee deu ve i eade ade eet et 49 Lice gltroo M 50 Creating and responding to messages ssssssessssesseeeeeeeeeneenenn nennen nnnnennn nnne nennen enne n nnn nnnnes 50 Viewing a message Enter or Ctrl O sssssssssssseeeeeeeeneeeenn nnne nennen nnne nnne 50 Creating a new message to an existing correspondent Ctrl E 0 0 0 eee eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaaees 50 Creating a new message Ctrl N ssssssssssssesseeneneneeneeeenenn nnne nnne nn nnnm nn nennen nnns 50 Replying to a message Ctrl R ssssssssseseeeeeneneneee nennen enne nenne nennen n nnne 50 Replying to all respondents in a message Ctrl Shift R eeeseeeenne 50 Forwarding a message Ctrl F eeeeeceeceeeeeeeeeeeeeeeeeeeeeeeeeeeeaaeeeeeeeeeeeeeaaeeeeeeeseeeniaaeeeeeeeeneneaaees 50 Editing the message SUDjeCE cccceceeeeeeseeeeeeeeeeeeeeeeaaeeeeeeeeteaaaaeeeeeeeeeeesaaaeeeeeeeseesaaaaeeeeeeeeeeesaeeeeeees 50 Adding and editing message
8. NEO auto files all existing and new messages to this folder If you now file these messages outside the Inbox they all remain available in the virtual Bulk Mail folder Outlook Exchange completely independent of their actual location in the Outlook folder System To start right click the message choose Reorganize Message then follow these three steps Step 1 Choose Correspondent or Bulk Mail class Reorganize Message Subject Exchange Messaging Outlook Volume 12 Number 18 an Messages are organized into Correspondent and Bulk Mail Folders by their addressing Choose class Currently organized in A Outlook Users J Where message is currently organized Step 2 Choose behavior address and destination Page 96 Choose address behavior Determines how the messages are TEEED captured by the folder t3 See link below for more info Choose Behavior select an Address then select a Destination folder for click Create New Behavior Mare info Direct messages b tween you and another person Subscription mailing lists e zines amp announcements Choose the address of the list not the address of the person sending the message See link below for more info Address choose one From emo slipstick com To mo newisl 4 r at left indicates the address is yours Destination folder none selecte 3 E dd Enter folder name and format Select C
9. NEO works with Microsoft Exchange Server mailboxes However NEO is an email organizer It does not organize other Outlook object types such as calendar items journal items and note items although it does provide ways to interact with them Here are some notes about using NEO with Exchange Server Page 41 NEO is a client side product That means NEO installs and operates completely on your computer There is nothing about NEO that gets installed on the server or that is related to Exchange Server In fact Exchange Server is completely unaware of NEO You can organize your Mailbox and your PSTs You can include your mailbox and as many PSTs as you like in your catalog NEO Pro will give you a seamless view to all your messages NEO makes it appear as though it s all in your Mailbox Using your offline message store OST When using Offline mode or Cached Exchange Mode it is best to delete messages from within NEO If messages are deleted outside of NEO in Outlook or via an Outlook Rule they may not disappear from NEO until a Full Sync is performed Offline mode using Outlooks prior to Outlook 2003 If you have offline access enabled you use an offline message store you should select all your email folders for OST Mailbox synchronization In addition you should not set filters for your folders You will not lose messages when you do this however if you do not include all your folders NEO may spend quite a bit of time rem
10. Page 64 Quick Filing Using the Quick File Features In addition to all the basic filing methods such as dragging messages using File to Folder Ctrl Shift V and Outlook Rules NEO has two Quick File features Quick File Quick File Click Quick File on the ribbon or on the right click menu or press Ctrl I This will immediately file the message to your designated Quick File folder Use it when you use primarily a single folder to file your messages Quick File Recent Quick File Recent Reviews Reference KAST Meetings Gold CCM Budget QuickFiled Click Recent on the ribbon or Quick File Recent on the right click menu or press Ctrl Alt V This displays a list of your most recently filed to folders for easy selection Use the accelerator keys for quick selection For example pressing M will file immediately to the Meetings folder You can change the Quick File Recent menu using the Clear List and Disable List File to Any Folder Shift Ctrl V Updates commands Clear List Set Quick File Folder Disable List Updates Setting the Quick File designated folder Before using Quick File you need to designate which folder you want as your Quick File folder 1 Right click on any message then click Quick File Recent Set Quick File Folder 2 Select where you want the folder created then click New Page 65 3 Enter a name e g QuickFiled or Current Yea
11. Reading Pane Options These options relate to the Reading Pane Get HTML images online Check here to automatically get HTML images from the web for the Reading Pane Options when you open the message When unchecked you can always see the images t3 L General Workflow Reading Pane Format New Mail Alerts Miscellaneous HTML Get images from the web when displaying HTML messages Use internal HTML viewer More info m Relative text size For HTML text Medium Plain Text Item preview C Enable excluded Folder items preview not recommended Compact layout Automatic Always multi line Default Note Text Set default Font characteristics For notes Note Text formatting Define default Font format for message Notes OK Help Set Font characteristics For displaying Plain Text How plain text is viewed in the O Never single line Use simpler Internal HTML viewer Check this box to use NEO s internal HTML viewer Click More info for details Reading Pane Whether Spam and other excluded items are previewed Compact Layout Reducing size of Message Listing will switch to double line below a certain size This can be controlled here Cancel Clicking Links to Launch Your Browser If your browser is open when you left click a web link the page replaces the current page loaded in your browser To launch a web link web
12. To edit the Spam Senders list double click the Spam Senders folder in Bulk Mail view or right click it and choose Folder Properties Then like any Correspondent or Bulk Mail folder you can manually change add move or remove addresses To remove someone from the list use the Move command You can also add address patterns to capture senders who use variations of the same sending address Deleting Spam Sender messages Messages whose senders you have blocked are visible only in the Spam Senders folder You may want to browse it before deleting its contents Page 123 If you delete the messages from the list pane they will be sent to the Deleted Items folder unless you use Shift Del for permanent deletion If you empty the folder right click the folder and choose Empty Folder the messages are permanently deleted In either case the list of addresses remains after you delete the messages We recommend that you empty the folder frequently Page 124 Synchronizing with Outlook About Synchronizing with Outlook NEO normally displays all the messages in your message store s However NEO doesn t know about new changed or deleted messages that are processed when NEO is not running How it works in a nutshell If NEO is running when new messages arrive are changed or deleted then you ll always see all your messages in NEO NEO keeps you synchronized on the fly If NEO is not running then NEO will not know abo
13. Page 132 General tab Catalog name Main Catalog Catalog automatic bulk Disabled Catalog search option Ignore punctuation Catalog size 206 1 MB Catalog items 72411 messages Catalog folder C Documents and SettingsiCaelo developmentlLocal Settings Application Data Caelo NEO Pro 5 0 Main Catalog Backup Folder C Documents and Settings Caelo developmentlLocal Settings Application Data Caelo NEO Pro 5 0 Main CatalogiBackup To select a new backup Folder click Browse Page 133 Messages Stores tab Guero 5 7H General Message Stores Store s Your available message stores are shown below Your primary message store the one your mail is delivered to is in bold text More info To change the message stores you want organized in NEO Pro click the check box beside the message store Message Store Type Personal Folders Personal Store Archive2010 Personal Store Archive 2009 Personal Store ArchivePST Personal Store C Caelo Software gmail IMAP Store support 2007 Personal Store support 2010 H1 Personal Store a rope General Message Stores Store s IMAP Sent Mail Folder IMAP All Mail Folder Your available message stores are shown below Your primary message store the one your mail is delivered to is in bold text More info To change the message stores you want organized in NEO Pro click the check box beside the message
14. When automatically creating a new Correspondent folder NEO imports relevant contact information such as name company telephone numbers and email addresses NEO first checks to see if a Contact exists for the address based on an email address match If a Contact matches correspondent information is taken from the Contact If no contact is matched then NEO does a lookup in all Address Books for a matching entry If a match is found correspondent info is taken from the Address Book NEO adds all addresses from the Contact AddressBook to the Correspondent folder except for addresses that already exist in NEO Note that this is a one time import from Contacts and is not synchronized in an ongoing way If you make changes to the Correspondent fields they are not then reflected in your Contact When jumping to a Contact or Address Book entry Right click any message Correspondent folder or Bulk Mail folder and choose Open Contact or press Shift Ctrl O If the Contact exists you will jump to it If the Contact doesn t exist you will be asked whether you wish to create one If added from a message relevant message information will be carried forward If added from a folder relevant information from the folder Correspondent or Bulk Mail will be carried forward On the Folder Properties for Correspondent or Bulk Mail you can also choose between opening the Contact or looking up in the Address Book How NEO Works with Exchange Server
15. a iders can D Saved search design be made Hot A Search Folders Current Search Results are aWways saved to the folder that is highlighted when the search amp run For new searches choose Current Search Results Other folders are created when you click Save Search Highlight them when you want to edit search parameters How to enter words to search Search finds all messages containing the words you provide A message is selected if your provided words are found anywhere in the message subject message body or address information Search expressions and examples e Unless you direct otherwise if you enter more than one word messages are found that contain all words Ex redgreen blue same as entering red and green and blue Page 116 e Whole words are searched for Ex handle will find handle but not handlebar e Use the wildcard character to search for words ending in an unknown sequence Ex handle will find handle and handlebar e Use quotes to locate exact phrases Ex in that case finds messages where words are exactly as shown e Searches are case insensitive it s easier to enter as lower case Ex monday will find monday and Monday e The words and or not and near can be entered and parenthesis can be entered to control order of execution Ex car or bus near accident finds messages containing car or bus if either word is within ten words of the word accident Ex caror auto not bus finds messages
16. sse nnne nnne nnnm 108 Assigning categories using the category picker ssssssseeeeeneeneeennee nennen nnn 110 Using CAteQOmes m 110 Editing removing deleting merging splitting etc sseeseseeeeeennnnm en 111 Remove categories from messages ssssssssssseeeeeneeeene nnne nnne nnne nnns 111 Remove category from messages and remove category fOIGEM ccccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 111 slo E Were E 111 Create an empty category folder sssessseeessssessseseeeeeeeee nennen nennen nnne nnne nnn 111 Combine two categories 1 2 eire rette item en ee tee ea dece aee te eae 111 Split acategory folde e ES 111 Moving category folders between New Current and Dormant sseeeeeeeeee 111 Creating category folder groups sesseeessseeeeeeeeeneeennnn nee enne nnmerene tenent nnnnnnnn senes nnne 112 Category Folder List with sample groups defined sesenm 112 BANOS Leia Md ddnd RUE ORG o bbb bbb bbb abb c 113 Overview Attachments 113 Attachment SO CUNILY nsss cece 113 Microsoft E mail Security Update installed eese 113 Microsoft E mail Security Update NOT installed eesseeeeeeennnnn 113 Opening attachments issia Het PRSE ERR
17. To Do flag high medium or low priority and move them also out of your inbox Use Quick File to keep your Inbox small Click Quick File on the toolbar to file to your designated Quick File folder or click Quick File Recent on the toolbar to choose from other recently filed to folders Pressing Backspace will also bring up your Quick File Recent menu It all comes down to two easy keys Delete Backspace Not Needed Sends tc Deleted Items Leave in Inbox Action Late or assign NEO s ToDo Done Quick File Recent move out of Inbox to another folder 7 F A Backspace Remember Backspace doesn t delete the message It just helps you file the message to another Outlook folder so you can keep your Inbox small In NEO Pro there are other organizing things you can do with messages such as Keeping messages and Categorizing messages Flexible filing to any folders As with Outlook you can also file by dragging to folders using File to Folder or Outlook Rules Focus on your priority mail Page 17 Bring forward your Correspondent mail You can let NEO automatically separate your regular Correspondent mail from your Bulk Mail e g e newsletters If so you can choose when to just see your Correspondent mail your Bulk Mail or both Most NEO users just want to see Correspondent mail during the business day and see their Bulk Mail at specific times such as first thing in the morning On the Filter ta
18. With the Reading Pane visible 1 Click into the subject field or 2 Right click selected message and choose Edit Subject or Page 50 3 Press Ctrl B Adding and editing message categories In NEO Pro you can add or edit message categories directly in the Reading Pane header Categories Beta program ag Adding and editing message notes Categories ag Bu OO NEO Pro lets you add Notes to a message to keep some personal information with the message With the Reading Pane visible click the Notes icon t or click Ctrl Alt N to open the Notes editor You can now add your notes with this message The Note will be saved automatically once you exit the Notes editor and a Notes icon will be placed in the Message Listing Also this message will now be visible in the Noted folder in the Status tab and mostly also in the Hot View Notes are unique to NEO Pro and stored locally on your system They will never be attached to a message reply or forward Right clicking in the Notes editor allows for formatting and other options Default Font for Notes can be defined by going to Tools Options Reading Pnne tab amp gt Pla Caelo Product 04 Feb 10 12 28 W Search Function request Editing and resending a message Editing a message Any part of a message can be edited whether or not it was sent or received by you 1 Open the message 2 Click Edit menu Edit Message Resending a message Useful for emails that y
19. Y our primary message store the one your mail is delivered to is shown in bold text More info Select the message store s you want NEO Pro to organize Message Store Type C Mailbox NEO Support Exchange Delegate Mailbox Mailbox Tom Gibson Exchange Mailbox Personal Folders Pre 2009 Personal Store Check the message stores you want included and uncheck those not to include in NEO You can add or remove message stores from your catalog at any time You don t need to add remove offline message stores explicitly When you go offline in Outlook with or without Cached Exchange Mode NEO will automatically organize your offline store You can choose from message stores in your mail profile If you want to include message stores not in your profile you must add them to your profile first Set a time limit for older messages in the Catalog You can keep older messages out of NEO s catalog by setting a time limit by going to the Miscellaneous tab under Tools Options Synchronize options _ Use timelimit for old messages Do not synchronize messages older then Messages older than the selected date will be excluded from NEO s catalog independent how or where they are organized within the Outlook system Changing this date will force a full synchronization and update of the word index Catalog Properties Use Catalog Properties to review information about a catalog and to add remove message stores from a catalog
20. about one second Questions Also available on the Help menu Common Questions are answered Shortcuts Also available on the Help menu its worth learning Keyboard Shortcuts for actions your perform often Symbols Familiarize yourself with the icons and symbols in the Reference section at the end of this document Help system Press F1 or watch for more info and Help buttons inside NEO If you are new to NEO be sure to see all the items in the Getting Started section After you have used NEO for a while you may want to visit the Productivity Tips section Support and Feedback Click Get Support on the Help menu Page 13 Things to do each day Outside of your normal sending and receiving messages here are the things you should bring into your daily workflow 1 If you use automatic Bulk Mail assignment default is off clear out your Unsorted Bulk Mail When automatic Bulk Mail assignment is on NEO identifies new bulk mail and puts it here If you don t use the Correspondent filter to filter out Bulk Mail it will also arrive in your Inbox and can be managed from there too However if you do use the Correspondent filter be sure to check this folder daily because the filter will prevent this mail from appearing in your Inbox 2 Empty your Spam Senders folder If you block spam senders you need to go to your Spam Senders folder in Bulk Mail view to view and empty it from time to time 3 Empty your Delete
21. users can re organize message from their Unsorted Bulk Mail folder into individual Bulk Mail folders or back to Correspondent A class folder must be one of Correspondent or Bulk Mail However a message can be organized into both a Correspondent folder and a Bulk Mail folder After the initial organization into Correspondent Folders users can further enhance their email organization e Combine your Correspondent folders NEO can t tell that email from two different addresses is in fact from the same person unless the same email name is used e Create your own Bulk Mail folders from the mailing lists e zines and announcement mail that NEO has placed into Correspondent Folders e Create Bulk Mail folders for other emails based on Rules using words in part of the subject to classify messages as Bulk Rules can be found on the Tools tab of the ribbon e Change class change a folder from Correspondent to Bulk Mail and vice versa NEO initially assigns a class but you easily can change it e Organize your similar mail together In addition to having more than one address for a folder you can create address patterns to for example collect into a folder all email from a particular domain Further you can create Group Folders to organize related class folders together Page 90 Correspondents Overview All your mail is initially organized automatically by Correspondent NEO automatically creates Correspondent folders as you communicat
22. 2004 S B NEO Design Major GQ Catalogs QQ Categories ud MMS 088 Search S Am Outlook Issues GB 2003 GB General Gf Planning ode web di Webinars Dormant i ag Budget 2003 Page 112 Attachments Overview Attachments If attachments exist for a message a paperclip will appear in the attachment column of the message list pane and a paperclip will appear on the right side of the message reading header Attachment security Email attachments can contain programs or other executable objects If the attachment happens to be a computer virus then opening the attachment either within the message or later when you have saved it can cause serious harm to your computer Viruses can also harm the computers of your correspondents if you spread it by sending them a message or even simply by having them in your address book To help reduce the spread of viruses security measures are available to you The attachment behavior in NEO mimics the behavior in Microsoft Outlook Important NEO does not scan for identify or protect you from viruses Only what types of attachments are permitted for opening and or saving is controlled Be sure to exercise caution when dealing with attachments The type of security available in NEO depends on the security you have installed in Outlook In June 2000 Microsoft made available an optional update called the E mail Security Update The security update provides for much stricter
23. 5 0 and Explorer versions 4 0 above not selectable with and above pre IE5 0 Displays messages just Does not display some like Outlook does in its HTML objects as well Reading Pane Faster display when A little slower moving from message to message Email security see Email security see below below More information about Email Security In general message Reading Panes can and have been vulnerable to email viruses When choosing the Microsoft HTML Viewer NEO uses the security zone settings in Outlook in Options Security Taking it one step further NEO also ensures scripts will never run and ActiveX controls are deactivated regardless of your version of Outlook or security zone settings Note that using the Microsoft HTML Viewer in the NEO Reading Pane is no riskier than the Outlook reading preview pane and may be safer The Microsoft HTML Viewer is a component of Microsoft Internet Explorer You get the latest version whenever you update your Internet Explorer To minimize security risks Microsoft strongly recommends that you periodically download and install the latest critical security updates for Internet Explorer which can be obtained from http www microsoft com windows ie default asp This can be automated if you wish by using Microsoft s Windows Update Page 63 NEO s Internal HTML Viewer is safe regardless of your version of Outlook or your security zone settings but is not as rich in its display capabilities
24. Custom x c Hot View folders v Add store name to Outlook Folders restart needed Page 28 New Mail Alert Options These options set automatic notifications that take place when new mail arrives you can also learn how to change Outlook s new mail settings sour EN A Mail Alerts Miscellaneous When new mail arrives Show Icon ShowPopup Play Sound Hot messages v M gt Correspondence ek Bukmai P v v gt Outlook new mail Quick overrides How to disable Outlook s _ Disable sounds w mail sound and tray ico C Disable popup window NEO sound scheme Bells Set Custom Sounds Page 29 Miscellaneous options In this tab several additional options can be set as described below Keep focus on messages When browsingthrough different folders focus will this option Browsing C Keep Focus on message list when changing Folder always remain onthe message list when selecting General Workflow Reading Pane Format New Mail Alerts Miscellaneous Keep older messages out of NEO s catalog Messages older thanthe selected date willbe excluded from NEO s catalog Afull sync and update of the word index will follow changing this selection Keep the Word Index up to date When selected will force an update ofthe word index after performing a full synchronization pes Mae Define options for minimizing NEO Hide
25. Overview What is Bulk Mail Bulk Mail is there for all your non correspondent mail Some users think of bulk mail as analogous to the To the Householder paper mail they receive it finds its way to their mailbox but is addressed indirectly You can also assign emails to a Bulk Mail folder based on NEO Rules Rules can be defined from the Tools tab By default NEO will organize all messages into Correspondent Folders leaving the Unsorted Bulk Mail folder empty Page 91 When allowing NEO to assign Bulk Mail automatically it puts new bulk mail into your Unsorted Bulk Mail folder in Bulk Mail view From here you can further organize it into individual Bulk Mail folders You can decide to use automatic Bulk Mail assignment when creating or rebuilding the catalog How to manage it So why organize your indirect messages into Bulk Mail folders Suppose you subscribe to e newsletters and you like to read them off hours With NEO filtering you can choose just to see your Correspondent mail when in your Hot Outlook and other views so you won t be interrupted by new Bulk Mail when it arrives If you get lots of bulk mail that can prevent a lot of distractions When using Active Mail as alternative for your inbox you can even decide not to make Bulk Mail active hence only your direct Correspondent mail will show up in Active Mail Creating your own Bulk Mail folders If you have indirect messages in your inbox which you like to organize
26. Page 105 Categories About categories What are Categories Categories are words or phrases that you can define and use to keep track of related messages When you add the same category to more than one message they are displayed together in an auto created category folder in Categories view Many people use Outlook folders to organize messages by project or topic but categories are much better because you can assign more than one category to a message something you can t do with Outlook folders unless you copy the message You can continue to file messages to Outlook folders categorized messages display together regardless of the folder they are filed in NEO categories are Outlook categories If you set a category for a message in NEO it appears for the same message in Outlook and vice versa NEO and Outlook categories are one and the same For additional information about categories and how they are used in Outlook see Outlook s Help How NEO categories are different NEO s categories look like Outlook categories but there are important differences in how they behave Category NEO categories are stored in Category folders Click a folder in Category view folders to see the messages in it or make it Hot Easier to When you edit a category the category itself is also edited in all the messages manage you can easily edit split and merge your categories NEO categories have referential integrity Easier to In Categor
27. S heute ceteris 127 ri 128 Catalog Reus M m 128 YOUR TINSECALAIOG mc ERR 128 Multiple Catalogs eec 128 Catalog Basics vise C PM 129 Opena Catal EHE 129 GIOSINGa CALAlOG eT 130 Your Message SIOfGS ses iide ce epe ru Expte de Eee net e reni ETE a OE e se easan aeiee EAE set 130 Message stores Cefined c ccccceeeeeeseeceeeeeeeeeeeeeaaeeeeeeeeeeeaaaeeeeeeeeeeeaaaaeeeeeesesseaaaeeeeeeetenenaaaees 130 Moving or closing your Outlook message store Personal Folder PST seusssss 131 Adding and removing message stores ssssssssseseeeeeeneeeeenn nnne nennen 131 Set a time limit for older messages in the Catalog sesseen 132 Gatalog Properties ine ee eere tes eue iba cnet du o aba capu e xut abet aueue eta XE qu aa bades pete ride eai eme gus 132 CICER 133 Messages elleit n clo 134 Creating and Deleting Catalogs sssssssssseseeeeeeneeneen nnne nennen nnn nnnnnnnerrn nnne nn nnns 136 Creating a New Catalog ssssssessssseesseeesseeeennnnne nennen nnnmennn enhn nnn nnnnnrts neret nn opi sie enne o 136 Catalog SettlDigs tente ture espe Pete te E E aceabechscdeatabseastach sedan ce nna 139 Deleting a Catal EE 140 Catalog Mairiteriance ii ees aceite eap inte ce LE oe D pec etn aide 141 Rebuilding a Catalog cee te tin ee
28. Set Quick File Folder Clear List Disable List Updates You can get more productivity by setting your Backspace key to either Quick File or to display your Quick File Recent menu default You can set the Backspace key by going to Tools Options Workflow tab Page 52 About Active Mail Active Mail is an optional feature that provides an extra layer of control in managing mail Active Mail is like a staging area for your mail until you have time to read it make a decision and then act on it delete file etc How Active Mail works In NEO Pro each message can be Active or Inactive much the same way a message can be Read or Unread If a message is Active it is in the Active Mail folder and if not it isn t As with Read Unread you can make any message Inactive or make it Active again The Active Mail folder is found in Status view but can and should be made Hot if you use Active Mail When a message is Active you will see the Active status in the list pane When you use Active Mail you normally use Active Mail instead of your Inbox However unlike your Inbox where all your mail arrives you tell NEO what new mail to put into Active Mail from Tools Options Workflow tab If both boxes Correspondent Mail and Bulk Mail are unchecked then no new mail will go into Active Mail Using Active Mail to implement time management compliant email workflow Starting version 3 2 NEO Pro comes with a few predefined Use
29. Simply by entering the registration information the trial period is removed and you re all set Do I have to re register when upgrade NEO You ll automatically stay licensed if you are upgrading the same major version e g 4 0 to 4 1 If you are upgrading to a new major release for which we offer an upgrade price you will need to enter new registration information Will I stay licensed if upgrade my computer See Buying Registering and Updating for more information What if I lose my registration information Connect to our support page online and click the link Resend License Information Is NEO easy to uninstall Yes Outlook settings are never changed and all your messages are left intact By the way Outlook always continues to get messages whether you are using NEO or not See topic Uninstalling NEO Page 152 Reference Keyboard shortcuts Main folders F8 F11 F10 Shift F10 Launching weblinks Click link Shift Click link Switching Views within NEO Alt H Alt C Alt B Alt G Alt U Alt D Alt A Alt O Alt S Alt V Go to Inbox Go to Active Mail Go to To Do folder Go to Flagged folder Launch weblink in current browser window Launch weblink in new browser window Switch to Hot view Switch to Correspondent view Switch to Bulk Mail view Switch to Category view Switch to Status view Switch to Date view Switch to Attachment view Switch to Outlook view Switch to Search view T
30. Toolbar on top of it You can customize these in several ways e Add commands to the Quick Access Toolbar e Customize the Ribbon add commands modify commands remove commands When switching to Toolbars standard Windows toolbar customization can be made It s very useful to modify your Quick Access Toolbar to add commands and filters you use frequently or remove ones you use infrequently Hide or show the Ribbon To save space the Ribbon can be minimized by clicking Ctrl F1 Clicking this shortcut again will show the Ribbon again or right click and de select Minimize Ribbon When minimizing the Ribbon make sure all your frequently used commands sit on the Quick Access Toolbar Customize Quick Access Toolbar Right click any command and select Add to Quick Access Toolbar To change order of the Quick Access Toolbar right click anywhere on the Ribbon and select Customize Once in Customize mode commands on the Quick Access Toolbar can be dragged into any position Page 35 Customize the Ribbon Customize the Ribbon by right clicking anywhere on the Ribbon and choose Customize You can reset any Ribbon parts back to its original state Toolbars Toolbars Rename Add a command Open Create Contact a Copy Reply Address to Clipboz Categorize Cila be Ares Calon Description Make item inactive Select Commands tab select a Category and then locate the desired Command Drag
31. a left click drag to the To Do folder from anywhere in NEO to set Normal priority or b right click drag to choose priority or remove from To Do or C use shortcut keys Alt 0 Remove priority or Alt Alt 1 High priority Alt 2 Normal priority Alt 3 Low priority To Do Status in List Pane To Do status is visible in every folder In the To Do folder you may want to sort by To Do status Here is what the states look like In Active Mail folder and To Do set To Do Low priority To Do Normal priority To Do High priority If you are in Active Mail when you set To Do status you can specify to have messages removed from Active Mail automatically You can set that option on the Workflow tab of Options ASKS Page 54 Find Related Messages Use Conversation View amp To see all related messages in your message listing switch on the Conversation View from View tab or clicking the Conversation View button on the Quick Access Toolbar Use the Left Arrow to expand a conversation use the Right Arrow to collapse a conversation You can right click any message and select Expand Conversation to expand all conversations Likewise you can select Collapse Conversation to collapse all conversations For an expanded conversation the parent belonging to the selected folder will always show on top therefore a sent item which was sent later can show below the parent Using Conversation Integrity Tools Options Miscel
32. all Date folders e g Today Yesterday Category Attachment and Search folders Basic Properties amp SS Remove from Hot view Next folder Search in this folder Sunday Jan 11 2004 i4 Yes Available Actions Folder Counts Click to perform these actions Show number of Unread items e g 12 Show total number of items e g 18 Show both e g 12 of 18 r Unread counts display in blue Total counts display in green By default some folders e g Active Mail display differently than most but you can change these Page 82 Top level folder properties Top level folders group your folders at the highest level Basic Name Current pay be nee aoe Choose to have NEO wre automatically move folders Items 0 based on when a folder was last updated Automatically Move Folders See topic below Current folders to Dormant if inactive for days Group folder properties Group folders contain other folders but not messages Folder Properties 83 Intel Contacts Basic Actions Intel Contacts move folder to Group 0 Click to perform this action Page 83 Correspondent or Bulk Mail folder properties Correspondent or Bulk Mail folders are identical in nature What to show in List Pane Ideal to choose Original name from message if Assign priority to Correspondent All messages from this Correspondent will show in red in message listings there are many autho
33. all from within NEO Pro Here are Outlook actions you can take from within NEO Pro e Switch quickly to Outlook or switch to an area in Outlook such as contacts calendar see the Outlook command on the NEO Pro toolbar e Open anew item in Outlook such as a new appointment see the New dropdown on the NEO Pro toolbar e Open the Outlook contact record for any NEO Pro Correspondent or create a new one right click any message or name folder e Drag and drop messages to non email Outlook folders such as contacts and journal NEO Pro also depends on some settings configured in Outlook Same message store Your email messages are not duplicated in NEO Pro the messages remain stored in your Outlook or Exchange Server message stores Like Outlook NEO Pro interfaces with your underlying message stores When messages arrive into your message store NEO Pro is notified When you send or delete messages from NEO Pro your message store is updated in exactly the same way it is when you send or delete from Outlook Indexing and the Catalog NEO Pro works by creating indexes to your messages and storing the indexes in a separate NEO Pro catalog Whenever messages are sent received or updated in the message store NEO Pro automatically updates the indexes in the catalog Normally you would include all your message stores in a catalog How NEO Pro works with Exchange Server NEO Pro works with Microsoft Exchange Server mailboxes
34. and search for all occurrences of file CatalogConfig xml Moving the catalog There is no command within NEO to move the catalog However if you wish to move it you can do so using these steps 1 Close NEO 2 Locate the catalog you want to move see above 3 Move the entire catalog folder and subfolders to your new location it must not exist in the original location if you copy it delete it from the original location 4 Start NEO You will be notified that the catalog files are missing 5 Click Application Button Catalogs Open Catalog Select the catalog you want to open in the list then click Browse Browse to your new location and select the file CatalogConfig xml Page 144 Printing Printing messages Printing message contents Highlight one or more messages Do one of the following e Click the Printer icon on the toolbar e Press Ctrl P e Click Print on the Application Button menu e Click Print on the shortcut menu Printing to a printer other than the default printer When printing from the NEO List Pane the output always goes to the default printer that you set in Outlook To print to another printer open the message click print then you can change the printer Print Setup options Print Setup options such as the printer you want to print with page orientation etc are permanently set from Outlook To change any Print Setup options switch to Outlook and set the options there You can tem
35. be moved to the tray when minimized for Outlook versions supporting that feature If you know you don t use other Outlook add ins or anti virus programs that depend on Outlook then feel free to use NEO without starting Outlook first Start NEO automatically when you start Outlook This is the recommended approach Enable the option to automatically start NEO when Outlook starts see the Startup options on General Options then always start NEO by starting Outlook which will then automatically start NEO Start NEO manually After Outlook has started recommended you can also start NEO manually as you would any application o Click NEO from Start Programs o Double click the NEO icon on your desktop o Two special ways to start NEO o Hold down the Shift key when double clicking and holding it down while NEO starts will start NEO without opening a catalog o Hold down the Ctrl and Shift keys when double clicking and holding it down until the confirmation appears clears user interface settings such as Workspace Layout and Toolbar configurations but not your Options or any catalog related information e g Correspondent names Starting NEO with a specific Catalog by using a command line option You can start NEO with a command line option to open up a specific catalog For example you could then open more than one catalog without having to choose from the File menu The best way to do this is to create a separate deskto
36. below to ensure all your addresses are listed Your Addresses Working with Correspondents amp Bulk Mail Keeping name folder information up to date As you correspond with new people new Correspondent folders will automatically be created for them and will appear in your New top level folder NEO creates the name information for you In many cases however not enough information is provided and the name folders will simply be email addresses In other cases NEO may interpret the name and organization incorrectly If you wish and this is entirely optional you can configure your names as they arrive How to update correspondent names 1 Quickly change a name in the Folder List by selecting the name and pressing F2 Then edit the name Alternatively you can right click the folder and choose Folder Properties Page 101 2 You can quickly combine two names together by dragging one name into another name in the View pane or you can right click the folder and choose Combine Folder Combine two names folders You will want to combine two names together when someone you correspond with has more than one email address You can combine class folders whether they are Correspondents or Bulk Mail When you combine names you select the name you want to combine and then select the name you want to move it to The first name disappears and the second name gets the address es from the first name Combine names u
37. categories eeesssssesssesssseeeeseeeennenee nennen nnne nnn nnns 37 Email Improperly Configured on your computer sesseseeseeenneeenennnnn enne 38 Using wiih QUIOONR LiiuicaissniziakzisaixadduA RON M d kai aa alA Rib ka didi dd RR Re EE RE FARE ERE ER KE RE dn 40 Switching Between NEO and Outlook ssssesssseseeeeeeeeeeenee nennen rennen nn nnnerrnn nnne n nnns 40 Interacting with Outlook itOMS eee eee etter e teeter ree eee eene nnne nennen nnnetnnr nnn EE Enant nne nnn 40 Switch quickly to OutloOk rrr reet iae therein Pap ERR RR RM ecedeecaeteresesceedesesemedasecbane 40 Open a new item in OUtloOK coeunt ce eset irte petu e tete sp laced eta beet ainoaa Se euo e Decet age puo 40 Open the Outlook contact record ciet ree iet etate dee inc e Seo Ue ade ice Pee c eeu eae 40 Work with Outlook mail folders sseeesssesssssssseeseeeeee nnne 41 Drag and drop to Outlook non mail folders ssesesseeeeeennnnn nnne 41 Interacting with Contacts and Address Books ssssssssssseeeeeeeeeeee nennen nnne nnne 41 When creating new Correspondent folders eeesssssseeeeeeneeee eee 41 When jumping to a Contact or Address Book entry essen 41 How NEO Works with Exchange Server sssssssssssseseeneeennn nene eene nnne rennen nnnennnenin 41 NEO is a client side
38. ccccceeeeesseeceeeeeeeeeeaeeeeeeeeesecaaaeeeeeeeeeseaaaeeeeeeeeeeeseaeeeeeeeeneeea 24 Siti 25 General Options assis M 25 Workflow Options RM 26 Reading Pane OPONSE sissies 27 FOnmatting OptlonS A E E E E E 28 New Mail Alert Options ssssssesessseeeseeeeenneeeneeennnn nn eene nnnnnnnnnnnnnn EEEE n nnn nene nn nennen nnns 29 Miscellaneous Opti ONS mnn 30 eI SU EVCSOEGIPIS n 30 Resizing the Reading Pane ccccceesesscceeeeeeeeeeenaeeeeeeeeeeeeaaaeeeeeeeeeeeaaaeeeeeeeseessaaaeeeeeeeeneneaaees 30 RESIZING ocio 31 Changing Folder List sort order iei e edere tee toc eie Hla eet totae 31 Changing Reading Pane fonts essssssssssssssesseeeeeeeeeeenee nennen nen nere n nnne nnne ener nnns 31 MOWING the View TADS rivets E expact viirvde ccna E o ea a a de ab ssnuteat T EEN etl secametsaleesers 32 Undocking and docking views ssssssseeeneenennee nennen nmrrennn nnn nnne ss enne nnne 32 Adding and changing columns cicius etin ecncoc e es eea sitet coe use eo nacre d Ue e Lace eade oe pa ade ia 33 List pame Namie COLUMN m 34 ieu ire iFAIo Biar zgore e 35 Customize menu and toolbar options eesesesssseeeeeneeneennn nne enne nennen nnn nnne 37 Master and user defined
39. containing car and messages containing auto that don t contain bus e Punctuation is replaced by blanks before the search except for Ex Standard amp Poors is the same as entering Standard Poors About word indexing Searches are fast because NEO creates and uses a separate listing index of all the words in all messages to speed up lookups Word indexing takes place in two places in the background or by updating the word index manually Automatic background word indexing NEO indexes all your messages regularly according to a time frequency in minutes you specify See Tools menu Options General tab to see how to set how often you want background indexing to occur Manually updating the word index Since your word index may be out of date while between background indexes you can force an update of the word index by clicking Manually Update Word Index A inthe Search parameters In practice it s quite rare that you will need to search for messages that you have just received so it s probably not worth forcing a manual update unless you are looking for a very recent message Saving Searches Normally when you run a search the results appear in the Current Search Results folder replacing the results of your previous run This is the most common use of search simply searching to quickly locate a message you need once If you have a recurring use for search results you can save the search parameters and result
40. designated folder Inbox Outbox Sent Items Deleted Items Drafts Junk E mail Contacts Non email Calendar Journal Notes Tasks Filter symbols u B E EP 0 PP Ji el lie o Filter folders with Unread messages Filter folders with Active messages Filter Correspondent messages Filter Bulk Mail messages Filter Unread messages Filter Not Filed messages Filter Active messages Filter To Do messages Filter Flagged messages Filter Exclusive To you are in To alone Filter To you are in To alone or with others Filter Cc you are in the Cc or Bcc alone or with others Filter received messages Page 157 ij Filter sent messages Toolbar command symbols ES New message a Print message x Delete message EW Reply to message Ey Reply to All addressees ME Forward message ag Categories open category picker ej Send Receive messages 7 Block Spam Sender uw Address Book fp Fast synchronization a Full synchronization I3 Open Outlook Find Correspondent gt Search for Conversation pe New Search re Search in Folder A Jump to Folder Back to previous folder o Forward to next folder Other symbols Q Help K Undo ad Redo TJ Catalog m Folder Properties a Category em Master Category Search Update word index td Search Save current search a Search Choose search folder E New Mail Hot message arrive in the Tray E New Mail Correspondent message arrive in the Tray Page 158 New Mai
41. double click Special folder operations Empty folder New message to Open Contact Make Current Make Dormant Change to Corresp Change to Bulk Reset Active Mail Permanently delete the folder s messages available for Deleted Items and Spam Senders Compose a new message using one of the email addresses of a Correspondent or Bulk Mail folder Ctrl E Open or create with confirmation an Outlook contact based on the email addresses of a Correspondent or Bulk Mail folder Shift Ctrl O For views containing the New Current Dormant folders move folder into the Current area For views containing the New Current Dormant folders move folder into the Dormant area Change class of a Bulk Mail folder to Correspondent Change class of a Correspondent folder to Bulk Mail For Active Mail folder Reset all Active Mail Shift F11 reset Correspondent Active Mail Shift Ctrl F11 or reset Bulk Active Mail Ctrl F11 Page 77 Refresh search Re run a search folder to update it based on its search parameters Jump to Outlook Jump to the corresponding Outlook folder Do this for Contacts Calendar etc as well as your user defined folders Enter or double click Finding Folders in the List The fastest way to find a folder in long Folder Lists is to use the Folder List Filter Enter characters into the textbox at the top and the list will display only those folders with the characters in it For example to quickl
42. eeaeee 147 Determining Your NEO Versiori ccce tereti eco ecie Lese tacu Lee tiae tate se e dE bete c c Da e Deed ainis eTe 147 UU ollostz eae 147 Common QUESTIONS acad op DU AD MM NM M Ea UEM MM MM M MR E RES 148 Uigec 148 Downloading Installing Licensing ssssssseseeeeeeennennnennnn nme nnne nnn nnnerrnnnis 151 POTIS B udi PARRA MARBRE A MAR AURA NAE AERA A AEA 153 Keyboard SNOMS issoria nae dette a ante heii 153 S eo A a E E 155 acude 159 Trademark NOICOS aiser e EAE E A E A E E EE E 159 Page 8 Overview What is NEO Pro A new way to think about email If you ve been struggling to organize your email it s no wonder As email piles up in your Inbox you soon become swamped if you organize by folder you re continually filing messages and if you don t you can t find messages when you need them The problem with email programs is they shoehorn you into an Inbox folder mentality they only show your messages in one way You can filter them but you can t easily view the same messages in different ways Think of NEO Pro as an intelligent email sorter It automatically organizes your email in all the ways you think about email by date by correspondent by mailing list by attachment and so on Finding messages is a breeze Your messages automatically appear in more
43. folder none selected Rules can be kept in the system without being executed by deselecting the Rule Active mark Case sensitive can be used to limit the rule only to the exact string provided under Subject matching the upper lower case characters Under Scope it can be defined whether the rule applies to incoming messages outgoing messages or both Page 99 Under Subject the words to be looked for in the subject are entered This can be a single word several words or the entire subject the more specific the rule is defined or combined with Case sensitive the less likely unwanted messages will be moved to the assigned Bulk Mail folder Finally a Bulk Mail folder needs to be created or assigned to organize the messages into This is done by selecting the appropriate button under Destination folder which behaves the same as outlined above When no folder is assigned the rule cannot be completed Click OK when finished or Cancel to exit TIP To distinguish Bulk Mail folders based on rules from Bulk Mail folders based on addressing it is advised to give a fixed preface like Subj or Rule to the name of the Bulk Mail folder e g Subj monthly report as name for a rule based Bulk Mail folder Additional advantage is that all Bulk Mail folders based on rules will show underneath each other in the Bulk Mail folder list Executing NEO Rules Following describes how Rules are being execu
44. in addition to NEO you can set an option to start NEO automatically whenever Outlook starts You can of course send and receive mail without Outlook running but if you do open Outlook ensure you open NEO first Page 125 Be aware that If you are choosing not to sync on startup you might sometime accidentally run Outlook without NEO and you will get out of sync and must then do a fast or full sync manually Exchange Server users You will remain synchronized if you always have NEO running when LAN connected However if you turn your computer off or you are just reconnecting to the network you must synchronize when you start We strongly recommended that Exchange Server users enable the Fast sync on startup option because they will start getting out of sync as soon as they disconnect from Exchange Server e g turn of their computer This occurs whether Outlook is running or not Note NEO Synchronization is different than the synchronization between your Exchange Server mailbox and your offline message store OST Choosing message stores to keep synchronized Click Synchronize on the Home tab of the ribbon to control how you want to synchronize Fast sync or Full sync and to choose what message stores you want to synchronize The messages stores checked the top of the dialog are the ones that are synchronized when you perform a Full or Fast sync You may want to consider not synchronizing older messages stores that you on
45. is not in one of the recipient fields i e To or Cc Instead your address is in the message transport header not normally displayed You receive the message because the sender told their email server to send the same message to everyone on a list one that you are on Think of the mail you get through your postal service Mail with your name specifically on the envelope is direct mail mail that says To the Householder is more like Bulk Mail Whether it s important to you or not is up to you How NEO classifies email By default NEO organizes all messages into Correspondent folders However NEO can automatically classify your mail into one of two classes based on whether the addressing is direct or indirect Correspondent Mail All direct email your address is in the recipient list Examples include e Normal business and personal correspondence directly addressed to you e Junk mail e g pornography that s directly addressed to you Bulk Mail When you specify NEO to assign Bulk Mail automatically all indirect email where your address is not in the recipient list goes into Unsorted Bulk Mail unless defined otherwise Examples include e Subscription non junk bulk mail indirectly addressed to you a Announcements messages sent from one person to many usually on an intermittent basis b Ezines newsletters messages sent from one person to many usually on an regular basis c Mailing lists messages sent from
46. mac Clear Ts j background color Name tells you that you S Macleod Della have a Folder List MacDonald Karen filter active asap om To clear the filter Mackay Fiona click Clear or press MacNintch Robie the Esc key MacPherson Janice Jump to all messages for a Correspondent or Bulk Mail folder GA Jump to Folder Click the Jump to Folder Ctrl J button on the ribbon to display all messages for the person from the currently selected email Learn keyboard actions Using the mouse is generally great but it can be slower for actions you do over and over again Using the mouse along with keyboard shortcuts provides the best performance Consider all the time you spend moving your hand off the keyboard and onto to the mouse then back again Not everyone is a keyboard enthusiast but even if you learn a few or a few more you ll save time Page 20 Here s a technique for learning more 1 Print the Keyboard Shortcuts on the Help menu 2 Don t use your mouse for a few hours and instead use the keyboard shortcuts from the list 3 Learning them all is too much focus on the operations you perform over and over E g Press F8 to jump to the Inbox from anywhere in NEO Some basic tips Here are some basic tips for making NEO more productive for you gt Work from Hot view and make folders hot Spend most of your time in Hot view and go to the other views when you need to Make folders from other views h
47. many people to many usually many per day e Junk mail that s indirectly addressed to you Notes 1 Even though NEO does this automatically you can reorganize a correspondent as bulk mail and bulk mail as a correspondent 2 When you do not specify this specifically NEO will not to perform this initial assignment and thus organizes everything under Correspondent during creation of the Catalog 3 As you can see junk mail can be both directly addressed to you or indirectly addressed to you and thus can appear in both Correspondents and Bulk Mail 4 Once classified NEO automatically creates or updates Correspondent and Bulk Mail folders How and when NEO creates class folders Correspondent Mail Correspondent name folders are automatically created and messages put into them as follows e Persons you send messages exclusively to that is people who are in the To field of messages you send e Persons who you receive mail from where your email address is anywhere in the sender s To or Cc fields NEO automatically adds a new address to an existing Correspondent folder if the address name matches the name of an existing folder Page 93 e If not specified otherwise All indirect messages go into Correspondent folders which otherwise would be organized under Unsorted Bulk Mail Bulk Mail When specified as such Bulk mail is default location where mail that is indirectly addressed to you initially goes that is where your addr
48. name folder Right click on one of the names and then choose New folder Ctrl Shift E Deleting a name folder Right click the folder you want to delete and choose Delete Folder Ctrl Del All messages contained in the folder will also be deleted Note Messages you delete here will be removed from other name folders that were also correspondents to these messages Renaming a name folder Right click the folder you want to rename and choose Rename Folder F2 Enter the new name Names are automatically formatted according to the name format you have specified in the Format options Changing Correspondent folders to Bulk Mail and vice versa You can achieve this in either of two ways a Right click on the folder to change then click Change to Correspondent or Change to Bulk Mail or b right click any message from the folder you want to change and choose Reorganize Message or press Ctrl Shift E Unsorted Bulk Mail If you let NEO automatically organize indirect mail into Bulk Mail all your bulk mail goes initially into your Unsorted Bulk Mail folder Page 104 Creating Bulk Mail folders Example of Bulk Mail is subscription mail mailing lists e zines and announcements You may not have any subscription type mail but if you do you will probably want to create a Bulk Mail folder for it so that all existing and future mail for that folder will automatically be filed there See Reorganizing Correspondence Bulk Mail above
49. need to do a Fast Sync e f you deleted messages in Outlook when NEO was not running you will need to perform a Full Sync Not using Exchange Server e f you had Outlook open without NEO but did not delete any messages you need to do a Fast Sync Click on the Fast Sync command on the toolbar e f you had Outlook open without NEO and you deleted messages in Outlook you will need to perform a Full Sync How to synchronize manually Click one of the synchronize buttons on the Quick Access Toolbar fp tp Fast Sync with no Full Sync with no confirmations confirmations Or make your choice from the Synchronize pull down menu on the Home tab S amp S Send Receive Ea Synchronize l 449 Fast Synchronize p Full Synchronize Sync options Page 127 Catalogs Catalog Overview NEO works by creating indexes to your messages and storing them in a separate database called the catalog Your messages are not stored in the catalog just references to them Whenever messages are sent received or updated in a message store NEO automatically updates the indexes in the catalog Your first catalog A catalog is created when you start NEO for the first time and whenever NEO is opened with a new mail profile The catalog is created using a Catalog Setup wizard in several steps The more messages you have the longer it will take to create your catalog however catalog creation is only performed once Nor
50. nennen nnnerene nennt nnne nne nnne nnns 141 Rebuilding Conversation Index sisenta aiea aao ereen ESE nnne nnne nnns 142 Restoring a Catalog from Backup ssssessseseeeeeeeee nemen enne nnnm nnne nnns 142 Backing up and restoring the catalog sss nnne nnne nnne 143 Locating and moving the catalog sssssssessseeeeeeeeeeeeennn nennen enne nnnm nenne nnne 144 illl E HmQ 145 Printing messages ane reti De masas re om tac age PE edu ua edd Deu a pe Gin Dee t Eu eu Do V da RE De e La sk e Ue cana DEL ES 145 Printing message contents esssssssssssseeeeeeene eee eene nnne nennen nnne nn nnnenrnn nnne nnns 145 Printing to a printer other than the default printer sssseseeennn 145 Print Setup OPON DELE 145 Buying Registering Updating Uninstalling 146 Howto BUY NEO oo sae EE 146 HOW Towegister your lIGense erret oie CH prete cer e nuntia pee eves ssuseubecestnabedaswvebenese epe 146 baec A 146 Entering your license information ssssssessssseseseeeenenennn mme nennen nnne nemen ener nnne 146 Transferring your license to another computer eene 146 Reinstalling NEO on an existing system sssssssseeeeeenneeneeeeenn nnne 147 Checking for product updates 3 o EE rette Re eterne dee CP Ue Rena oee REP PH ER
51. nnne snnt 105 eoo l 106 About categories eessssessssesssssseseeeeee nennen aiea ioira ii kienes nn ad eiai prarain iiaeia 106 What are Caltegotles aisin e REC Ere e are cerne neue aae EAP dees EA 106 NEO categories are Outlook categories ssssssseeeeeeneeennn nnne 106 How NEO categories are Gifferent cccccceeeeeeeeeeneeeeeeeeeeeeeaeeeeeeeeeeeeeeaaeeeeeeeseeeneaeeeesereeeennaaees 106 Categories and Outlook 2007 ssssssssssssssseseeeeee nennen enennmrnr nennen nennen nennen 106 Categories in Category view esssssssssssseeeeeeeennnnee eene nennen nnne nnn nnhnnntrnn sn nennt rnnnenn nnne EEEn nnns 107 Master and user defined CateQories ccsscccceeeeeeesenceeeeeeeeeeenaaeeeeeeeeeeeaaaaeeeeeeeeeseaaaeeeeeeseeesenaaeeeeees 107 Master categories ORI 107 User defined CateQories cccccccceeeeeeesenneeeeeeeeeeseeaaeeeeeeeeeneaaaeeeeeeeeeeeaaaeeeeeeeeeeeeaaeeeeeeeeneneaaees 108 Ways to set categories RRRRRRRRRRRREEEMMMMMM 108 Using the Category Picker essssssssssssseeee ene nnne nnnmenenn nennt nh nnnnrnn nnne n nnne 108 Using the Reading Pane Categories field eeeseeeennn nnns 108 Drag to a Category folder ceccccceeeeeessesceceeeeeeeeeenaaeeeeeeeeeeeeeaaeeeeeeeeeeaaaaeeeeeeeseneccaaeeeeeeeeneneaaees 108 Assigning categories using NEO Rules
52. or sorting can be applied to any column Page 108 3 NEO Pro Rules CH NEO Pro Rules More info Active Case sensitive Rule Type Subject Scope Folder To create a new category rule or edit an existing one click Create new or Edit rule and click Category Edit rule t3 Rule active C Case sensitive Scope Destination Bulk Mail Category Category Subject Category none selected Rules can be kept in the system without being executed by deselecting the Rule Active mark Case sensitive can be used to limit the rule only to the exact string provided under Subject matching the upper lower case characters Under Subject the words to be looked for in the subject are entered This can be a single word several words or the entire subject Page 109 Finally a category needs to be assigned This is done by clicking Select and picking a category from the list Click OK when finished or Cancel to exit Assigning categories using the category picker With a message selected click Ctrl T or Alt Z to open the category picker The category picker lets you choose categories quickly while providing information you need to help you keep your categories in good shape You can choose to work with Master Categories with your Current categories from Category view or both together Using Categories Add new category Enter name of a new categor
53. product ccce sec eceL eee ciet ee tectae sean eine abe eaa u Eta BLU LR ee teena 10 You can organize your Mailbox and your PSTs ssssssseseeeeneeee nennen nnne nnn 10 Using your offline message store OST nennen nnne 11 Reminder Synchronize each time you re connect to the LAN eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaaees 11 Getung SLAP c 12 What s New in the latest Verslon ucccecii seien ce ccneeeneeessceteceeessduvesccetaeeashenaeaicensesenasetaccictetesseaseteuenes 12 Ways to Iris 12 It s best to start Outlook first and keep it running essesseeeeenennn nn 12 Start NEO automatically when you start Outlook eese nnns 12 Stall NEO Manually rm 12 Starting NEO with a specific Catalog by using a command line Option ssesseesssse 12 Start NEO from OutloOK sss chr eta sie ined een peti Cue ee e ar eats Luna cues uds daa axi unu idend Pe ca seda oru eue 13 Start NEO automatically when you start your compulter ssssseesseeeeenn een 13 Getihelp trom within sop EET 13 Suppott and Feedback 2 erret ee eaten eee Lee dtr cine eu E a e lee d tetas RNE 13 THINGS 10 00 ago i 14 mitis c 15 Being Productive ssseeessssssseesseseseeeesee eene nnnnennnn nn nnnhnnnnetnn nr ninh rhnnnnns senis nnn nnnnen nennen nnne ne
54. remove all attachments but keep the message click on the paperclip in the reading pane and select Delete Attachment s To remove a single attachment from a message and keep the message follow the following steps 1 Open the message in the message editor double click the message or enter Ctrl O 2 Select the attachment s you want to remove 3 Right click and choose remove Note that when you remove attachments in this way they are permanently removed they do not go to the Deleted Items folder Page 114 Searching Searching Entering search words and phrases Unlike Outlook that searches for word strings NEO searches for whole words For example in Outlook entering ever returns messages with ever every and Everest in them whereas in NEO entering ever returns messages with ever or Ever in them If you want to get variants of ever you would enter ever so add wildcard Easiest way to start a search From anywhere in NEO enter your search word s in the Search entry box above the message listing Inbox Delo x amp 7 BY Name Date Time 2 E Caelo Support 18 Jul 10 14 35 Beta release 2 e Press Enter or click the left search icon to search through all message stores e Press Shift Enter or click the right search icon to search only through current folder Search in Folder Other way to start a search e From anywhere in NEO run a new search by clicking New Search on t
55. send amp Ali Zahid messages to and amp Allan Tan people who send amp Allen Jesse messages directly to amp Alonso Manuel I your email 2 Alnerin 1eff iMi address es Bulk Mail View Bulk Mail E Bulk Mail View Clear fa 8 13 Bulk Mail is the place 3 New for your news mail Bj Unsorted Bulk Mail e zines newsletters 5 Spam subscriptions B Spam Senders It is also where Current a Google Alerts 5 slipstick 2 B Webshop Notifications Dj ZDNet News 9 Dormant Unsorted unorganized mail and Spam Senders appear Page 46 Search View Search o tl 7 Se Search View NEO s search is like a web search It s fast like a web search because all the words in all your Folder All Folders a messages are In v Subject v Body automatically indexed v Names addresses You can save search v attachment name folders as shown at the Date Al O Recent Q bottom Match Similar words Search Folders J Current Search Results J beta 3 of 240 amp marketing 4 of 1102 2 paypal 559 J training 1318 Hot View Hot 5 Hot View Clear Ee fJ To keep tabs on Current particular folders put Gf Inbox 9 of 19 them in your Hot view d is Do T All folders in the Hot agge view ar ional bid Noted ew are optional PA Unread 31 fy Deleted Items All 51 Today s Yesterday 1 This Week 1 f Sent Items R Filed in Archive2010 5 S Budget amp Brac
56. separately into a Bulk Mail folder right click the message and choose Reorganize Message see creating Bulk Mail folders Bulk Mail f Clear T Ay E New Unsorted Bulk Mail Notice that Unsorted Bulk Mail J Unorganized is in the New area Spam Spam Senders 1 When you Block Spam a c i E Senders the mail and list of p diei blocked addresses appears in H 3 NewsGator Feeds the Spam area EJ Netinsight i 53 About Computers The Current and Dormant About Email areas are just like the Current SEEDS and Dormant areas for Qd Alpha Correspondents B APL Alumni AreoPlan There is no limit to the number ASI of Bulk Mail folders that you can have lem Assoc Support Prof Dj Backup Solutions Hj BBC Bj BloggerBuzz Dj Caelo Stats 5 Dormant Email addressing types explained You probably get email of all kinds correspondence with others mailing lists ezines newsletters announcements and of course junk mail It helps to understand what each of these are because you ll probably want to manage them differently Most users think of their direct correspondence as having the highest priority bulk mail such as mailing lists as a lower priority and junk mail as a big nuisance How email addressing determines email type Direct email Your email address is explicitly in one of the recipient fields i e To or Cc This is your normal business and personal correspondence Page 92 Indirect email Your email address
57. tek el EUR ae ren era o EE EA easar E 114 Saving attachments eedacdtaccdessteousoctlcoetsashavscogsteeetagebusucasetedenagetacuiiertaseeegabconteeeiad ui cod vea i eeka De Du 114 Removing Ez nu Te etj 0 ERR 114 SERRE IB ac qw WR ORARRKA iral ped DUE dimanche 115 i ifesia RE 115 Entering search words and phrases sssssesssssseeeneeeeeen nemen eene nnne nennen 115 Easiest way to start a Search ideni ta eoo enge eene tune etos iaa edie 115 Entering search parameters ssssssssssssseeeeeeeene eee nennen nnmennnr eene n nnne nsn eren 116 How to enter words to Searclhi etre iere rr EEEa x Fro che xk peso EN ERE ERR EM hiire Sue Rea dE 116 Search expressions and examples essssseessesseeeeeeeeee nennen nennen nnne n nnne nnn 116 About Word indexing Enn 117 Automatic background word indexing ssesseseseeeseeneneneeeneeennn nennen ennemis 117 Manually updating the word index ssessseessseeeeeeeneeennn nnm enne nnne nennen 117 Saving Sedrclies ceca eas ist esee teres a aia e ree ae iae aaraa a Eea adaus IL DEDI ME DUET e eM sepu 117 About Search Folders neret Etat ec tede eea ite eate c Dee fece tado ieee don 118 Working with Search Folders eeessesesssessssseeeeeseee enne nnne nnne nnnmennn nnns nn nnnnnnnn neis 118 Searching in Malo o MM 118 Excluding Excluded and Deleted Items in Search
58. to use Active Mail Want a simpler NEO Active Mail is great for users who want an extra level of control with their email However if you don t feel you need it you can remove it to make NEO more Outlook like It s easy to configure NEO not the use Active Mail It s all in what folders you set hot in Hot view In general you can make any folders hot and it s ideal to make both NEO and Outlook folders hot However here are two samples one showing a typical Hot view using Active Mail and a typical one not using it Hot with Active Mail Hot without Active Mail 24 Active Mail 7 X Inbox 1 W ToDo Sent Items 9 Today 4 ia Drafts 1 fe Yesterday 5 ToDo 9 This Week 4 E NEO Log File 5 Falardeau Helene 8 Falardeau Helene G NEO Log File Freeman Karen Page 69 If not using Active Mail you can work out of your familiar Inbox Sent Items and Outbox You may want to add in Today Yesterday and any other folders How to set NEO up not to use Active Mail You can do this at any time It s easy to switch back by reversing the process 1 On the Tools menu Options Workflow tab uncheck both checkboxes in the Active Mail section This will prevent new messages from being set Active 2 In Hot view right click the Active Mail folder and choose Reset All Active Mail this will remove the Active status from each email 3 Still in Hot view right click the Active Mail folder and choose Remove from Hot Ac
59. unimportant mail Reorganize less relevant email to Bulk Mail and use filters to filter them out until you want to read it Edit the New Mail options so you are less distracted by unimportant new mail notifications gt Don t forget daily housekeeping tasks See Things to Do Each Day gt Learn keyboard commands for actions you perform often There s a keyboard command e g F8 to jump to the Inbox for just about any action you take You ll save time if you learn even a few gt Use Conversation View and Search to find messages Switch on Conversation View to find related messages instantly Search is very fast in NEO Consider using it to quickly find messages Use the search entry box available in all views to quickly get to your messages Or press Ctrl Shift F to start a new search from the Search tab gt Use the Folder List filter to find folders quickly At the top of each Folder List you can enter characters to narrow down the list of folders Using this especially in Correspondent and Category views can be a huge time saver Press Ctrl F3 to quickly find a correspondent in Correspondent view Press Shift Ctrl F3 to quickly find a category in Category view Press F3 to go to the Folder List filter of the current view gt Create Bulk Mail folders Bulk mail consists of your mailing list messages and other less relevant messages Reorganize these messages into Bulk Mail folders so your less relevant mail will be organized sep
60. virtual folders e g Correspondent and of course the Outlook folder it lives in Active Mail helps many users manage their email in a way that s similar to how they manage their postal mail You can do more operations with Active Mail in NEO see How Active Mail is Different below However if you don t also file to folders all your messages stay in one folder typically the Inbox That s not a problem for many users but can be a problem if you need to ever read your mail outside of NEO e g Outlook Web Access or you want to work with your email on external systems like mobile devices where Active Mail is not available Some prefer Quick File without Active Mail for Outlook like behavior If you prefer a NEO that looks and operates more like Outlook you can choose not to use Active Mail see Options Workflow tab some users really like this simpler approach Page 67 How Active Mail is different It s like the traditional Inbox because e new mail arrives here e sent mail is not included unless you make sent make Active It s not like the traditional Inbox and other NEO folders because e you can remove messages without deleting or filing them a singly Backspace or F12 b all at once Shift F11 c just Correspondent mail Shift Ctrl F11 d just Bulk Mail Ctrl F11 e you can specify to have them removed automatically on performing actions like setting inactive or when filed to an Outlook folder You can set these
61. you need to by moving them from Deleted Items to another folder You can permanently delete a message by pressing Shift Del Note In NEO the same underlying message is displayed in many different folders When you delete a message all references to the message are deleted too Page 56 Deleted Items Ally folder Outlook keeps a Deleted Items folder for every Message Store PST NEO combines all these in its Deleted Items All folder which you can find on the Status Tab Emptying this Deleted Items All folder will empty all Deleted Items folder independently of their message store An easy way to remove all deleted items within your entire Outlook system Deleting saved search folders and messages If you delete a saved search folder just the saved search results are deleted the underlying messages remain However if you delete a message or messages in a saved search folder the underlying message is also deleted When messages are permanently deleted they cannot be retrieved Permanently deleting messages Messages are permanently deleted when they are removed from the Deleted Items folder Permanently deleted messages cannot be retrieved NEO provides a Deleted Items All folder on the Status tab holding references to all messages in all Deleted Items folders within Outlook to quickly remove all Deleted Items Permanently delete messages directly Enter Shift Del to permanently delete a messag
62. 10 February 2010 January 2009 December 53 53 93 3 3 53 53 83 83 53 3 03 153 153 3 Date View Lists your messages in folders categorized by date Date folders are automatically created for you Relative date folders are folders such as Today Yesterday etc They automatically update as time goes by Monthly date folders exist for every month you have email Only this type of date folder putos bal can be deleted Attachment View Attachment E Attachment View Clear Ts Lists every email Name message that All Attachments 3 contains an F Attached Messages AVI Video Clip N BMP Bitmap Image W DOC Microsoft Office Word 97 8 DOCX Microsoft Office Word Do wh DOT Microsoft Office Word 97 GIF GIF Image i HTM HTML Document fj JPG JPEG Image E LNK Shortcut sj MSO MSO File PDF Adobe Acrobat Document F PHP PHP File M attachment An email will appear once for each attachment it contains Since attachments can take up valuable space you should consider deleting them if you are done with them A quick way to find your largest attachments is to select the All Attachments folder then sort in descending order on the Size column Page 49 Message Basics Creating and responding to messages You create new messages reply to messages and forward messages in the same way you do with your messages in Outlook In fact th
63. Also it helps us to know why you are uninstalling NEO We d appreciate it to click the box to give us a reason if prompted Page 147 Common Questions If you don t find the answer to your question here please click Support online on the Help menu For downloading installing or licensing questions see next section Using NEO Can I continue to use Outlook Yes NEO is meant to work with Outlook and does not stop you from using any of Outlook s features or from using Outlook without NEO However when using NEO we recommend that you always start Outlook first You can easily move into and out of Outlook and your Outlook messages are always up to date and safe What s the best way to start NEO Enable the option to automatically start NEO when Outlook starts and start Outlook in your normal way Does NEO store copies of Outlook messages No NEO stores indexes shortcuts to your Outlook messages However if you create a message in NEO the message will appear in your Outlook message folder Similarly if you delete a message in NEO it will be deleted in Outlook You can also move messages between Outlook folders from within NEO and the move takes place within Outlook Where are my Outlook folders You can still use your Outlook folders and your Outlook rules Your Outlook folders are accessible from NEO through the Outlook view You can even make an Outlook folders hot Does NEO work with all parts of Outlook NEO focus
64. B Paul Laan 19 Jul 10 10 27 FETA Paul Laan 18 Jul 10 14 37 RE Marketing plan 2 E Paul Laan 18 Jul 10 14 34 Marketing plan When done click or press Alt LeftArrow to go back to the folder your came from About Conversation Every message has a property called Conversation and it is usually the same as the Subject property but it can be different When a new message is created the current Subject is copied to the message s Conversation However if the Subject is edited Ctrl B the two will be different Conversation always remains as the original Subject Page 120 Junk Mail Spam Junk Mail and its challenges What is junk mail also known as SPAM Loosely speaking junk mail is any email that you didn t directly request In email terminology it s called unsolicited commercial email UCE Sometimes junk mail is useful mostly it is unwelcome What s not junk mail Email that you give permission to others to send to you is not junk mail because you have opted in to receiving it You ll continue to get it until you unsubscribe Likewise if you subscribe to announcements from companies or have joined mailing lists this also is not considered junk mail The challenges of Junk Mail Junk emailers use many techniques to trick you into reading their mail One common technique is to use a different sending email address for every email they send to you This makes using blocking lists based on addresses a rel
65. NEO A Inbox Ctrl 1 Outlook view 4 Calendar cCtrl 2 A Calendar E Contacts Ctri 3 GA Contacts xj Tasks Ctrl 4 GA Notes z i Tasks la Notes Ctrl 5 id Journal Ctrl 8 To return to NEO click B on the Outlook toolbar Options Page 16 Ways to use NEO Using email involves managing messages and finding messages Here are three ways to manage messages with NEO Stay on top of your incoming mail Like Outlook all new mail comes into your Inbox However with NEO e Messages are much easier to find there s less no need to file to specific folders Using NEO Pro you can easily use a single large archive folder e Keep your Inbox small You can use it for your To Do or you can use NEO s To Do folder for your To Do s messages you still have to take action on Ok so how do you keep your Inbox small without the hassles of filing The key is how you file In NEO you can quickly move messages out of your Inbox You can file to your recently filed to folders and you can file to a single quick file folder that you designate perfect for messages you don t want to think about where to file after all isn t that where most of the filing frustration comes from deciding where to file a message Turn your Inbox into your To Do file messages you are finished with but want save and leave in your Inbox messages still requiring action Or empty your Inbox by using NEO s To Do assign messages still requiring action NEO
66. NEO supports these programs by allowing you to exclude from NEO messages going into these spam folders The excluded messages are still viewable in your Outlook folders via NEO s Outlook view they just aren t included in any of NEO s normal folders such as Active Mail Today and so on How to exclude folders from NEO You can exclude any Outlook user folder that you define In fact it isn t restricted to spam folders You may want to choose to exclude other user defined folders too e Right click the folder in NEO Outlook view and choose Folder properties e Check the Folder contains Spam checkbox How it works e When a message is moved into your designated spam folder the message is excluded from NEO If it is moved out of your spam folder it becomes included in NEO e This happens whether your program automatically handles the message or you handle it manually e Excluding starts from the time in which you add the folder to the list in NEO and stops when you remove it Therefore it may be that your designated folder has some messages that are excluded and some that are included We recommend that you empty the spam folder before adding it to the NEO list Page 122 Using third party spam detection programs In some cases for third party spam detection programs to work with NEO you must do the following e be sure to start Outlook before starting NEO AND e keep Outlook running until you turn off your computer If the sp
67. Other Ways to Customize Resizing the Reading Pane The Reading Pane can be positioned either at the bottom or to the right of the screen This can be defined on View menu Size of the Reading Pane can be changed to any desired size by dragging the pane separator to a new location Switching off the Reading Pane is done on the View tab Note that you don t have to see the Message List pane in order to read them in the Reading Pane You can use the following shortcut keys to move from message to message Ctrl Up Ctrl Dn Move to previous message Move to next message Page 30 Resizing panes The panes in NEO can be resized Place your cursor on the divider between the panes you want to resize and drag in desired direction gt mm Changing Folder List sort order Each view can have its own sort order Change the sort order by clicking one of the three buttons at the top right Alphabetical Order Strictly alphabetical Location shows which top level or message store the folder belongs to Tree Order Shows top level folders group folders and folders in a hierarchy Correspondent Ji 5 m f wA f wY i New Name Location Name Location j Crockett Morton 1 Entex Karin Meier Domant Lane Bennett 1 New Delarosa Buford 1 Qj 25035283836ms Dormant Furrow Linda 1 Curent Dillard Roland 1 2503528383 tex Dormant Valenti Billie 1 New B Jenn
68. Page 71 Filtering Filtering Overview Filtering is ability to temporarily show certain types of messages It s great for zeroing in on certain types messages such as Unread messages Filter basics e Filters are fast They can be set and cleared very quickly e Filters are temporary They never affect your messages just what folders or messages that you see You can always clear them e Filters are global they operate across all message stores views and NEO folders e Filters are sticky if you set a filter it remains in place until you change it even if you restart NEO e When a filter is on the background of the List Pane and or the Folder List show the filter background color to make it obvious to you Use Quick Access Toolbar By default you will find 3 filters already on the Quick Access Toolbar Read Show Received Messages and Show Sent Messages If you like to use other filters frequently go to the Filter tab right click these filters and select Add to Quick Access Toolbar Filtering in NEO Pro i SB 4 Z O r s S Main Catalog NEO Pro zy Home Filter Folder Edit View Tools Help Mu v j dear GBiFolders with Unread LB Correspondent E unread Iopo Exclusive To g Received B Date Filter Not Filed Se flagged Eto y Active Important Eg Cc or Bcc Filter Folder Class Status Recipient Direction Date NEO Pro has a Filter tab on the ribbon The Filter tab contains filter set
69. Properties e General Header RE X mas wishlist Format HTML Sent Thu 1 1 2004 1 37 32 AM Size 7KB Received Thu 1 1 2004 1 41 28 AM Location View Folder Status aA Active Mail Date f Last Week Date e 2003 December Correspondent amp Alpha Category eB Alpha Outlook Folders 3 Mailbox Tom Gibson Inbox The actual message is stored in the Outlook Inbox Note that you can also see what Outlook folder a message is stored on the Folder field on the Reading Pane header Message Symbols See Reference section at end of Help Page 59 Reading Pane overview Working in the Reading Pane The Reading Pane displays beneath or to the right of the List Pane Here is the Reading Pane header Editable Subject Click into this field to edit or press Ctrl B FW Request CustomerCare customercare caelo com To support caelo com Sent Mon 14 Jan 06 06 23 Folder Personal Folders Inbox Addressing From e g CustomerCare is a larger font To and Cc show in smaller font Folder message stored in Shows message store and folder Enter Categories directly Click inte this field to edit categories forthe current message or press Ctrl Shift T Separate categories with commas Categories Beta v5 ag ul OG Category picker x Click or press Notes Editor Ctri T or Alt Z Click or press Ctrl Alt N Previous and Next Messages Ctrl for previous Ctrl V for next Page 60
70. TT MESM 72 TUER ONAE 72 glatte 72 Use Quick Access Toolbar sssssssssssseeeeeeeeeeneneeeneee nenne nnmenene nnne n nnne nn nennen nnns 72 PilteniniGin NEO PO scsi sd n 72 If using the Correspondent and Bulk Mail filters 2 0 0 e cc ceeceeeeeeeeeeeeneeeeeeeeeeeeeeeaaeeeeeeeeteeenaeeeeeees 73 How to tell when a filter is ON eee ee eceeeeeeeeeeeeeeeeaaeeeeeeeeeetaaaeeeeeeeeeeeaaaaaeeeeeeeseessaaaeeeeeeeeneeeaaees 73 New Ei inition 74 Working with New Mail Alerts ssssssssssssssssssssssseeeeeeeeeneeeee nennen nennen nnn nn nnne n nnne nennen nennen nenne nennen 74 Setting the New Mail Alert options ssssssessseeeeeeeeeneeeeeeenennn nne nnne nnne nnn nnne 74 Working with the Tray COn ioo bete de Eie edie re idend oec ipu ive i aiaiai 74 Working with the Popup tette tone reos rer btosRrerbQosprer pog De eere a eae recie 74 21 76 Overview Aoc cq 76 ele et e E M 76 Common folder operations eeeeeesseessseseeeeeeee nennen nennen nnnnnnnn nnne nnn nnntnnn serene n nnns 77 Special folder operations ceeeseceeeeeeesesncceeeeeeeeeeeeaaeeeeeeeeeeeeaaaaeeeeeeeenenaaaeeeeeeseesssaaaeeeeeeenenenaaaes 77 Finding Folders imithe Listinn eret Lr edid etr iei Dre eei rut ect tet ede ee tee deep etas 78 So
71. above the message listing Press Enter or click the left icon to search through all message stores or press Shift Enter or click the right icon to search only in the current folder Search for a message using the Search tab Click the New Search button on the ribbon Shift Ctrl F Enter the search term and press Enter or click Go Search m training You can use logical operators m td F like and or and near Folder All Folders a Or change options In Y Subject Body or parameters to Names addresses limit your search v Attachment name such as searching Date all O Recent within a folder Match Similar words Page 19 Search on Conversation alternative for Conversation View z To find the conversation for a single message highlight the message e g with subject Marketing Plan then click the Search on Conversation button on the ribbon Ctrl Alt F to find all messages in the same conversation Alternatively the Conversation View can be switched on X Current Search Results GB OG EURO m LL m g Paul Laan 19 Jul 10 10 27 i EN RE Marketing plan i m ue ee oe RE Marketing plan amp Paul Laan 18 Jul 10 14 34 Marketing plan Find a Correspondent quickly Click the Find Correspondent button on the ribbon Ctrl F3 If looking for Fiona Mackay enter mac in the Folder List filter to short list your Correspondents for easy selection The changed
72. alog but you can also specify that setting as a Folder Property for any Outlook user defined folder right click the folder and choose Folder Properties How do I create a Group folder Right click in a view s Folder List and choose New Folder When the dialog appears if there is a Folder type choice at the top choose Group folder Note that you can create Group folders in any NEO view except Hot and Outlook Also you must be in Folder List Tree sort order Search didn t find a message it should have The most likely reason is that it was a very recent message Like the web NEO makes searches fast by indexing words in the messages However it only does this at certain times the default is every 60 minutes You can change how often NEO does a word index How do exclude Deleted Items and Excluded folders from my search See Excluding Excluded and Deleted Items when searching How do hide Sent mail from NEO folders Except for Active Mail all NEO folders automatically display both sent and received mail You can use the Direction filters on the Filter toolbar to show Sent Received or both types of mail How do add a message store You can organize more than one message store in your catalog To add another message store or change what message stores are included in your current catalog click Application Button Message Stores Note that a message store must be in your current profile i e visible in your Outlook F
73. am folders are not being excluded as expected please follow the above or connect to our knowledge base available on our support page Blocking Spam senders We normally recommend that you simply delete junk email because most junk mail senders use completely different email addresses each time However If you get multiple junk mail messages from the same email address or using the same email address or email name pattern you can block the sender How blocking a Spam Sender works When you block a sender all email from that party will appear in no NEO folders except in a special restricted folder called Spam Senders in the Spam top level folder of Bulk Mail view The effect of blocking a sender is that the address or address pattern is added to the list of addresses for the Spam Senders folder You can review the messages contained in the folder and you can empty the folder like you can with Deleted Items When clicking the Block Spam Sender icon on the toolbar the action requires confirmation to avoid unintentional blocking of senders The Spam Senders list Quickly blocking a Spam Sender Highlight one or more messages and o Click Block Spam Sender E3 on the Standard toolbar or o press Ctrl Shift X or o fight click and choose Block Spam Sender or o drag and drop them onto the Spam Senders folder This will add the sender s email address to the Spam Senders folder Manually adding to or editing the Spam Senders list
74. amp caelo com Binkman Dora Bosnjak Jasna totetetetetetetetetetetetetetetete 3 tetetetetecetoto Folder Basics Folders are containers for your messages The operations you can perform on folders vary depending on the type of folder To see the available operations for a folder right click the folder Here are the available operations for a Correspondent folder Page 76 Expand All New Message To Delete Folder New Folder Collapse All Ctrl4E Open Contact Shift Cirl O Search in Folder Make Hot Ctrl 4H Move Folder ShiftsCtrl4V Make Dormant Change to Bulk Mail Combine Folders Del Rename Folder F2 Shift Ctrl Shift Ctri Num Shift Ctri Num pi Folder Properties Common folder operations Make Hot Search in folder Move folder Combine folders Remove folder Delete folder Rename folder New folder Folder properties Make any folder available in Hot view Ctrl H Go to Search view with the folder selected for searching Move to another folder or top level folder within a view Shift Ctrl V Combine one folder with another You can also drag and drop the source folder onto another Delete a folder without deleting the underlying messages Alt Del Delete a folder including the messages in it Del Change the name of a folder F2 Create a new folder Shift Ctrl E You can often choose between a folder and a group folder View the folder properties Enter or
75. and drop the command onto the Ribbon in the location you want Page 36 Modify a command With the Customize dialog visible right click a command on the Ribbon A grey box should appear around it to show you are in edit mode and the command edit menu will appear ig Flag ToDo Categorize Status Reset Delete Mame Categor amp ize Delete a command Modify a command as per above and choose Delete or drag it away from the Ribbon Customize menu and toolbar options You can change the behavior of the menu and toolbars by going to the Options tab of the Customize dialog a A bd Customize Toolbars Commands Options Personalized Menus and Toolbars _ Menus show recently used commands first Reset my usage data Other oO Large icons Show ToolTips on toolbars Show shortcut keys in ToolTips Menu animations None v Master and user defined categories In NEO Pro the categories you assign may be ones you define or they may be ones you pick from the Master Category List Regardless of whether they are defined by you or picked from the Master Category List once assigned to messages there is no difference between a master or user defined category Page 37 Master categories There s really nothing complicated about master categories or the Master Categories List The list is simply a list of categories stored in your registry Outlook delivers a list
76. appear the moment we changed its read status to read As a result read messages remain in the Unread folder for at least one hour and less than two hours then automatically disappear This can be disabled by going to Tools Options Miscellaneous tab get a startup message about my default email program For some versions of Outlook NEO requires that Microsoft Outlook be configured as your default email program NEO detects this and reports it to you each time you start NEO Ensure Microsoft Outlook is your default email program To change the setting click Start point to Settings click Control Panel then double clicking the Internet Options icon Click the Programs tab then choose Microsoft Outlook as the E mail program Do not choose Outlook Express It could be that NEO will work well for you even if you get this message If NEO does work for you you can disable the message by adding the following key in your registry HKEY CURRENT USERWSoftwareiCaeloNEO Pro 4 0 Options NoDefaultClientCheck as a Dword value set to 1 This will disable checking on startup You should be very careful when modifying your registry If you have any questions please send an email to support caelo com Why can t see my attachment If you have the Microsoft E mail Security Update installed you will not be able to open or save certain file types Please consult your Microsoft Outlook documentation for more information Some messages appear in
77. arately Using Active Mail as an alternative for the Inbox you can configure to only show relevant Correspondent Mail in your Active Mail folder from Tools Options Workflow tab Page 22 Options amp Customizing Your Addresses About Your Addresses NEO needs to know which addresses are yours in order to automatically organize your messages If all your addresses are not entered your messages will not appear correctly Note that NEO must know all your addresses not just your currently used ones Be sure to include your old addresses if you have messages that used them Auto detecting your addresses on catalog creation NEO automatically detects your addresses when you create a catalog and you can add to the list NEO auto detects Addresses you enter are displayed in bold Important Note NEO does not auto detect addresses you use after creating the catalog You have to enter these manually Page 23 Adding and removing addresses You can add addresses and you can remove addresses you add Addresses NEO auto detects cannot be removed however you can choose not to include them by unchecking them Click the Application Button menu Your Addresses to keep your addresses up to date Your Addresses NEO Pro needs to know which addresses are yours in order to automatically organize your messages Bold addresses are ones that you have entered Unbolded addresses are automatically determined vou can t remov
78. are yours in order to automatically organize your messages Bold addresses are ones that you have entered Unbolded addresses are automatically determined you can t remove these but you can uncheck them V Barney Coopersmith bcoopersmith omy blue heaven com bcoopersmith fbi_NY com To add an address click the Add command POP3 email addresses are entered in the usual way e g bcoopersmith fbi_NY com Exchange Server addresses are enter in X 500 format Creating Folders Reorganizing Correspondence Bulk Mail and using NEO Rules Reorganizing messages based on Addressing Reorganizing a message simply means creating a Correspondent or Bulk Mail class folder Right click the message anywhere in NEO and choose Reorganize Message or press Ctrl Shift E There are three basic steps Step 1 Decide on mail class Correspondent or Bulk Mail generally Bulk Mail is for mailing lists e zines etc Step 2 Choose the folder behavior addresses and destination Step 3 Perform the re organize action When done NEO will automatically organize similar messages into the folder and will automatically file all new messages in that folder The example below shows creating a Bulk Mail folder for the Outlook Exchange mailing list After subscribing to this mailing list these messages appear in the Inbox organized in a Correspondent Folder After reorganizing it into a Bulk Mail folder called Outlook Page 95 Exchange
79. atively futile exercise but sometimes it does work to block email addresses Some email programs use filters and rules based on words to identify junk mail This is more successful than address based exclusions but run a high risk of excluding messages that are not junk false positives Strategies for dealing with Junk Mail NEO s approach Rather than take explicit action for each piece of junk mail we believe it s better in the long run to take action on the mail you want to keep NEO s ability to automatically separate Bulk Mail from Correspondent mail is the first important step However you still need to deal with the remainder of your junk mail Directing Junk Mail to an Outlook folder You can tell NEO to ignore spam folders so email in them is excluded from NEO s normal organization folders e g Active Mail Today etc These can be folder s you direct mail to manually or can be folders used by a spam detection program If you get lots of junk mail we recommended that you use a third party spam detection program or the one included in Outlook 2003 or above Even with a spam detection program some junk mail will still find its way into NEO Page 121 Using NEO to clear out your junk mail 1 Create bulk mail folders for all of your non junk email mailing lists ezines announcements When you do this all bulk mail that would normally be put into the Unsorted Bulk Mail folder is instead redirected to its appro
80. attachment control than previously Microsoft E mail Security Update installed NEO exactly mimics the behavior of the Microsoft update To modify your settings in NEO consult your Outlook documentation and make the changes in Outlook NEO will observe those settings Microsoft E mail Security Update NOT installed Certain file types may be saved to disk only Other file types may be opened or saved to disk In NEO the list of file types that can be saved to disk only is the same as the list used in Outlook However the NEO list can be modified in the registry Changing the save to disk only list Note that you should not make changes in the registry unless you are very confident in what you are doing The registry setting to change is NEO Pro HKEY CURRENT USERSSOFTWARENCAELO SOFTWARE NEO PRO 4 0 OPTIONS ALERTEXTENSIONLIST Simply add or remove from the list being sure to preserve the format Alternative for confirmation prompts for a file type When you save or open certain types of files you can uncheck a box that says Always ask before opening or saving this type of file If you do it will subsequently automatically open or Page 113 save the attachment when you click the attachment name from the icon However when clicking the paperclip icon NEO now also shows a Save Attachment icon below the file name to allow the user a choice to save the attachment Re enabling confirmation prompts for a file type When you sav
81. b click icons to show just Correspondent or S Correspondent Bulk Mail messages respectively H Bulk mail Class Zero in on folders with Unread messages You can also filter NEO to just see folders that contain unread messages The Folders with Unread messages filter is especially MB Folders with Unread helpful in Correspondent view but applies to Bulk Mail and G Folders with Active Outlook folders too Folder Notice that when a filter is set the background color changes to let you know a filter is active you can change the filter background color To clear the filters unclick them e Things to do each day or at least often Outside of your normal sending and receiving messages here are the things you should build into your daily workflow 1 When using automatic Bulk Mail assignment default is off check your Unsorted Bulk Mail folder You can let NEO identify new bulk mail automatically which puts it in the Unsorted Bulk Mail folder If you don t use the Correspondent filter to filter out Bulk Mail you ll set it in your Inbox and can be managed from there too However if you do use the Correspondent filter be sure to check this folder daily because the filter prevents this mail from appearing in your Inbox By default NEO will place all new Bulk Mail under Correspondent folders so you can do the Bulk Mail assignment manually yourself Empty your Spam Senders folder If you block spam senders you need to
82. b of the Ribbon or or press Ctrl 0 zero b Click the pull down menu from this Outlook command and choose to go to a particular area of Outlook or press these shortcuts to go to Ctrl O Outlook Ctrl 1 Inbox Ctrl 2 Calendar Ctrl 3 Contacts Cirl 4 Tasks Ctrl 5 Notes Ctrl 8 Journal c Double click an Outlook non mail folder in Outlook view Open a new item in Outlook For example a new appointment Click the New Item dropdown on the Home tab of the Ribbon Or use a keyboard shortcut these match those in Outlook Ctrl ShifttA New Outlook Appointment Ctrl Shift C New Outlook Contact Ctrl Shift J New Outlook Journal Entry Ctrl Shift K New Outlook Task Ctrl Shift N New Outlook Note Open the Outlook contact record Jump to an existing contact record or create a new one Page 40 Select any message or any NEO Correspondent or Bulk Mail folder then right click and choose Open Contact or press Shift Citrl O NEO also automatically imports contact information when new Correspondent folders are created Work with Outlook mail folders In Outlook view work with these just as you would your folders in Outlook Drag and drop to Outlook non mail folders You can drag and drop messages to these folders but you can t display their contents within NEO double click to open in Outlook Interacting with Contacts and Address Books NEO interacts with Contacts in two ways When creating new Correspondent folders
83. bout com Compu Dormant B Clark David Current White Taylor j sccounts perthw Current amp Dillard Roland 1 New Current B aco Systems Dormant j Swan Barry 1 New Bj accountsSperthweb co Adminstrator Sys Current Delarosa Buford New Administrator System Qj af ategcaelo com Dormant B Johnston Terry Current Ames Bob j af stegcaelo com Dormant E Crockett Morton New D amaron con f amara Bob Current White Taylor 3 New Q Amazon com Current B 3eminos Mary Ne E Ame shriey fj Anderson Christy Dormant B Bacewel David Current Recently used order Folders that have had the most recent activity display first Expanding and Collapsing the Folder List When in Tree Sort Order the tree displays in a hierarchy Expand a branch by clicking the Plus symbol Collapse a branch by clicking the Minus amp symbol Keyboard shortcuts using the number keypad Num Expand current folder in Folder List Num Collapse current folder in Folder List Shift Ctrl Num Expand all folders from anywhere in list Shift Ctrl Num Collapse all folders from anywhere in list Top level folders New Current Some views have top level folders Top level folders are folders managed automatically by NEO to help you organize your folders You can also organize folders in top level folders manually For example in Correspondent and Category views the New top level folder displays all folders that have be
84. categories ssssssssssseseeeeeneneeenen nee nennen nennen eren nnne 51 Adding and editing message notes ssssssessssssessseeeeeeenennnnnn nennen nnnnennn etes nnn nnntnns erre nn nnne 51 Editing and resending a message sssssssssssssseeeeeeeeneeennn nnnm nnnnnnmenenr tenen nn nnnnnnneis 51 Editing AIM CSSAGE ssss 50 ees T E m 51 Resending A message eeeeeeeeeeetee cece eeeeeeeeeeeee eee eeeeeaaeeeeeeeeeeeeeaaaeeeeeeeeeeecaaeeeeeeeeseneaaeeeeeseeeeeenaaees 51 Moving Back and Forward ceeeceesceceeeeeeeeeenneeeeeeeeeeeeeaaaeeeeeeeeeeeeaaaeeeeeeeeeseeaaaaeeeseeeeenenaaeeeeeeeeeeesnnaeeeeeers 52 Quick Filing Messages edet dc he eb ub ed tede eite tec Ut E UH pc e Uu ad dae 52 qim 52 Quick Ele Hecent s asco ed ced eee i cU ence oe E 52 About Active Mall ra sty sods Sk sen sos Ene du s bade seeks on Fah in ed NI 53 How Active Mail WOIKS 2 cocer ui csi or Rea e pcena due Ure EA OCA pan hae AE ENEA 53 Using Active Mail to implement time management compliant email workflow 53 Is Active Mail better than Quick Filing to folders sssseseeenn 53 Some prefer Quick File without Active Mail for Outlook like behavior eeeeeeeeeeeeese 53 How Active Mail is diff rentes iscir ice tcd cede tete Sete dette Ra Sera e tuc ea d
85. clear your search parameters click Clear Why saved searches are useful Suppose you are responsible for bicycle safety standards at the Ballistic Bicycle Helmet Company Everyone in your company is instructed to forward messages to you concerning safety You always want to have easy access to your safety messages You could create a search with words to search safe or standard If you saved that search result as Safety you could rerun the search whenever you wanted by clicking Refresh Search right click the Search Folder Your search results would then be updated to include all new messages since the last time you ran the search You could even make the Search folder Hot so that it is readily visible in your Hot view and where you could easily see your unread safety messages Saved searches lend themselves to organizing groups messages on an ongoing basis where it is easy to identify a message Message conventions that include consistent references such as a project or docket number are ideal candidates Page 119 Search on Conversation To quickly see all related messages e Switch to Conversation View by clicking the Conversation View icon on the Quick Access Toolbar e Click onthe Home tab of the ribbon or e Press Ctrl Alt F You will then be quickly positioned in Search view with all messages based on the same conversation displayed Current Search Results 5earc BE Oo a B 7 Y amp Name Date Time v E
86. cluding an IMAP message store two additional wizard screens will appear after step 5 step 5a and 5b Page 137 NEO Pro New Catalog lude from NEO e g Spam other ary other folders you dorit wart EO Pro New Catalog IMAP store select Sent Mail folder I Check the b Step 5 Identify your spam folders Step 5a IMAP identify sent items folder Step 5b IMAP exclude the All Mail folder from NEO Step 6 Verify your email addresses Step 7 Start synchronization Identify if you have folders that capture Spam junk mail Microsoft Outlook and many spam detection programs automatically funnel spam looking messages to Outlook folders Messages contained in the spam folders you designate are not included in NEO You can change this at any time within NEO Select the IMAP folder containing Sent Items Step 5a will only show when including an IMAP message store in step 4 Optional the IMAP folder containing All Items can be excluded from NEO to avoid duplicates this is depending on how the on line IMAP folders are organized You can change this at any time within NEO Step 5b will only show when including an IMAP message store in step 4 NEO needs to know which email addresses are yours Note that NEO needs to know all your addresses even ones you don t use any more NEO attempts to determine your addresses automatically Add to
87. correctly addressed to or from me or addresses addressed to me appear in Bulk Mail Have a look at your addresses If someone else s address is in your your address list or if all of your addresses are not in there your email will not show correctly What NEO and Outlook folders is a message in Right click the message in the list pane then click Message Properties You will see a list of all the views and folders the message is in NEO doesn t start properly NEO will not start and will report errors if email is improperly configured on your computer Page 150 Some startup problems can also occur because of interaction with other email aware programs you may be running We can help solve these conflicts Please contact us Can I delete all messages from a correspondent by deleting the correspondent folder Yes but be careful You will also delete all other messages to which that correspondent was an addressee Where do I set my print options Your print options are set in Outlook However you can set print options temporarily by using Print on the File menu on the open message window How often should I synchronize It depends on how you are using NEO and on whether you are an Exchange Server user See topic Synchronizing with Outlook How does the NEO Sync differ from Outlook Synchronize NEO Sync synchronizes your message store Exchange mailbox PST or OST with the NEO catalog where NEO stores all of its data Outl
88. d Neither are the settings that determines which folders are Hot except that Correspondent and Bulk Mail folder Hot setting is carried forward NEO Pro 3 4 All setting are carried forward The settings are imported into the new catalog The catalog the settings are imported from is unaffected Choose the Catalog version then either select from the list or browse to the catalog location highlight the file named CatalogConfig xml Page 139 Import Catalog Settings Catalog version NEO Pro catalog v Configured catalogs Browse Last Used catalog files not found gt Path Enabling punctuation and special characters during searches Default behavior of searches within NEO is to ignore punctuation and special characters during searches With this option users can define to make searches sensitive to punctuation and special characters Also when NEO rules need to be sensitive to special characters in the subject line this option needs to be enabled Once a catalog has been created this option can always be changed by rebuilding the catalog from the File Catalog Rebuild Catalog menu Enabling automatic Bulk Mail assignment for indirect messages By default NEO Pro is classifying all messages into your Correspondent Folders As such the Unsorted Bulk Mail folder on the Bulk Mail tab will be empty However if you like NEO to automatically classify all messages addressed indirectly to yo
89. d Messages folder When messages are deleted from NEO they go into the Deleted Items folder in Outlook view Page 14 Productivity Tips Being Productive You ll get the most out of NEO if you rely on its automated features to do most of your organizing for you With that base you can then use other NEO features such as filters to help you focus on the messages you need to NEO Application Notes To help you implement the most efficient way of working please refer to our Application Note on implementing time management compliant workflow principles You will find this Application Note here http www emailorganizer com kb T1 165 php Our Online Email Training To boost your email efficiency and for a guided step by step implementation of the most efficient way to manage your emails please subscribe to our Online Email Training More information here http www emailorganizer com training training php An Introduction to NEO Pro Use NEO Pro to create and send mail just as you would with Outlook Here are a few things to help get you on your way with NEO Pro O First get oriented by clicking each of the Viewtabs Hot For your favorites Make an Outlook or NEO folder hot Most popular view GB Outlook Manage your Outlook folders here just as you would in Outlook s Folder List Correspondent All your regular mail is automatically organized into Correspondent folders for you Bulk Hail For your e newsle
90. d Set how your counts display elsewhere Unread counts display in blue Total counts display in green Page 86 Outlook Folders Overview Outlook Folder List Outlook view is your view into your Outlook Folder List E Mailbox Salah Howe Your mail folders Your user Calendar defined mail folders in this pane are your Contacts actual Outlook folders You can add y Deleted Items 1514 delete copy move and rename these Ga Drafts 2 folders here just as you would in Outlook 2 3 Inbox 134 i erg Outlook folders f Your special a Reference Outlook folders such Drafts Deleted Items Journal etc are also here Notes A Outbox Non mail folders You can interact GA Sent Items with non mail folders For example you Tasks can drag and drop a message onto the Personal Folders 2000 2003 Calendar to create an appointment Personal Folders Pre 2000 Make them hot if you refer to any of these often it s helpful to make them hot so that they also appear in Hot view Making Outlook folders hot You can make Outlook hot just as you can make any NEO folder hot To make a folder hot right click and choose Make Hot or press Ctrl H Folders to consider making hot are any folders you use regularly These could include Non mail folders Drafts Outbox Sent Items Inbox any user defined folders you have created Deleted Items If you make the folders you use most often hot then you may n
91. der ssssssssseeeeeeneeeennene nennen nnnm 57 Undoing Actioris sities aad t ede eee dte cie ee reet ita ordeo Petite idee used e oie usus 57 UnDo ing and ReDo ihg 2 2 111 aeaa oaa ER Eon D gece lebversduccdcse E E E ES 57 alo em 58 Copy Reply To Email Address to Clipboard sesseseeeeeeeeenneeeennn nnne nnne 58 RI neges mom 58 Viewing Message Properties iieii rtr iet eet eei tee re Seno utei ev dac Er edv a Se vade anne EGS 58 Weser aede m 59 Working in the Reading PANG uui iatedenanquF up nh Ind das nixd xh pad id mad nd niti 60 Reading Pane overview essessssssssssseeeseeeeeeen nennen nennen nnnnnnns nnn ennhhnnntn sss n nnn nhnnnnnnns serene nnn ennn nen 60 Reading B aizin ue loe 61 Clicking Links to Launch Your Browser ssesssesssseesseeeseeeeennenee nennen eei va eiiie 61 Editing in the Reading Parie noit etri ect cee Lao ess uou cte satt tace Late Te tau CR Laco edd bu aoada 62 Resizing the Reading Parne iced i teat ecei de cose eden eek ea eL ng miro Duce ea esu puero cue a ed e e uS Pea dua eds 62 Me or TroiioeleU E ARE 62 Changing Reading Pane Fonts sssssssssssssseeeeeee nennen nnne ene nnnnhnmenrnn nenne hr nnnennn nennen nnns 62 HTML messages ete te tede etes tette
92. e Dormant Folder Groups You can create folders groups to help organize other folders Folder groups can be created in any view except Hot and Outlook views Folder groups always contain folders and behave just like any other organizing folder Here is an example showing two folder groups Aquila and Tennis in Correspondent view Current 9 Aquila Hutton Lane Loeppky Steve 4 Pommier D Arcy amp Startup Cathy 1 Tennis Amaral Bob Anne Shirley Armstrong Jonathan Berg Craig accounts perthweb co Administrator System In Correspondent view folder groups are useful for organizing by company In Category view folder groups are ideal for organizing all your categories Adding a folder group 1 Right click anywhere in a Folder List when sorted in Tree order and choose New Folder or press Shift Ctrl E Page 80 2 If in a Correspondent or Bulk Mail Folder List choose Group folder in the option group at the top Create New Folder Folder type Correspondent folder Group folder First Mid Last Company Show in Name column v Folder name C Original name from message 3 Enter the folder name Create New Folder Deleting a folder group 1 Right click the folder group and choose Delete Folder Page 81 Folder Properties General Folder Properties These properties apply to all Status folders e g Active Mail Unread
93. e Nelson Email Organizer User Guide Caelo Software B V www emailorganizer com This guide applies to NEO Pro Version 5 0 That s the magic of NEO NEO uses new technologies to clear the email bottleneck without hindering all that Outlook already does e Letter Format Table of Contents el 9 What issNEO Pro mm 9 A new way to think about email seeesssesesssseeeeeeneneeennn nnne nennen n nennen nnne n nnne 9 Finding messages is a breeze ssssssssssseeeseeeenene nennen nnnmennn nn ennnnnnnennn nen n inen nnneene nns 9 Companion product for Microsoft Outlook essssssesseeeseeeeeeeneenneennn nnne enne nnns 9 Meunier UR 9 How NEO Pro Works with Microsoft Outlook nnne nennen enne 9 Alternative interface for your email essssssssssseeeseeeeennee eene nnne nnne n nnne rennen 9 Using Outlook features from NEO Pro cccccccceeeeeeeeeeeeeeeeeeeeeeeceeeeeeeeeeeeeeaeeeeeeeeeseceeaeeeeeeeeeeneaaees 10 Same message SIO G cesi Ice aste e eet eR HOUR Ce Roco e Ea dn IO Ca Cae o EE EOD u e a OI eteted teek 10 Indexing and the Catalog ecccccceccesssssnceeeeeeeeeeseaceeeeeeeeeeeeaaaeeeeeeeseeeeaaaeeeeeeeeeeneaaaaeeeeeeseeeneaaeeeeees 10 How NEO Pro works with Exchange Server sssssssssseeeeeeeneene enne ennen nennen nennen 10 NEO Pro isa client side
94. e available for all folders Working with non mail folders Drag and drop email to non mail folders You can drag and drop messages to non email folders such as Calendar for example to create a new appointment based on the email Open non mail folders in Outlook from NEO Double click non email folders to open Outlook into Tasks Notes etc Other ways to interact with Outlook from NEO e Select a message then right click and choose Open Contact e On the toolbar click Outlook to go to Outlook or click the down arrow to open into Outlook areas e Use an Outlook keyboard shortcut such as Shift Ctrl A to open a new appointment Excluding folders from being organized in NEO You can exclude messages from Outlook folders from being organized into NEO folders e g Correspondent date folders etc Page 88 You would typically do this for Spam folders but you can also do it for any folder that you won t want to see in NEO Exclusion works only for new messages That is if you set it now it will only apply to messages you get from this point onwards To change the Exclude setting 1 Right click on the folder in Outlook view 2 Select Folder Properties 3 Set the option in the Exclude from NEO section Note that by default Excluded messages are included in NEO searches However you can optionally choose to search all folders except Excluded and Deleted Items Page 89 Correspondents amp Bulk Mail Overview
95. e info C Put new Correspondent mail in the Active Mail Folder C Put new Bulk mail in the Active Mail Folder r Backspace Use the Backspace key as an alternate key For O File to the Quick File Folder permanent key is Ctrl I 9 Display the Quick File Recent menu permanent key is Ctri Alt OO Make Inactive permanent key is F12 Unread Mail v Mark read after viewing b S seconds in the Reading Pane Page 26 Reading Pane Options These options relate to the Reading Pane v Get images from the web when displaying HTML messages Use internal HTML viewer More info L Use a proxy server to access the web Relative text size For HTML text r Plain Text Set Font characteristics For displaying Plain Text m Item preview E Enable excluded Folder items preview not recommended Compact layout G Automatic Always multiline Never single line r Default Note Text Set default Font characteristics For notes Page 27 Formatting Options These options set how items are formatted Folder list Last First Company v Item list First Last r Date Format in Lists O Relative dates e g Today 14 43 Absolute dates e g 04 Nov 10 14 43 Week begins on Monday Colors Sent messages Bl Window Text ride Conversation Parent E
96. e message editor you use is the same as the one used by Outlook For assistance in using the message editor refer to Microsoft Outlook s help Viewing a message Enter or Ctrl O Double click a message in list view or select a message and press Enter of Ctrl O Once open you can click the Reply Reply to All or the Forward command Creating a new message to an existing correspondent Ctrl E Select any message or Correspondent Bulk Mail folder and right click or press Ctrl E A new message will open for your selection Creating a new message Ctrl N Click the New command on the Home tab or enter Ctrl N After entering the address information the subject and the message contents click Send Replying to a message Ctrl R Click the Reply command on the Home tab or enter Ctrl R After entering the message contents click Send Replying to all respondents in a message Ctrl Shift R Click the Reply All command on the Home tab or enter Ctrl Shift N After entering the message contents click Send Forwarding a message Ctrl F Click the Forward command on the Home tab or enter Ctrl F After entering the address information and the message contents click Send Editing the message subject In NEO you can edit the subject of any message directly in the Reading Pane header FW Request CustomerCare customercare caelo com Categories R To support caelo com Sent Mon 14 Jan 08 06 23 k Q Folder Personal Folders Inbox
97. e or open certain types of files you can uncheck a box that says Always ask before opening or saving this type of file If you do it will subsequently automatically open or save the attachment when you select it You can re enable prompting again for one or more file types by editing the following registry entry NEO Pro HKEY CURRENT USERSSOFTWARENXCAELO SOFTWARE NEO PRO 4 0 OPENATTACH Simply remove the entry s associated with the extension of the file type in question e g remove DOC entries to re enable prompting for Word DOC attachments Opening attachments To open an attachment click on the paperclip at the right of the message reading header It the entry is grayed out disabled attachment security has prevented you from accessing it Choose Open it To help prevent computer viruses certain types of files may not be opened To open these types of attachments save them to disk and open them there after you have ensured they do not contain viruses Saving attachments To save an attachment click on the paperclip at the right of the message reading header Choose Save to disk With multiple attachments the option to Save All Attachments is available to save them all at once to disk You may open saved attachments after you have ensured they do not contain viruses Removing attachments If you delete a message that contains an attachment all the objects attached to the message are also deleted To
98. e these but you can uncheck them Z Barney Coopersmith bcoopersmith gmy blue heaven com bcoopersmith fbi_NY com To add an address click the Add command POP3 email addresses are entered in the usual way e g bcoopersmith fbi_NY com Exchange Server addresses are enter in X 500 format Page 24 Options General Options These options control NEO startup and other general settings v Fast synchronize on startup More infa v start NEO Pro when Outlook starts v Open most recently used catalog on sta v Check For NEO updates on startup v Close NEO when Outlook closes Your Addresses Your Addresses Ensure NEO Pro knows all your addresses v warn before permanently deleting messages v warn before combining names or categories Is Search update Automatically update word index every minutes Toolbar Layout v Use Ribbon Blue OBlak Silver Page 25 Workflow Options These options help you configure what happens when you take action on messages whether Active Mail operates and how you want Backspace to work Automatic Actions MarkRead Make Inactive When I make a message Inactive When I set To Do for a message When I move a message to an Outlook Folder When I Categorize a message When I Flag a message When I Keep a message DDODEIIHKI OOOO Active Mail Mor
99. e with new people All subsequent messages are automatically filed by correspondent These are virtual folders The messages are seen here in addition to the Outlook folder they are permanently stored in Correspondent fmi Clear f New Both Sent and Received Angila 1 messages are shown Bender Greta 1 together B a When sorted in Tree view you s dion A will find new Correspondents accounts Gperthweb co arrive into the New area You amp Administrator System can manually move folders to Amaral Bob Current or the Dormant gegen areas Default sorting is in B berg Craig alphabetical order to quickly amp Hutton Lane find your Correspondent g Loeppky Steve j Pommier D Arcy In Tree view you can set Startup Cathy 1 parameters to have the Dormant Correspondent folders move Wenaus Deryk automatically between work Solita levels according to message x activity based on date Housekeeping tasks such as renaming and combining to consolidate multiple email addresses for one person are most common How much work you put into keeping your list up to date is up to you none of it is strictly necessary Exporting Correspondent Details Details of all correspondents like name and email addresses can be exported from NEO Pro into a CSV file by going to Application Button Export Correspondent Details For non licensed evaluation users limited to maximum of 25 correspondents Bulk Mail
100. e without first sending the message to Deleted Items Delete messages from the Deleted Items folder Select the message s in the Deleted Items folder in Outlook view and press the Del key Empty the Deleted Items folder Right click on the Deleted Items folder or the Deleted Items Ally folder on the Status tab and click Empty Folder The Deleted Items folder is never emptied automatically regardless of your Outlook settings Undoing Actions You can UnDo reverse many operations in NEO and you can ReDo reinstate those that you Undo Keep in mind that only the last action can be undone or redone That is to be able to UnDo something you must do it before you perform another action UnDo ing and ReDo ing o Click UnDo or Redo on the main Edit menu o Orpress Ctrl Z which toggles between UnDo and ReDo where applicable Page 57 Eligible Actions o Modify Subject in Reading Pane o Add delete change Categories o Move messages except with OST s prior to OL 2003 and moves between message stores Delete messages except with OST s prior to OL 2003 Make Active Inactive Keep Remove Keep Flag Clear Flag Flag Completed ToDo Remove ToDo Mark Read Unread O O O O O O Copy Reply To Email Address to Clipboard Right click any message in the List Pane or Reading Pane and choose Copy Reply Address to Clipboard or press Ctrl Alt C This silently replaces whatever is on your clipboard with the message
101. e you will see the Active status in the list pane When you use Active Mail you normally use Active Mail instead of your Inbox However unlike your Inbox where all your mail arrives you tell NEO what new mail to put into Active Mail in Tools Options Workflow tab If both boxes are unchecked then no new mail will go into Active Mail Using Active Mail to implement time management compliant email workflow NEO Pro 3 2 comes with a few predefined User Interface settings One set of UI settings is specifically designed to facilitate the implementation of an email workflow which is compliant with general time management principles to deal in the most efficient way with the daily email activities Implementing this way of working will result in an important reduction of actions need to manage the daily emails and create significant time savings per day by relying on the available features and functionalities of both Outlook and NEO and combining them to optimally function together For a clear explanation and guideline on how to implement this way of working please refer to our Knowledge Base article T1165 Is Active Mail better than Quick Filing to folders The key feature of Active Mail is that you can quickly say I m done with this message without having to move the message from the Inbox or wherever it is stored to another folder When you make a message Inactive it disappears from your Active Mail folder but can still be found in NEO s
102. ebsite Reinstalling NEO on an existing system The license activation process links the license to a unique encrypted hardware hash of the system in use Reloading the entire software is not affecting license activation when NEO Pro is reinstalled Also the activation process is designed to handle routine hardware upgrades on the same system Checking for product updates NEO will automatically check for product updates when you start NEO if you have the option checked to check for product updates on startup To manually check whether an updated version of NEO is available 1 Click the Help tab 2 Click Check for Updates online This operation compares your version with the latest version available by connecting to our website You will be told whether or not a new version is available Determining Your NEO Version To determine your NEO version 1 Click the Help tab 2 Clicking About NEO Pro Uninstalling NEO To uninstall NEO 1 Click Start then Control Panel then Add Remove Programs program Select NEO Pro Click either Change or Remove depends on your system If you clicked Change the choose Remove when the dialog appears REMEMBER When you intend to use your license on another machine please FIRST deactivate your license from Help License BEFORE uninstalling 4 You can choose whether or not to remove your catalog data If you believe you will not be using NEO again then choose to remove it 5
103. elo Software gmail gt C Gmail Og All Mail C Aa Drafts C amp 3 Sent Mail C spam C Ge Starred C G3 Trash C Ga filing C Ga Follow up C Aa Inbox C Aa Junk E mail 169m Onnewenste e mail For the IMAP message store it is possible to exclude the All Mail folder to avoid duplicate emails within NEO depending on the on line IMAP folder organization When selected these emails will be completely excluded from NEO To make them visible again within NEO deselect this folder Creating and Deleting Catalogs Creating a New Catalog You can create as many catalogs as you like You create catalogs using the New Catalog wizard Click File menu Catalogs New Catalog to start it The New Catalog wizard also starts automatically the first time you run NEO or when you open a mail profile that you haven t yet created a catalog for The New Catalog wizard consists of seven easy steps You can cancel or go back and edit your settings at any time catalog creation doesn t start until the final step Page 136 NEO Pro New Catalog tu Step 1 Choose a name Cre Next gt Cancel NEO Pro New Catalog E Step 2 Choose location for catalog and its backup Catalog location iil The catalog must reside m Rs own folder the Folder can exist ahead of tme b REO Pre New Catalog Step 3 Catalog settings Catalog settings ee PUN NT Ced
104. en newly created In the case of Correspondents it is very helpful to isolate new correspondents so that you can decide how you want to organize them e g delete or move to the Current top level folder In the case of Categories the New folder displays categories set by others Page 79 Automatic organization You can choose to have NEO automatically move Correspondents from New to Current and from Current to Dormant based on day age parameters you provide You can also specify that Dormant folders are moved back to Current when they become active again e g receive a message You could specify that New folders automatically move to Current after 30 days and Current folders automatically move to Dormant after 365 days of inactivity A folder remains inactive until a significant event occurs such as it receives a message By disabling automatic moving of folders you would retain complete control over where a folder is located To set the automatic organization of folders right click a top level folder such as New Current and Dormant and choose Folder Properties Manual organization You can manually move folders from New to Current Current to Dormant and so on in two ways 1 Drag and drop the folder from one group onto the branch of the other Drop it on the top level folder itself e g Current It you drop it on a folder NEO will think you wish to combine folders 2 Right click the folder and choose Make Current or Mak
105. end by an individual also involved in other email correspondence In this case it is not really appropriate to link the email address itself to the Bulk Mail folder as other emails from this address need to be captured under the person s Correspondent Folder For these and other type of messages NEO Rules can be used to assign them to a Bulk Mail folder NEO Rules can be accessed through Tools Rules In organizing incoming messages NEO Rules takes precedence over addressing assigned to Correspondent or Bulk Mail folders Defined Rules are executed first when no rule is applicable for the subject of the message the normal Correspondent and or Bulk Mail assignments are executed So even when an address is assigned to a Bulk Mail folder a Rule can be defined to direct a part of the incoming messages into a dedicated Bulk Mail folder based on the subject Working with NEO Rules To create a new rule select Rules from the Tools menu This will open following dialog screen With multiple rules defined the Rules window can be resized in height or sorting can be applied to any column Page 98 Ze ry NEO Pro Rules X NEO Pro Rules More info To create a new rule or edit an existing one click Create new or Edit rule and click Bulk Mail Edit rule X Rule active C Case sensitive Scope Received items iv Destination Bulk Mail Category Bulk Mail Subject Destination
106. enders list essssssssssessssssseeeeeeeeee nennen nnnennnn nnne nn nnnnern nennen nn nnnnetnn neis 123 Deleting Spam Sender messages ssssssssssssneeeeeen nennen enne nnm nennt nnne 123 Synchronizing with DUO PM ANARERMARMAAUIAR UD NAR UDINE UU MMNANG UM DUM 125 About Synchronizing with Outlook wis 2 2 2 ctia acai cedente t e ote totu eto eese tone aetna 125 How it works in a nutshell sss nennen enne nnne nennen nennen enne nennen 125 How to stay SYNCHONIZEC 0 2 eee ee eeeeeeeeee eee eeeeeneeeeeeeeeeeeaaeeeeeeeeeeeeeaaeeeeeeeeeeeecaaeeeeeeeseeeceaeeeeeseeseeenneeeeeees 125 Quick way to stay synchronized Recommended cccceeeeeeeeeeeeeeeeeeeeeeeuaeeeeeeeeeeeeeenaeeeeeees 125 More about Synchronization ci 1 c sieesscccsteeetseetaesccceeecenaeetactisenteseeessbeceiseeteseaassbocnteabhasbevetacse 125 Choosing message stores to keep SYNCHONIZEM 0 0 eee eee ee cece cece eeeeeeeneeeeeeeeeeeeenaaeeeeeeeeeeeeaaaeeeeeeeeteneaaees 126 When to synchronize manually sees nnne neemrnnn nnne n nnne nnne 127 Exchange Server User 99 zs isa scere e eb tetti tesa tape cat ss chuahadauh e iio abaoae rad ibase 127 Not using Exchange Server cccecccesssscceeeeeeeeeeeneeeeeeeeeeeeeeaaeeeeeeeeeesaaaeeeeeeeseeeseaaaeeeeeeeeeeenaaees 127 How to synchronize manually 2 2 3 2 11 2 cus eroe teu Seer iren netu eue ree Dac ca Le De tue hemp ciae Dean
107. endo ptu rece 53 UO MID REED 54 How to Set or Change To Do Status ssssssssssssseeeeeeeeeeen nne nnne r nnns 54 To Do Statussiny List Pane eet AG 54 Find Related MeSSaQeS cccceeecssscceeeeeeeeeeenaeeeeeeeeeeeeeaaaeeeeeeeeeeeaaaaeeeeeeeeeeaaaaeeeeeeesessaaeeeeeeesenesenaaeeeeees 55 Use Conversation VieW 2 dte tede attore dee ede de ecd etes ade ace ea eee 55 Search OM CONVEFSAUON seecae sae snsdesegecuecengnndduaeaessdesbentbdsccgesadenmeeeidecubeendesapansacires 55 About COnverSatiOn ccccccceeeeeeeceeceeeeee eee eeenneeeeee sere ee naeeeeeeeeeeeeeaaeeeeeeeeeeecaaeeeeeeeeseeneaeeeeeeeeneeea 55 Flagging Messages jit sive o pans Sic Ec reet echt ca ceva pats RIORUM SIMILIS I DL See iiis 55 Keeping MeSSages M 56 Deleting MESSAGES acs 56 Deleted messages go to Deleted Items 00 eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeseenaaeeeeeeeeeenenaaees 56 Deleted Items Ally folder nennen nemen nnne nennt nennen 57 Deleting saved search folders and messagges ssssssssssssenenene eene 57 Permanently deleting messages eesssssssesssseeeeseeeeenennnnnne nennen nnnnnnnn enn nnnntnnnenn sse n inen nnne nn senis 57 Permanently delete messages directly sssssssssseeeeeeneennn nnne 57 Delete messages from the Deleted Items folder ssseeeeenn 57 Empty the Deleted Items fol
108. es on email but does provide quick access to your Calendar Tasks and so on There are however some parts of Outlook that NEO does not integrate with 1 Public Folders in Exchange Does NEO work with IMAP message stores included in Outlook Yes NEO Pro can also organize all messages included in the IMAP message store as visible in Outlook What is Active Mail Active Mail gives you more control in managing your incoming email When I move a message it doesn t appear to move Messages in NEO appear in more than one place at the same time and the folders are created automatically for you based on the characteristics of your message alone You can t drag messages to most NEO folders Page 148 However if you move a message from say Today to an Outlook folder the message is moved from your Outlook folder probably Inbox to the folder you specify However it still appears in the Today folder because it is still a message you received today Likewise for Correspondent and most other NEO folders How do I make folders hot Right click the folder you want to make hot and click Make Hot If it is already hot clicking Hot will make it un Hot You can make any folder in NEO hot including Outlook folders How do exclude Spam folder messages from showing in NEO You can designate folders that are to be excluded from NEO s organizational folders like Correspondent folders You choose your spam folders when you create a cat
109. ess is not in the message header information e NEO doesn t create individual Bulk Mail folders automatically You can and should create your own bulk mail folders This can be done based on Addressing or based on Rules e Correspondent status takes precedence over bulk mail when filtering if the message is classed as both Correspondent and Bulk Mail so that potentially important messages are brought to the forefront Keeping Your Addresses Up to Date About Your Addresses NEO needs to know which addresses are yours in order to automatically organize your messages If all your addresses are not entered your messages will not appear correctly Note that NEO must know all your addresses not just your currently used ones Be sure to include your old addresses if you have messages that used them Auto detecting your addresses on catalog creation NEO automatically detects your addresses when you create a catalog and you can add to the list NEO auto detects Addresses you enter are displayed in bold Important Note NEO does not auto detect addresses you use after creating the catalog You have to enter these manually Adding and removing addresses You can add addresses and you can remove addresses you add Addresses NEO auto detects can not be removed however you can choose not to include them by unchecking them Click Application Button menu Your Addresses Page 94 Your Addresses NEO Pro needs to know which addresses
110. essages it is generally the name of the subscription You may also see the name of the person sending the message It s usually better to pick the more general subscription name rather than more personal sounding names If in doubt you can often Page 100 determine the correct address by comparing two emails and seeing what address is common to both Address that are in Your Addresses list are indicated with a checkmark to help you keep your addresses up to date If you see one of your real addresses that doesn t have a checkmark you should click Advanced then choose Your Addresses to add it Likewise if you see an address that is checked but which isn t one of your read addresses you should click Advanced then choose Your Addresses to remove it Advanced Addressing Settings The features on this dialog are not normally required If you choose to disable Optimize Processing it is only disabled for the current reorganization operation it automatically resets back to Optimize Processing for subsequent reorganizations Move Address Advanced We optimize reorganizing messages to perform quickly Very occasionally our optimization might prevent your message from being organized If that occurs disable optimization note that this should seldom be required DEREN steiness PURRNIE vad season NEO Pro needs to know all your addresses even those no longer active IF reorganizing messages is not working For you click
111. ettings will be preserved unless vou specify otherwise under Catalog Settings Catalog to Rebuild m 1 Other catalog E la If you choose a catalog other than your current catalog it will be active after the rebuild completes Catalog Settings L Search option punctuation sensitive Reset NEO folders Rebuild Now Rebuilding Conversation Index Sometimes the Conversation Index need to be rebuild e g when conversations are not properly grouped together anymore This can be done by clicking Application Button Catalog Rebuild Conversation Index and click OK NEO Pro This will rebuild the conversation index OK to proceed Restoring a Catalog from Backup You can use the Restore from Backup feature to overcome a data problem with your catalog As a safety precaution NEO backs up critical catalog files to a folder called Backup in your catalog folder or as defined during catalog creation The Restore from Backup feature uses these critical files to completely rebuild your catalog from the saved files You can find current backup location by going to Application Button Catalog Catalog Properties To restore your data Page 142 1 Click Application Button Catalog Restore from Backup 2 Choose catalog to restore Restore Catalog from Backup This operation will restore your catalog using backup Files NEO automatically saves After restoring
112. ewell David amp Gibson Tom Dormant although by default a few folders are set hot SO you Can see your new and recent mail easily You can customize Hot view to contain exactly the folders you need To make any folder hot right click the folder and choose Make Hot Hot view is the best place to work with the Inbox and To Do Page 47 Category View Category a Clear fs Name a 2009 ag 2010 ag 4 1beta I Budget ag by ag ccok 4g CD Alert 4 Contracts ag csws 4g Customers Status View Category View Categories are words or phrases that you can define and use to keep track of related messages When you add the same category to more than one message they are displayed together in an auto created category folder in Category view Status o Clear 3 Status Folders 24 Active Mail 0 of 4 6 ToDo 6 Y Flagged 6 Important 66 amp Kept ly Noted 3 BA Unread 30 9 Deleted Items All 51 Status View Lists your messages according to the status of each message The status of each message is shown in the List Pane Use these folders to see all same status messages together It s useful to make some of these folders hot Page 48 Date View Date 5 Clear T 3 Date Folders Yesterday This Week Last Week 4 2010 October 4 2010 September 2010 August 2010 July 1 2010 June 1 2010 May 2 2010 April 8 2010 March 20
113. f the wildcard characters or A will match any number of characters and a will match any single character Patterns apply to the part of the address before the symbol they don t apply to the domain portion Patterns can also apply to address names with a Name prefix Example patterns caelo com Represents all addresses with a domain of caelo com such as support caelo com affiliate caelo com and Page 103 SO on jk prime com Represents addresses starting with jk at the prime com domain jk prime com and jkwan prime com jk prime com Represents addresses starting with jk at the prime com domain with exactly 3 characters before the 9 sign jk1 prime com and jk2 prime com but not jtkkwan prime com CNET_ newsletters Ideal for capturing emails that change each time online com CNET 353 106 9 newsletters online com CNET_ 3 503 newsletters online com and CNET_ 3 618 newsletters online com Name Outlook Represents all address names beginning with Outlook online com at the online com domain Outlook Users online com Outlook Developers online com and Outlook Administrators online com Choosing behavior Generally you should use Direct for messages between you and another person and Subscription for messages such as mailing lists e zines and announcements Some subscriptions are actually directly addressed to you in which case you can choose Direct Adding deleting renaming name folders Adding a
114. g folders to file to If you set Backspace to display the Quick File Recent menu then filing to folders is as easy as pressing Backspace then the first letter of the folder you want to file to Here s a way to set that up 1 Click Clear List if you want it to be different that what it is 2 Create your folders and file a message a test message perhaps to each of the folders you want If you are particular about the order file last to the folder you want on the top 3 Click Disable List Updates This will prevent future updates to the list If your folders have the first initial letter you will have to press the letter twice or you can rename one of the folders When you want to have NEO add new folders to the list uncheck Disable List Updates Page 66 Active Mail amp To Do Using Active Mail Active Mail is an optional feature that provides an extra layer of control in managing mail Active Mail is like a staging area for your mail until you have time to read it make a decision and then act on it delete file etc How Active Mail works In NEO Pro each message can be Active or Inactive much the same way a message can be Read or Unread If a message is Active it is in the Active Mail folder and if not it isn t As with Read Unread you can make any message Inactive or make it Active again The Active Mail folder is found in Status view but can and should be made Hot if you use Active Mail When a message is Activ
115. g shortcut keys to move from message to message Ctrl Up Move to previous message Ctrl Dn Move to next message Changing Reading Pane Fonts There are three message formats for the Reading Pane HTML Microsoft Outlook Rich Text and Plain Text Here s how the change the text characteristics HTML messages Change the relative size of HTML text in two ways o Click View menu HTML Text Size o Seton via Reading Pane options Tools menu Options Reading Pane tab Plain text messages Change the characteristics of Plain Text messages o Seton via Reading Pane options Tools menu Options Reading Pane tab Page 62 Microsoft Outlook Rich Text This message format cannot be modified in the Reading Pane Choosing the HTML Reading Pane Viewer What is the HTML Reading Pane Messages displayed in the Reading Pane are displayed in one of three formats Plain Text Rich Text or HTML The HTML Reading Pane Viewer displays messages when they are in HTML format In NEO the default HTML Reading Pane Viewer is the Microsoft HTML Viewer This is the same viewer that is used in the Outlook Reading Pane Our Internal HTML Viewer is a simpler viewer with considerably less extensive display capabilities Which viewer should you use We recommend that you use the Microsoft HTML Viewer Here are the differences between the two Microsoft HTML Viewer Internal HTML Viewer Works with Internet Works with Internet Explorer versions
116. go to your Spam Senders folder in Bulk Mail view to view and empty it from time to time Empty your Deleted Items folder When messages are deleted from NEO they go into the Deleted Items folder in Outlook view Page 18 Finding Messages Quickly Conversation View All messages can be viewed within their e mail thread AN To enable click the Conversation View button on the Conversation Quick Access Toolbar or on the View Tab view Mm PE Ia ana al 8 s Main C C Home Filter Folder Edt View Tool Help E xe Gi ee ub ui ce Mail New Item Reply Reply Forward Quick QuickFile File to Any Message All Update Word Index File Recent Folder Items Respond Incoming Filing Hot C Buk Mail 4 Category 3 Status E Date G0 Attachment j2 Search Hot Inbox ze Ou Clear BIA 09 8 v E3 v Bo Name Date Time v is 3 Current amp da Caelo Support 18 Jul 10 14 35 3f Inbox Beta release 2 v ToDo 6 rA Paul Laan 18 20 10 14 37 amp Flagged 6 RE Marketing plan 3 i l Noted 2 Paul Laan 19 Jul 10 10 27 ES Paul Laan 18 Jul 10 14 34 P os 3 Iu JuE10 14 3 fo ose d 3 Q Gerard den Hertog 20 Jun 10 16 50 m 2 aar SUN machine 9 This Week Deleted Items 18 2 Caelo Development 03 Jun 10 10 43 Search for a message using the Search entry box Inbox BB 9 8C FEB O Nome Sb Deine Enter a search word into the Search entry box which is available in all views
117. h command Removing versus Deleting a Search Folder e Remove a search folder when you want to remove the folder but leave all the messages in the folder Right click the folder and choose Remove Folder or press Alt Del e Delete a search folder when you want to remove the folder and delete all the messages in the folder Right click the folder and choose Delete Folder or press Del Searching in a Folder You can Search within a Folder in following ways 1 Enter search word s in the search entry box above the message listing and press Shift Enter or click the right search icon 2 Click the Search in Folder icon on the Home tab of the ribbon to search in currently selected folder Search in Folder 3 Right click any NEO or Outlook folder and choose Search in Folder Page 118 Search in Folder Ctrl Alt4F3 4 Choose the Search view Folder menu When you click any of the views listed you will be able to choose a folder within it a All Folders All except Excluded and Deleted Items Hot Qutlook Correspondent Bulk Mail Category Status Date d 9e glo wx Attachment Excluding Excluded and Deleted Items in Search In Search view you can choose to search All Folders any selected folder or choose to search All Folders except Excluded and Deleted Items L All Folders All except Excluded and Deleted Items The choice you make remains in effect until you change it To
118. hange versions of Microsoft Outlook or add new features when you change modes such as from Internet Only Mode to Corporate or Workgroup mode or when you use some other email programs that replace the correct version with their own versions of MAPI Here are the steps to take to ensure your email subsystem is properly configured All steps may not be required You may want to print this topic by clicking the Print command on the Help toolbar 1 Close NEO Outlook and any other programs you have running To be absolutely sure no email component programs are running it is best to restart your computer assuming such programs don t start automatically on startup The following steps will not work if any part of MAPI is running 2 Ensure Microsoft Outlook is your default email program To change the setting click Start point to Settings click Control Panel then double clicking the Internet Options icon Click the Programs tab then choose Microsoft Outlook as the E mail program Do not choose Outlook Express 3 Run the Microsoft FixMAPI program This program does not exist on all computers To find whether it exists on your computer click Start point to Find then click Files or Folders Enter fixmapi exe in the Named field and click Find Now If itis found perform the following substeps Page 38 o Click Start point to Find then click Files or Folders Enter mapi32 dll in the Named field and click Find Now Right click each copy fou
119. he Home tab of the ribbon or press Ctrl Shift F e From within Search view click Clear or press Esc It s a good idea to get in the habit of clicking Clear before each new search because it resets all parameters and puts you in the text field Please note that Match Similar Words is a sticky option which is not reset when clicking Clear Then simply enter a word or words into the white field at the top of the Search view then click Go or press Enter In the reading pane NEO will high light matching search words Page 115 Entering search parameters Words to search In NEO words are searched for You can also enter word patterns such as ever See How to enter words to Update Word Index l search for more info Manually update the word index See Tools menu Options General tab to set automatically update options Clear search Or press Esc Perform search Or press Enter Save Search Saves current Folder i Folders to search search as a a Click to choose a folder Sear ch Folder In Subject Body to search in Attachment name Date All Recent Match Similar words NS Areas search operates E Search Folders Match similar J Current Search Results words P Economists at work How long to search Looks sis aid P Help with Roaming setup wi All dates or Recent past i D Info Background Color is to year m P NEO Pro update JO Outlook 2003 Enlarge Text P JD Peggy Sue s wedding
120. ilboxes that contain messages you have designated to OST synchronize for offline use These are automatically handled by NEO when you are in offline mode Cached Exchange Mode in Outlook 2003 makes extensive use of Offline Folder files IMAP When adding an IMAP email account such as Gmail to your folders Outlook system you will find the online IMAP folders in your Outlook Folder list These can be organized in your NEO catalog Moving or closing your Outlook message store Personal Folder PST If you move an Outlook message store that is organized in NEO Outlook changes its internal identifier When you next start NEO NEO will then not be able to find it To make it visible within NEO again you will need to remove it and re add it see next section If you close an Outlook message store in Outlook you will need to remove it from NEO too again see next section Adding and removing message stores You can only add message stores that are in your current mail profile Note f you change the message stores that are in your Outlook profile you must restart NEO the message stores available to NEO are only determined when NEO starts Page 131 You explicitly add or remove messages stores via Catalog Properties by clicking Message Stores on the Application Button menu or when you create a catalog Here is the how you choose catalogs when creating a catalog Message stores Listed here are your available message stores
121. ings Mary amp 7545338genayre Dormant sophia mind net New S sophia mind net 1 amp aneia Dormant Taves Ruth Anne Current Swan Barry 1 Qj abc caeio com Dormant fj Chichmanian Vi Current Valenti Billie 1 About com Compu Dormant 4 Clark David 1 Curent White Taylor 1 E accounts amp perthw Current B Dillard Roland 1 New S Current ACD Systems Dormant Swan Barry 2 New Bj accounts perthweb co Administrator Sys Current B Delarosa Buford New Administrator System sf laitegcaelo com Dormant Johnston Terry Current B Amaral Bob j affilate caeio com Dormant Crockett Morton New Amazon com Amaral Bob Current amp White Taylor 2 New Amazon com Current j Jennings Mary New amp Ame Shrley Anderson Christy Dormant amp Bracewell David Current Recently used order Folders that have had the most recent activity display first Changing Reading Pane fonts There are three message formats for the Reading Pane HTML Microsoft Outlook Rich Text and Plain Text Here s how the change the text characteristics HTML messages Change the relative size of HTML text in two ways e Click View menu HTML Text Size e Seton via Reading Pane options Tools menu Options Reading Pane tab Plain text messages Change the characteristics of Plain Text messages Page 31 e Seton via Reading Pane options Tools menu Options Reading Pane tab Microsoft Outlook Rich Te
122. ions Workflow tab that you have received since the last time you reset it If you reset it whenever you look at a message you ll be able to quickly see when new mail has arrived Page 21 Press F11 to go to Active Mail from anywhere in NEO Press F12 Make the current message inactive reset Active Mail flag for this message To reset Active Mail flag for groups of messages use the following Press Shift F11 to reset All Active Mail messages Press Ctrl Shift F11 to reset Correspondent Active Mail messages Press Ctrl F11 to reset Bulk Active Mail messages only gt Develop your own email workflow methods There s plenty of flexibility in NEO to work with Think about how you like to process mail and then put NEO s features to work for you Review NEO s options and ensure they match the way you want to manage your email Everyone will want to do it a little differently Connect to our online Application Notes for workflow ideas you will find them on our Knowledge Base P Use To Do By diverting messages to To Do that you have to take action on you won t have to keep seeing them as new messages arrive in the Inbox or Active Mail Press Alt 1 20r 3 to assign a To Do to your message high medium or low priority you can now file the message as it will stay in your To Do folder Press Alt 0 to clear the To Do status it remains in the filed location Press F10 to go to To Do from anywhere in NEO gt Don t get distracted by
123. l Bulk Mail message arrive in the Tray Folder List Filter Tree order Folder List Filter Alphabetical order Folder List Filter Recently used order Previous message Go s Next message Privacy Policy Click http www emailorganizer com aboutus privacy php to browse to our Privacy Policy Trademark Notices Copyright 2008 2010 by Caelo Software B V All rights reserved de Vlasakker 4 5555 LH Valkenswaard Netherlands Caelo NEO NEO Find NEO Email Finder and Nelson Email Organizer are trademarks of Caelo Software B V Microsoft Outlook Exchange Outlook Express and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and or other countries Page 159
124. laneous tab actions carried out on the parent will propagate to the underlying childs E g adding a category to the parent will add this category to all messages belonging to this conversation Actions included are status changes Read Keep Active adding removing categories filing and delete Search on Conversation To quickly see all related messages for a single message e Click 2 on the Standard toolbar or e Press Ctrl Alt F You will then be quickly positioned in Search view with all messages based on the same conversation displayed Current Search Results 383 Oo Ba E P g d Name Date Time v E Paul Laan 19 Jul 10 10 27 Enon SC ONSEN TE OR BMG Paul Laan 18 Jul 10 14 37 RE Marketing plan 2 E Paul Laan 18 Jul 10 14 34 Mssbakni as Marketing plan When done click or press Alt LeftArrow to go back to the folder your came from About Conversation Every message has a property called Conversation and it is usually the same as the Subject property but it can be different When a new message is created the current Subject is copied to the message s Conversation However if the Subject is edited Ctrl B the two will be different Conversation always remains as the original Subject Flagging Messages Flag a message when you want to mark it for some purpose Flags in NEO are coordinated with flags in Outlook and the same colored flags exist in both systems if supported in your version of Outl
125. le location As you get close to a location it will snap into place with a line marker indicating its location Drop it where you like To move it so that it appears as a vertical column place your cursor exactly on the juncture between two stacked panes for example the dividing line between the List Pane and the Reading Pane Hide and restore a view To hide a view press Alt F4 when the view has the focus and is undocked To restore a hidden view go to View menu click Views then click the view you want to make visible again Adding and changing columns Column sort order Sort your messages by changing the column sort order v amp fj B A To Name Subject Date Time Y The indicator on the Date Time column signifies the current sort column Click it again the change the sort direction or click another column to change the sort column Each folder can have a different sort order Page 33 Changing column width Place your cursor at the start of a column until the resize icon appears see below then drag it right or left To Name subject When you change the column width for a view it changes for all views except Attachment view which can be set independently Changing column order Left click drag the header of a column and drag it to the new location Selecting which columns to display Right click on any column This list of available columns will appear for you to check or uncheck Importance Cor
126. link while holding down the Shift key Click link page Shift Click link See keyboard shortcuts on the Help menu for in a separate browser window left click the Launch web link in your current browser window replacing currently loaded Launch web link in a new browser window a list of all keyboard shortcuts Page 61 Editing in the Reading Pane You can t edit text in the Reading Pane body However you can edit the Subject and Categories in the Reading Pane header Click into the fields in the Reading Pane header or press Ctrl B To edit the message subject Ctrl T To edit categories using the category picker Shift Ctrl T To edit categories is the header category field Resizing the Reading Pane The Reading Pane can be positioned either at the bottom or to the right of the screen This can be defined on the View menu Size of the Reading Pane can be changed to any desired size by dragging the pane separator to a new location or by using the keyboard shortcuts Switching off the Reading Pane can be done through the View menu Keyboard shortcuts Ctrl Alt Up Reading Pane On Ctrl Alt Down Minimize Reading Pane Shift Ctrl Up Increase Reading Pane Shift Ctrl Down Decrease Reading Pane Shift Ctrl PageUp Maximize Reading Pane Shift Ctrl PageDown Restore Reading Pane Note that you don t have to see the List Pane messages in order to read them in the Reading Pane You can use the followin
127. lni ginle ollo Kea E E AE c 78 Expanding and Collapsing the Folder List nennen 79 Top level folders New Current ccccccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeess 79 Automatic OrganiZatl ON e 80 Ma al organization e n 80 eleg GROUPS EI 80 Adding a folder group ARM 80 Deleting a folder group eite as enti det ede idein and ned ade ined eed eee 81 Rele eoe aE E E E E E E N E 82 General Folder Properties eeesssesesssseesseeeseeeeeenenn eene nnne nnne n nnne nennen nnns 82 Top level folder properties ssseseesseseesssessseeseeeeeee eene enne nennen nnnnennn nnn nn nnt nnnntn nnne nnn 83 Group folder properties Rm 83 Correspondent or Bulk Mail folder properties ccceeceeeeeeeeeeeeneeeeeeeeeeeeeaeeeeeeeeseeeenaaeeeeeeeseneaaees 84 Spam Senders folder propertieS cceccscccceeeeeeeeeeneeeeeeeeeeeeceaeeeeeeeeeeeesaaaeeeeeeeeeesnaaeeeeeeeseeesaaees 85 Unsorted Bulk Mail Properties nnne nnne nnnmrrr nennen nnns 86 Outlook FOlIeEB ouis opor pb EEUU Ini issu d rU esu aaar 87 Overview Outlook Folder List nnn eene nn nnennnne nnn nnn nnnnnnn rne n nnne 87 Making Outlook folders hot 2 eere ERI ebesearvehadeccnapetssevensdenteesatuargaccdaaeaenens 87 Working with user defined folders eesssessessssseesseesseeeeneeeee nennen nnne nenn
128. lter AO Message age in Days Message age from today 1 day shows today s messages 2 Date days shows today s and yesterday s messages and so on If using the Correspondent and Bulk Mail filters For your convenience when in Correspondent or Bulk Mail view the Correspondent and Bulk Mail filters are ignored Note also that if you use the Correspondent filter in Outlook view you won t see any incoming Bulk Mail In that case please ensure you go to Bulk Mail view regularly to see what new mail has arrived there See things to do each day How to tell when a filter is on Whenever a filter is on the background color of parts of NEO display in a different color For folder filters Show folders with Unread and Show Folders with Active the Folder List background color is changed For message filter sets all others the List Pane background is colored You can change the background color in options Page 73 New Mail Alerts Working with New Mail Alerts In NEO you are notified on your desktop when new mail arrives Like the phone system s Caller ID feature this lets you know who has just sent you email whether NEO is your active application or not You can choose to show a tray icon show a popup and or play a sound independently for each of your Hot mail class folders Correspondent folders or Bulk Mail folders For example you might want to be alerted with an icon popup and sound for your Hot correspondents j
129. ly use for reference purposes Messages for message stores you choose not the synchronize will still remain in your catalog they just won t be updated if the messages are edited or deleted or new messages are put into them NEO Pro Synchronize Select the message store s you want to synchronize Message Store Type Personal Folders Personal Store Archive 2009 Personal Store ArchivePST Personal Store v sunnart 2007 Personal Store M Choose how to synchronize your message What is synchronization 49 Fast Sync ede and synchronization updates NEO Pro to match the messages in Outlook Best choice in most cases You only need to sync in certain fo Fi Sune Click For Full synchronization cases For more information about 2Y of all messages syncing click here Use if you delete messages in Outlook when NEO Pro is not running Run as a background activity To specify syncing when NEO Pro starts click here Page 126 When running synchronize as foreground task a status dialog will inform you about the synchronization progress You may safely cancel it at any time When to synchronize manually NEO keeps you in sync on the fly if you always run NEO when messages are being processed However there are times when you may need to synchronize manually and it s different depending on whether you are an Exchange Server user or not Exchange Server User e Each time you start NEO you will
130. mally you would include all your message stores in the catalog Also IMAP message stores can be added Multiple catalogs You can have more than one catalog Also you can open multiple copies of NEO Pro using different catalogs All messages from all messages stores in a catalog are unified that is organized together in the same Correspondent folder as results of searches and so on If you want to keep message stores separate then create separate catalogs for them A few reasons to have more than one catalog e You want messages from some message stores to be organized in their own space e g messages from previous employment or a different email account e You are a delegated user for another person s Mailbox in Exchange Server NEO Pro requires that you only include a delegated Mailbox if it is the only Mailbox in the catalog Page 128 Catalog Basics Open a catalog When starting NEO it will by default open the most recently used catalog You can manually open a catalog in following ways 1 Pick from the most recent used list after clicking the Application Button SERA oe zaa gs Main Catalog NEO Pro P Recent catalogs a Catalog 1 Main Catalog 2 NEO Support Message Stores E Your Addresses F 3 CustomerCare Export Correspondent Details Save As Text Ly Print Ctrl P Le POW es Exit NEO Pro Options Exit NEO Pro 2 Click the Application Button select
131. manually to an external location You can choose to simply back up the key data files from your catalog or backup folder s or you can choose to back up all the files from your catalog folders If you choose just the key data files you will need to also then perform a catalog rebuild operation after restored whereas if you back up all the files in your catalog a catalog rebuild is not necessary There are four key data files to back up The current versions exist in your catalog folder and older backup versions exist in the backup folder The files are Page 143 e CatalogConfig xml e NAD dat e NFL dat e NSB dat Restoring the catalog from a manual backup 1 Close NEO 2 Restore the files you backed up to your NEO catalog location 3 If you restored just the four key data files you must also do a catalog rebuild Locating and moving the catalog Where the catalog is stored The catalog is stored in a folder of your choosing To find where the current catalog is stored view the catalog properties Click Application Button Catalog Catalog Properties A quick way to locate where your default catalog location is to start creating a new catalog click Application Button Catalog New Catalog then click through the first panel and you will see the default location You can also browse from there You can click Cancel to stop the New Catalog wizard To find all your catalogs on your computer you could also do a Windows Search
132. nd click Rename and enter mapi32 old If you are not able to rename all files then MAPI is running and you should perform step 1 above Close the Find program o Click Start click Run enter fixmapi exe in the Open field and click OK This will run quickly and provide no confirmation information that it has completed o Restart your computer and try NEO 4 Re install Microsoft Outlook Perform this step ONLY if step 3 above was unsuccessful o Click Start point to Settings then click Control Panel Double click the Add Remove Programs icon and then double click Microsoft Outlook from the list Have your install CD hangy o After re installation restart your computer and try NEO If none of the above steps correct the problem please send an email to support caelo com describing your symptoms and what steps you have taken Page 39 Using with Outlook Switching Between NEO and Outlook You can switch between NEO and Outlook in two ways From NEO 1 Click the Outlook button on the View tab of the Ribbon or 2 Press Citrl 0 From Outlook 1 Click the NEO button 5 on the toolbar or 2 Click Tools menu Switch to NEO If the program you are switching to is not open it will be opened Interacting with Outlook items Here are actions you can take on Outlook items from within NEO Switch quickly to Outlook Switch to an area in Outlook such as contacts calendar in two ways a Click the Outlook command on View ta
133. nd adding messages in the catalog each time you switch between your OST and your mailbox If you have instructed Outlook to automatically Outlook synchronize your Exchange mailbox with your OST when exiting an online session you must shut down Outlook without NEO Pro running for the synchronize to be performed Cached Exchange Mode NEO Pro works normally with Cached Exchange Mode Reminder Synchronize each time you re connect to the LAN Whenever you re connect to the LAN you must synchronize to update NEO Pro with new messages from your mailbox Note that you can configure NEO Pro to automatically Fast Sync on startup or get general information about syncing Page 11 Getting Started What s New in the latest version For what s new in the latest version of NEO Pro please see our What s New for full details Ways to start NEO Pro It s best to start Outlook first and keep it running NEO will normally perform better if you start Outlook before NEO starts and if you keep Outlook running while NEO is running Otherwise some Outlook features and some add ins such as anti virus tools may not perform properly For those not using Outlook actively this may seem to be a waste of memory However having Outlook running only minimally increases your memory usage over not having it running because when not running NEO must open and work with a hidden copy of Outlook anyway Note that Outlook can be minimized and that it can
134. ng them When you have finalized setting your layout it is best to save your layout settings by exporting them View Layout Export Layout When it is necessary to reset your User Interface it is easy to restore your layout by importing the saved settings Page 32 How to reset the User Interface When you like to restart with the original layout or when the User Interface needs to be reset Reset your layout On the View menu click Layout Reset Layout This will restore your layout to the default layout Reset User Interface Close NEO click Ctr Shift while double clicking NEO icon to start the program Confirm dialog to reset the User interface settings Configuring your views The key point to remember when moving views is that a view can only be moved to a new location when it is undocked floating Undock a view that is currently docked on the Viewtab Double click the view on the Viewtab Undock a view that is currently docked on the workspace surface Double click the titlebar of the view panel Dock an undocked view back onto the Viewtab Drag the floating toolbar s titlebar on top of the Viewtab As you move it over the tabs drop it when the insert indicator appears Dock a view onto the workspace surface If it is not already undocked double click the tab if on the Viewtab or double click the titlebar if already docked on the workspace surface Now that it is undocked drag it by the titlebar to a dockab
135. nnen 15 NEO Application NOfes coordonner it enge sx e da sc cu Ek ed bechev suec Dusk a e R na suce cusa d e anoo De dea n 15 Our Online Email Training nennen nnn nnnnnnnnn enne n nnne nn serene nnne 15 An Introductionito NEO PIO retis tee tton exe eth ERE beta see Xu Ra xba neue ck agheahasaes ot SE EOE 15 IAEVEBNICIIMM me E 17 Finding Messages Quickly nennen nennen nennen nnn nnne nnn EEES nenene Enne 19 Conversation View EEEEMEEEEEMMEEEEEEMMEEEEMMMMMMMMM 19 Search for a message using the Search entry box eene 19 Search for a message using the Search tab ssssssssessssseeeneeeeneneeeeeennn nnns 19 Search on Conversation alternative for Conversation View cccccccceceteeeeeeeeeeeeeteteeeeeeeeeeeenaaees 20 Find a Correspondent quickly enne nnne nennen nnne nnnmennn ener nnns 20 Jump to all messages for a Correspondent or Bulk Mail folder sseeeeeesessssssss 20 IE og yjerecifeE lei e pee Rn 20 SOME DASIC PSs c 21 5 j amp CUSTOMIZING 23 WOU Addres SES iea Eos A E E cau tecuacesnccsarte A aves cccecteseasavetaceee 23 About Your Addresses sssssssssssssesseseeeeeeeennenn nennen e riab a ara E ENERE aeh RES etn n nnn ee Eae 23 Auto detecting your addresses on catalog Creation sssssssssesesesseeeesesesesssesesesssssesesssesseees 23 Adding and removing addresses
136. nnrhnnnnnns nnne n nnn nnn rns nnne nnns 67 Using Active Mail to implement time management compliant email workflow 67 Is Active Mail better than Quick Filing to folders sseseesH 67 Some prefer Quick File without Active Mail for Outlook like behavior eeeeeeeeeessess 67 How Active Mailis differerib te ettet etui Baiada adie tut uel ee guten 68 How Active Mail is like a staging area sssssneenennnm menn eren nnne 68 A Way To ACTION mail sss comente temere eas aves II ll D ID NDA IDEM ANNE SE 68 One way to think about Active Mail nnne n nnne nnn 68 Changing what new mail goes into Active Mail ssssseesseeeeeeennneenenn nnne 69 Changing the option works from this point onward eeseseseeeeeeeennnnennnnn 69 Choosing not to use Active Mail eseesssseesseseeeeeeeneneeeennn nnm enne nnne nnnernnn nnne n nnne nnn nnne nnn n nnne 69 Want a simpler NEO os inh iuter beret rea adane Maahect caus sa ESL ape ned ute 69 How to set NEO up not to use Active Mail ssssssssseeeeeneneeeennn nnne nnns 70 Switching back to using Active Mail sseseeseessseeeeeeeeeenenennnn nnne nnne nnns 70 Using TODO ERE 70 How to Set or Change To Do Status sssssssssssssseeeeeeeeeen nne eene nnne nnne nnne 70 TO DoO Status in ist PANG ce 70 lii eR I C I
137. o New Current and Dormant top level folders to make them easier to work with New Categories Categories in messges sent to you by others appear here if the category is new Make them dormant if you don t want them to dutter up New iz New aq Bicycles Card Stock Current 4 Outlook 2003 Current Categories Budget 2004 Usually this is the list a Catalogs you want to work with ag Categories Current categories are General the ones available to a mms ien in E engin E r 8 Pani vuela Search ag web Webinars iz Dormant Budget 2003 Dormant Categories Ones you haven t used for some time You can manually move foldes here or set a Current folder property to automatically move them here from Current after the number of days you specify There s no notion of Master Categories in Category view The Master Category List is just for picking categories in the catalog picker use of it is optional Master and user defined categories In NEO the categories you assign may be ones you define or they may be ones you pick from the Master Category List Regardless of whether they are defined by you or picked from the Master Category List once assigned to messages there is no difference between a master or user defined category Master categories There s really nothing complicated about master categories or the Master Categories List The list is simply a list of categories stored in your registry O
138. of message To last message or end of message Toggle Conversation View on off Expand conversation in Conversation View Page 154 Left Arrow Alt Enter Ctrl Alt Up Ctrl Alt Down Ctrl Shift Up Ctrl Shift Down Ctrl Shift PageUp Ctrl Shift PageDown Collapse conversation in Conversation View Message properties Reading Pane On Minimize Reading Pane Increase Reading Pane Decrease Reading Pane Maximize Reading Pane Restore Reading Pane Actions generally available anywhere F1 Ctrl F3 Shift Ctrl F3 Shift Ctrl F Ctrl Alt F F3 F10 Shift F10 F8 F11 Shift Ctrl B Ctrl L Shift Ctrl L Ctrl M or F9 Tab Shift Tab Alt Left Alt Right Shift F 11 Shift Ctrl F 11 Ctrl F11 Ctrl A Ctrl X Ctrl C Ctrl V Shift Start NEO Shift Ctrl Start NEO Symbols Help Find Correspondent go to view to set filter Find Category go to view to set filter New Search Search on Conversation Filter folder names of current view Go to To Do folder Go to Flagged folder Go to Inbox Go to Active Mail Open Address Book Toggle filter on off Clear filter Send Receive Mail Cycle panes forward View List Reading Cycle panes backward Back to previous folder Forward to next folder Reset all Active Mail messages Reset Correspondent Active Mail only Reset Bulk Active Mail only Select All Cut Copy Paste Starts NEO without opening a catalog Starts NEO and resets Workspace and Toolbar back to default
139. oggle Conversation View on off Organizing and Categorizing Messages Ctrl l Ctrl Alt V Shift Ctrl V Ctrl T or Alt Z Ctrl Alt T or Ctrl Alt Z Shift Ctrl T Shift Ctrl F3 Shift Ctrl E Shift Ctrl X Changing Message Status Ctrl B Spacebar or Ctrl Q Shift Spacebar or Ctrl U F12 Shift F12 Alt 0 Alt 1 Alt 2 Alt 3 Ctrl G Shift Ctrl G Ctrl K Ctrl P Message Actions File to Quick File folder or Backspace if so configured Display Quick File Recent menu or Backspace if so configured File to folder Categorize message open Category Picker Open Category Picker with focus in edit box Edit category in reading pane Find Category go to view to set filter Re organize Message Block Spam Sender Edit Subject in Reading Pane Mark as Read Mark as Unread Make Inactive or Backspace if so configured Make Active or Shift Backspace if so configured Remove To Do To Do High To Do Normal To Do Low Flag using default Flag Remove Flag Keep Print Page 153 Ctrl N Ctrl E Ctrl O or Enter Ctrl R Shift Ctrl R Ctrl F Del or Ctrl D Shift Del Ctrl S Ctrl Enter Ctrl Alt N Alt Enter Jumps to other areas Ctrl J Ctrl F3 Shift Ctrl F3 Shift Ctrl F Ctrl Alt F3 or Alt X Ctrl Alt F Ctrl Shift O Folder List Ctrl H Shift Ctrl H Shift Ctrl V Alt Del Del or Ctrl D F2 Shift Ctrl E Num 4 Num Shift Ctrl Num Shift Ctrl Num Switching to Outlook Ctrl 0 Ctrl 1 C
140. older List to be able to add it to your catalog Also note that you must restart NEO after adding new messages stores in Outlook so that NEO can see them How do I copy a message Right click drag the message or messages from the List Pane to the folder you want to copy it them to When you release the mouse button you will be given the choice to copy or move How do I stop connecting to the Internet in the Reading Pane Like Outlook when an HTML message in the Reading Pane needs an object from the Internet it automatically goes and gets it subject to your Connection tab option settings in Internet Explorer Page 149 You can completely prevent NEO from getting those images whether you are connected or not and regardless of other settings by setting an option What Outlook folder is my message in Look on the Reading Pane header The Outlook folder a message is stored in is labeled Folder It can be Inbox Sent Items Drafts or any user defined folder To see all the locations in NEO where a message is stored look at the message properties Right click the message in the message list pane and choose Message Properties Where are my Personal Folders PSTs NEO Pro can work with all your message stores PSTs You can add more message stores via Application Button Catalogs Message Stores Why are there Read messages in the Unread folder During our usability testing we found it disconcerting for a message to dis
141. ook Page 55 Set a flag by right clicking the message s and choosing Flag Red Flag Ctrl G Blue Flag Yellow Flag Green Flag Orange Flag Purple Flag Flag Complete Ctrl Alt G Set Default Flag Choose colored flags for different purposes You can flag an item Complete and you can Clear the flag Ctrl Shift G One flag is always the default flag It s the flag color that gets set when you use Ctrl G to set the flag You can also change the default flag to any of the colored choices Keeping Messages Keep a message when you don t want to accidentally delete a message It s very useful for those important messages If you try to delete a kept message it will not be deleted To delete a kept message you must remove the keep status first This symbol indicates the message is being kept Messages not being kept have no indicator Set a keep Select the message s and enter Ctrl K Remove a keep Select the message s then right click and choose Remove Keep You can set a keep in any location in NEO It will be displayed in all views in which the kept message appears Deleting Messages Deleted messages go to Deleted Items To delete a message or messages highlight the messages and press Ctrl D press the Delete key or click the Delete command button on the toolbar When messages are deleted in NEO they are moved without warning to your Deleted Items folder in Outlook view You can get them back if
142. ook Synchronize applies only to Exchange users who have enabled offline access It synchronizes your Exchange mailbox with your offline message store OST It is not related to NEO s synchronize Can use a memory drive for my NEO catalog Yes you can Especially when having a large Outlook system a memory drive can make NEO s performance even better by placing its catalog on it Make sure to use a memory drive product which saves and restores its contents upon system shutdown restart Also in this case make sure the backup location of your NEO catalog is on different location than the memory drive to be protected against system or memory drive failures You can define a new backup location on the Catalog Properties screen through the File menu A memory drive can be safely used as NEO is not copying any of your messages but merely keeps references to your messages in its catalog which can always be rebuild from backup in case of failures How do I back up my NEO data NEO automatically backs up critical files for you and you can backup those catalog files manually too See chapter on Catalogs for more information How do report a problem Click Get Support on NEO s Help tab Downloading Installing Licensing Is the trial version of NEO Pro different from the final version No In fact the trial version is the final version When you purchase NEO Pro we send you registration information that you enter into the NEO
143. op shortcut keep Shift down until NEO is fully open 3 Use a command line option to open a specific catalog Closing a catalog You can 1 Choose Close Catalog from the Catalog menu on the Application Button 2 Open a different catalog Your Message Stores Message stores defined Message stores are repositories of messages and Outlook items In Outlook they are in your Folder List and look like this in collapsed mode Page 130 Folder List All Folders A 9 All Outlook Items Y E ea Personal Folders dj Archive2010 S Archive 2009 8j ArchivePST 8j support 2007 3j support 2010 H1 In NEO these same message stores appear in the NEO s Outlook view There are five message stores types that NEO Pro organizes Exchange If you use Exchange Server this is typically where your Mailbox messages are delivered This message store is your Mailbox which is where your email data is stored on your company s server computer Exchange You can delegate access of your Exchange Mailbox to others Delegate When you do it appears in their Folder List just as though it is Mailbox theirs This message store is located on your company s server Personal Sometimes known as PSTs Personal Folders or Data Files Folder these are typically stored on your own computer You create PST these in Outlook to improve Outlook performance Offline These are special Exchange user variants of Exchange Folder Ma
144. options in the Automated Actions section of Workflow options e you can put messages back into Active Mail including sent messages e the Folder Count format for Active Mail is different You can change the Folder Counts format on any folder by right clicking and choosing Properties How Active Mail is like a staging area A way to action mail What s missing in email client programs is a way to deal with new mail that you haven t had time to act on yet the mail that piles up while you re busy in meetings NEO s Active Mail is for helping to deal with that mail One way to think about Active Mail Let s look at the actions many people take with the physical mail they get in their mailboxes i e their snail mail e Flip open the mailbox and grab the pile of new mail e There s usually enough time to look at each envelope and a throw the obvious junk mail directly into the recycle bin open the not so obvious junk mail read it and then throw it into the recycle bin open other bulk mail flyers magazines skim it and decide to keep or recycle it definitely bypass the bills e open and skim personal mail e After a couple minutes what s left are mail items that need more consideration before acting on them They are tossed on the growing have to deal with this pile After several days of this the I have to deal with this pile gets bigger and bigger a0 O Active Mail is simply the I have to deal with
145. or remove from this list Now that all the information is collected click Next to start the synchronization process A progress dialog will appear It s an ideal time to take our NEO Tutorials To do so leave the checkbox checked Page 138 Catalog Settings NEO Pro New Catalog Catalog settings Wid eae Click below to import settings such as your correspondent Y v1 Folder properties from an existing catalog More info Oued ier is EN Import Catalog Settings L1 Catalog search option punctuation sensitive MEO Pro normally organizes all messages into Correspondent Folders Enabling automatic Bulk Mail assigment however will put all indirect messages into the Unsorted Bulk Mail Folder More info Enable automatic Bulk Mail assignment In here three settings determining Catalog configuration can be chosen 1 Import settings from a previous catalog 2 Enable punctuation and special characters in searches default ignore punctuation 3 Enabling the automatic Bulk Mail assignment for indirect messages default disable automatic bulk mail assignment Importing previous Catalog settings If you are upgrading from a previous version of NEO or you want to create a new catalog similar to an existing one you can carry forward the settings into your new catalog The settings imported depend on the version of the catalog you are importing NEO 2 Your Search folders are not carried forwar
146. ot need to have Outlook view open When making Outlook folders Hot which are from non default message stores the message store name will show behind the Outlook folder name in the Hot view e g Deleted Items in Archive 2009 You can switch this off to only show the Outlook folder name by going to Tools Options Format tab restart NEO after changing this selection Page 87 Working with user defined folders You can create your own folders in NEO and the folders you create in Outlook are visible to you here In fact the folders in Outlook view are your actual folders in Outlook Viewing user defined folders in NEO Simply select any folder in the Outlook view just as you would select any folder in the NEO views Moving messages to Outlook folders Move any message from anywhere in NEO to your user defined folders Simply drag and drop the message s onto the folder or press Shift Ctrl V Copying messages to Outlook folders Right click drag the message to a user defined folder When you release you will be prompted as to whether you want to copy or move Using the Outlook Rules Wizard You can continue to use the Outlook Rules Wizard to automatically update your user defined folders For information on using the Rules Wizard see the Microsoft Outlook Help Adding deleting copying moving and renaming folders As with Outlook just right click the folder and choose the action you want to take Not all actions ar
147. ot so you can see them quickly Some hot folder suggestions o Correspondents you are currently working with o Date folders This Week Last Week etc o frequently used Categories o frequently used folders from your Outlook view Folder List gt Keep your Inbox or Active Mail small Whether you choose to work out of your Inbox or out of Active Mail it really helps if you actively use the Quick File features or make messages Inactive to help reduce email clutter Set your Backspace key appropriately You can set the Backspace key from Tools Options Workflow tab gt If you file to folders frequently take advantage of Quick File Recent s accelerator keys First of all set your backspace key to display the Quick File Recent menu Tools Options Workflow tab Notice that the first letter of each of your recently file to folders is the accelerator key When used in conjunction with Backspace you can file without using a mouse Here s what you type for these sample folders on your Quick File Recent menu Reviews Press Backspace then R to immediately Eeviews file it Sa Meetings Press Backspace then M to immediately KAST file it Meetings Budget Press Backspace then B to immediately Budget QuickFiled File to Any Folder Shift Ctrl V 24 Set Quick File Folder Clear List Disable List Updates gt Use Active Mail actively and reset it often The Active Mail folder shows new mail when defined under Tools Opt
148. ote that this will also rename the categories in all of the messages in which it belongs Create an empty category folder e Right click the area you want to create the folder in New Current Dormant and choose New Folder or press Shift Ctrl E Combine two categories e Right click the Category folder and choose Combine Folder Alternatively you can drag the folder you don t want and drop it onto the folder you want to keep Split a category folder e Create a new category folder then drag the messages from the source folder to the new one Moving category folders between New Current and Dormant e You can manually move category folders by dragging and dropping them on the New Current or Dormant folder respectively You can also use the right click Make Current and Make Dormant commands e You can automatically move category folders by setting options on the Folder Properties right click any of the New Current or Dormant top level folders Page 111 Creating category folder groups For added organization you can choose to organize your category folders into groups To add a group folder right click where you want the folder group to appear and choose New Folder Then create the folder Create New Folder Folder type Category folder Group folder Folder name Outlook 2003 Category Folder List with sample groups defined E New GB Bicydes a Card Stock amp Current GB Budget
149. ou received it on and try it again Important NEO licenses are valid for minor version upgrades 4 0 to 4 1 only For a major version upgrade from 4 x to 5 x the license can be upgraded Click Get Evaluation License to try a new major version free during the evaluation period 4 Click OK Please Note Individual licenses can only be activated on a single system Site Licenses can be activated for the number of computers the license was issued for e g a site license with 100 seats can be activated on 100 systems Transferring your license to another computer Before you can use your license on another computer the license first needs to be deactivated on the initial system Older product versions may not have a Deactivate function in which case this step can be skipped 1 Onthe original system click License on the Help tab Page 146 2 Note down your license code and key to transfer to your other system Click Deactivate your NEO product will now close 3 Onthe other system repeat the initial steps of entering license information as outlined above Failing to deactivate the license as described here may invalidate the license Members of our Premium Support program can have their license manually deactivated by sending an email to customercare 2caelo com do provide your Premium Support license information for quick reply More information and how to join our Premium Support program can be found on the support page of our w
150. ou send over and over A copy of the message will be created for you to edit before sending 1 Open the message 2 Click Actions menu Resend This Message 3 Make your changes to the message 4 Click Send Page 51 Moving Back and Forward Use the back and forward commands to quickly jump back or forward to previously visited folders This is very useful for example after performing a search The Back and Forward buttons are located on the right side of the header above the list columns oo Or press Alt Left for Back or Alt Right for Forward Quick Filing Messages In addition to all the basic filing methods such as dragging messages using File to Folder Ctrl Shift V and Outlook Rules NEO has two Quick File features Quick File Click Quick File on the Home tab of the Ribbon or press E Ctrl l This will immediately file the message to your Quick designated Quick File folder File Quick File Recent Click Quick File Recent on the Home tab of the Ribbon or press Ctrl Alt V This displays a list of your most Quick File recently filed to folders for easy selection Recent Reviews Use the accelerator keys for Reference quick selection For example KAST pressing M will file immediately Meetings to the Meetings folder Gold CCM You can change the Quick File Budget Recent menu using the Clear QuickFiled List and Disable List Updates commands File to Any Folder Shift Ctrl V
151. oving and adding messages in the catalog each time you switch between your OST and your mailbox If you have instructed Outlook to automatically Outlook synchronize your Exchange mailbox with your OST when exiting an online session you must shut down Outlook without NEO running for the synchronize to be performed Cached Exchange Mode in Outlook 2003 2007 NEO works with normally with Cached Exchange Mode Reminder Synchronize each time you re connect to the LAN Whenever you re connect to the LAN you must synchronize to update NEO with new messages from your mailbox Note that you can configure NEO to automatically Fast Sync on startup or get general information about syncing Synchronizing with Outlook NEO normally displays all the messages in your message store s However NEO doesn t know about new changed or deleted messages that are processed when NEO is not running How it works in a nutshell If NEO is running when new messages arrive are changed or deleted then you ll always see all your messages in NEO NEO keeps you synchronized on the fly If NEO is not running then NEO will not know about these message events and will need to get synchronized again by you syncing manually e g when you next start NEO Page 42 Always run NEO It s best to always have NEO running when Outlook is running so your email stays synchronized It s also better to start Outlook before starting NEO and always keep it
152. p shortcut Page 12 1 Using Windows Explorer locate the program file for the NEO version you are running This will be in the folder you installed NEO into probably c Program Files NEO and will be NeoPro exe 2 Right click drag the file onto your desktop When you drop it choose Create Shortcuts Here 3 Close Windows Explorer Right click the shortcut you just created and choose Properties on the shortcut menu 4 On the Shortcut tab locate the Target box It contains the path for the exe file Put your cursor at the end of the field 5 Press the SPACEBAR once to type a space after the path and then type o Catalog Name Note that you must enter this at the end of the target field A sample target might look like this C Program Files NEO Pro NeoPro exe o My Other Catalog Note that the quotes are important 6 Click OK Start NEO from Outlook Click Go to NEO on the Tools menu in Outlook or click the NEO icon on the Outlook toolbar Start NEO automatically when you start your computer Locate your Windows Startup folder and copy the NEO desktop icon to it Note f you want NEO messages to be automatically synchronized with your Outlook messages you must always have NEO open when you have Outlook open Get help from within NEO Help is available from within NEO via Tool tips For a short description of toolbar commands and other command buttons roll your mouse over the command A tool tip will appear in
153. popup is automatically reset by NEO whenever you perform any one of the following operations on any email message not just the ones in the popup delete open make inactive make active mark read unread or mark clear ToDo When a reset action takes place all messages in the new mail list are cleared and popup will not appear again until new mail arrives Page 75 Folder Lists Overview to Folder Lists Each NEO view has its own Folder List When a folder in the list is selected its messages are displayed in the List Pane Clear Clear the Folder List Filter Correspondent 5 Folder List Filter ke z m R Enter characters here e ts w to display only folders E New containing those 3 characters Crockett Morton 1 Three sort orders Delarosa Buford 1 Tree Dillard Roland 1 Alphabetical Jennings Mary 1 Recently Used sophia mind net 1 New top level Swan Barry 1 folder Valenti Billie 1 Shows all new i White Taylor 1 d Correspondents S Current Kris con OBEN accounts amp perthweb com Message Counts has 1 unread Can choose formats Administrator System s message including number of unread Amaral Bob total number or both Amazon com Anne Shirley AP Armstrong Jonathan Auclair Michel Battlogg Karl Bepple Nancy Current top level folder berg Craig Shows all Correspondents Bergstrom Kent have identified as Current betafeedback amp caelo com betaproblem
154. porarily change the Print Setup options for the currently selected message s by opening the message and selecting Print from the File menu Page 145 Buying Registering Updating Uninstalling How to buy NEO All information about purchasing and upgrading NEO Pro is contained in our online store http www emailorganizer com store index ph How to register your license Your license Registering your license simply means entering your License Code and License Key into NEO so that we can enable your product for permanent use We don t collect any personal information other than the code and key unless you provide it to us in our opt in form To use any NEO product you must have a license When you first start NEO Pro we automatically issue an Evaluation License to you that is valid for the evaluation period When the evaluation period is over you won t be able to continue to use NEO Pro until you receive a permanent License When you purchase NEO Pro you will be sent an email containing your License Code and a License Key These two components work together If you change any part of either one you won t be registered Entering your license information 1 Click License on the Help tab 2 Enter your License Code and License Key exactly as provided to you including upper and lower case You may find it easiest to copy and paste it from the email we sent you 3 Click Activate If invalid check the email message y
155. priate Bulk Mail folder 2 When you see junk mail you need to decide whether to delete the message or block the sender Most often junk senders use completely different addresses each time they send junk mail to you In this case just delete the message Sometimes however they use the same address or a variation of it In that case you can block the sender 3 Check for junk mail often to keep it from piling up New junk mail will arrive in two locations in NEO a Unsorted Bulk Mail folder in Bulk Mail view Browse this folder daily and delete messages or block senders These should be easy to find since these unsorted messages are mostly junk although it may contain new non junk messages you may have subscribed to but have not yet organized see step 1 b New top level folder in Correspondent view Here you will see all correspondents who have sent you new messages for the first time Check this daily For junk mail delete messages or block senders For New Correspondents you want to keep right click the Correspondent folder and choose Make Current If you process your New folders each day it s easy to stay on top of it 4 Empty your Junk Senders folder frequently Excluding Spam Folders from NEO Many people use programs to automatically detect and isolate spam junk mail into one or more Outlook folders Later versions of Outlook have this feature built in and many third party programs have more extensive capabilities
156. product eessessesessseesseeeeeeeeenneenn nennen nnnnmennn nnn nnn nnnntnns nnne nnn nnne 42 You can organize your Mailbox and your PSTs ssssssssseeseeeeeneeeneeeenn nnne nnn 42 Using your offline message store OST enne nnne nnn nnns 42 Reminder Synchronize each time you re connect to the LAN ssssseseeeeennee 42 Synchronizing with OUUlOOK qe H m 42 How it Works iri a n tshell eoo ace conr eoe oce tert tacet eee tanen teose etn Re ta Cac OL E e Peta Sie ce Due 42 LUVEVEXIUMM aol m 43 Exchange Server USES ss T 43 Non Exchange Server users cccccceeeeeeeenceeeeeeeeeeeeneeeeeeeeeeeeeeaaeeeeeeeeeeeecaaeeeeeeeeeeeeceeeeeeeeesenenaaees 43 Options Set in Outlook and Used in NEO ssssssssesesseeeeeeneeee nennen eren ennneten rennen nnns 43 How to disable the Outlook New Mail sound and Tray lcon eseseeesenen 43 TANS Me Ca eaS A RE 43 l il A 45 Overview Views ssssssseeeseeeeeen nennen nennen nnnmennsn nns nnhhnnnens senes nnn nnn nnns seri sse hnnntens senis nennt Enact n nenne 45 What are VIEWS RP 45 USING VIGWS 1 sciet e a a M I LL M LT EE 45 emi 45 G rrespondent VIEW pe
157. r 4 Click Ok then click Close Changing how Backspace works with Quick File Backspace is an easy key to hit so in NEO we let you assign Backspace to one of three frequently used workflow operations Make Inactive or one of two Quick File commands 1 File to your Quick File folder or 2 Display the Quick File Recent menu You can get more productivity by setting your Backspace key If you file frequently to specific folders Display the Quick File recent menu is a good choice If you mostly want to quickly move messages from your Inbox choose File to the Quick File folder Try each one to see what works best for you Note that Backspace is an additional surrogate key You can always use the permanent key to perform each action For example you might want to use these keys if you have assigned Backspace to Make a message Inactive Here are the permanent keys Quick File Ctrl l Quick File Recent Ctrl Alt V Changing the Quick File Recent menu Two commands on the Quick File Recent menu allow you to manage the list of folders that appears on the list Clear List Disable List Updates Use Clear List to remove the list of entries that have been added Use Disable List Updates to prevent new entries from appearing on the list Procedure for Controlling the List Suppose you wanted to set a specified list so that it was unchangeable This is particularly desirable when you want to use accelerator keys for selectin
158. r Interface settings One set of UI settings is specifically designed to facilitate the implementation of an email workflow which is compliant with general time management principles to deal in the most efficient way with the daily email activities Implementing this way of working will result in an important reduction of actions need to manage the daily emails and create significant time savings per day by relying on the available features and functionalities of both Outlook and NEO and combining them to optimally function together For a clear explanation and guideline on how to implement this way of working please refer to our Knowledge Base article T1165 Is Active Mail better than Quick Filing to folders The key feature of Active Mail is that you can quickly say I m done with this message without having to move the message from the Inbox or wherever it is stored to another folder When you make a message Inactive it disappears from your Active Mail folder but can still be found in NEO s virtual folders e g Correspondent and of course the Outlook folder it lives in Active Mail helps many users manage their email in a way that s similar to how they manage their postal mail You can do more operations with Active Mail in NEO see How Active Mail is Different below However if you don t also file to folders all your messages stay in one folder typically the Inbox That s not a problem for many users but can be a problem is you need
159. r database records gets corrupted after a power failure Note that you should always shut NEO down normally to help prevent errors such as these You can rebuild by clicking the Application Button and selecting Catalog Catalog Rebuild It is normally not necessary to rebuild your catalog to improve performance You should only need to do it when advised to The rebuild process completely rebuilds your catalog from your messages All your folder names and settings will be preserved unless you specify differently Rebuilding your catalog can take almost as long as it took to create your catalog in the first place You can choose to build the current catalog or choose another catalog You can also choose to change the Catalog Setting for Search Option and Automatic Bulk Mail Assignment To change setting for Bulk Mail assignment first select Reset NEO Folders NOTE this will reset all changes you have made to your NEO folders like combining Correspondents or defined Bulk Mail folders also this will reset and remove all defined NEO Rules Alternatively you can create a new catalog to disable or enable the Automatic Bulk Mail Folder assignment When rebuilding without changing this setting the original defined setting is used during the rebuild Page 141 Rebuild Catalog Rebuilding your catalog can correct problems caused by some database errors Your catalog will be completely rebuilt from your messages Your Folder names and s
160. reate New Queue For Later Reorganize Now Cancel Alternatively you can choose an existing folder or add a new one from here When you click Create New the following appears Choose a folder name to your liking First Mid Last Company Folder name You can put single word names in First or Company NEO makes no distinction L Outlook Exchange Show in Name column C Folder name z v Original name from message What s displayed in Message List For direct correspondence it s normal just to show Folder Name For Bulk Mail itis mostly easierto show original name from message You can also opt to show both See link below for more info Page 97 Step 3 Perform the re organize action Defer reorganizing If you are reorganizing many folders you can move more quickly by deferring To run queued reorganizations dick Process Reorganize Queue on the Tools menu Queue for Later Reorganize Now Reorganizing immediately Best if creating one or a few Reorganizing messages using NEO Rules Although email addressing is well suited for reorganizing most types of indirect messages sometimes it is better to reorganize messages into Bulk Mail folders based on certain words in the subject This is especially true within companies where distribution lists are used to distribute general information These mailings generally have a fixed subject but are usually s
161. respondent Filed To Do Active Status Flag Keep Attachment Sent Message Mame Subject Categories Date Time Size Folder name ESIESIESIESTESTESTES ESESIESIES TESTES TESTES List pane Name column The Name column in the List Pane shows the From name for incoming messages and the To name for outgoing messages This is fine for simple correspondence between you and another person For mailing list messages however the actual originator of the message is different than the Folder name In fact there are often many different originators and it s important to know who the message is from in addition to the list the message is to Here are the different ways to set this property Page 34 Property Setting How it looks in the List Pane Show in Name column Name OL Folder name i C Original name from message Show in Name column Name C Falder name vaii Original name from message id Sue Mosher Show in Name column Name cee edu de OL bufocalvingaol com Oder name OL Dani Original name from message Iv orig 5y OL Sue Mosher Notice above that the folder name is very short to make more room for the original name Also specifying the folder name in upper case makes it stand out from the original name You can set what s included in the Name column by right clicking any Correspondent or Bulk Mail folder and choosing Properties Customizing the ribbon By default NEO comes with a Ribbon with a Quick Access
162. rs e g mailing lists See topic below S Binkman Dora oo Basic Actions 3 Previous and Type Correspondent Folder name Show in Hot view Next folder Oe C Original name from message Combine folder with Updated nja Change to Bulk Mail IsHot No Priority Move Folder to First Mid Dora Bus Available Last Binkman Home actions Company o Mobile i Outlook Contact Addresses or address patterns Add Contact Address pattern Behavior Look up Address Book dbinkman caelo com Direct Folder Counts Show of Unread ems Show total of items Q Show both pow Set how your counts display Unread counts display in blue Managing the Correspondent s Total counts display in green Addresses You can add single addresses and or address patterns based on email address or the email name See topic below Page 84 Spam Senders folder properties Spam Senders folder properties is where you can change add move and remove spam sender addresses or address patterns What to show in List Pane ideal te choose Original name from message if there are many authors e g mailing lists See topic below 4D Spam Senders Basic Type Bulk Mail Items 1 Updated Wednesday Mar 17 2 Is Hot No Addresses or address patterns Address pattem Behavior 98gmta2 pcworld com Subscription A buxhgwtv amp lightspeed66 com Subscription ie b gbma
163. running when Outlook is running Exchange Server users You should always have NEO running when you are connected to the LAN You may want to put NEO in your Windows Startup folder so it starts automatically Non Exchange Server users You should always have NEO running when you have Outlook open You can configure NEO to start automatically when you start Outlook See Startup tab in General Options Options Set in Outlook and Used in NEO Some user options are shared by both NEO and Outlook 1 Print setup 2 Message editor fonts To set these in Outlook see Tools Options Mail Format tab You can set NEO Reading Pane options within NEO via Tools Options Reading Pane E mail accounts settings are added in Outlook How to disable the Outlook New Mail sound and Tray Icon If using NEO s New Mail Notification you might want to disable the sound Outlook plays when new mail arrives and or cancel Outlook s new mail icon in the system tray Note You can cancel the sound in any version of Outlook however you can only disable the tray icon in Outlook 2002 or higher Steps 1 Go to Options in Microsoft Outlook Tools menu Options 2 Click Email Options on the Preferences tab 3 Click Advanced Email Options gt 4 Uncheck Play a sound 5 Uncheck Show an envelope in the system tray Outlook 2002 or higher only 6 For Outlook 2003 and above you can also configure the Desktop Alert Settings in this area
164. s in its own folder Page 117 About Search Folders e Both the parameters and the results are saved e The results remain the same until you refresh them they re static To refresh the results to include recent messages right click the folder and choose Refresh Search e When you run a search the results and parameters you enter always replace the currently selected Search Folder Most often this is Current Search Results but if it is a differed search folder the parameters and results will replace it e Search Folders can be made Hot right click and choose Make Hot e You can create Group folders in Search Folders to help organize your folders Working with Search Folders Saving a Search e Runa search click Clear enter words to search then click Go e Click the Save Search command ke e Optionally rename the search folder see next section Renaming a Search Folder e Right click the folder and choose Rename Folder or press F2 e Refreshing a Search Folder e f you simply want to update the results right click the folder and choose Refresh Folder e f you want to edit the parameters select the search folder change the values run the search then click the Save Search command Refreshing a Search Folder e f you simply want to update the results right click the folder and choose Refresh Folder e f you want to edit the parameters select the search folder change the values run the search then click the Save Searc
165. s that fit together logically You can combine your filters in any combination that you like Disable UR Folders with Active 3 Bulk Mail i amp l Sent Age Following filter sets are available Filter Controls Clear clears the filter so 3 clear that all messages show Disable temporarily Disable clears the filter so you can quickly see all the messages Clicking Disable again reinstates Filter your current filter Folder Shows only folders with Unread GB Folders with Unread and Active messages respectively These two filters are folder filters and act on the E Folders with Active Folder Lists Folder Page 72 Message Class Correspondent or Bulk amp Correspondent Mail messages These toggle setting one E Buk mai clears the other Class PAunread SZ ToDo Message Status Choose from Unread EN TW d UnFiled Active To Do Flagged or UB Not Filed S Flagge Important singly or in any combination B Active f Important Pressing Shift Unfiled will show all Status messages that are Filed in current view NENNEN Recipient These relate to how your address is in message recipient lists In 1 e order 4 Cc or Bec Exclusive To you are in the To alone Recipient To you are in To alone or with others Cc you are in Cc or Bcc alone or with others z l Direction Show Received messages only lg Received or Sent messages only Sent Direction Date filter A flexible From To filter fi Date Fi
166. seeded edt ed eee 62 Plal text MESSAGES M 62 Microsoft Outlook Rich Text eene nne enne nenne nennen sre nn nnn nnern rsen nnn nnns 63 Choosing the HTML Reading Pane Viewer sssesssseesseeeeeeeeeeeneeennne nnne nn nemen nennen nnne 63 What is the HTML Reading Pane ssssssssssesssseesseeeeeenee nennen nnnnennn nnn n nnn nnnnnenn nnn n nnn 63 Which viewer should you use ssssssessssssssseseeeesee nennen nnne nennen nnnmenn nennt nn nnn nntn nene n nnn 63 More information about Email Security ssssssssssseeeeeeeneeeeennn ener nnn nnns 63 sid 65 Using the Quick File Features sesesseseeseeeeeeeeeeee nennen nennen nnnmnnn nennen nn nnnnetns nn nnn n nnne senes 65 eere 65 Quick File Recentiaccdsnadaiadnuanedn ie Pee Ite deed De deci to Medien c Dre Be dee Deck 65 Setting the Quick File designated folder essen enn nnnm nnne nnne 65 Changing how Backspace works with Quick File nnne 66 Changing the Quick File Recent menu sssssssssesseeeeeeeeene enne enne nemen nennen nnnnmrnn nennen nnne 66 Procedure for Controlling the List eseeeesseeeeseeeeeeeeeeeneeeee nennen nianses nnns 66 Cono Mal amp TO 67 Using Active Mall MET 67 How Active Mail works esssssseseeseeeeeeeenen nee nennen nnennnrn nnn n
167. sender s Reply to email address This feature is handy for quickly grabbing the address for use in other systems You can also use it to send a new message to a person and avoid the Outlook Security Guard prompt For keyboard shortcut fans try Ctrl Alt C Ctrl N Ctrl V Sending and Receiving Messages are sent and received in NEO in the same way they are sent and received in Outlook This is completely determined by your Outlook settings If you are not connected to your Internet service provider or to your mail server e g Microsoft Exchange Server when you click Send in the message editor the message is sent to your Outbox 473 Send Receive When you then click the Send Receive command on the toolbar or press Ctrl M or F9 your messages will be sent from your Outbox and incoming messages will be received according to your Outlook settings For assistance in configuring Send Receive refer to Microsoft Outlook s help Viewing Message Properties Right click any message in list view then click Message Properties or press Alt Enter Page 58 Location lists all the NEO folders that contain the selected message This is especially useful for determining what Correspondent or Bulk Mail folder a selected message is stored in The message in the example below was received last week Thus it is in the Last Week and the December date folders It s still in Active Mail and a category has been set for it nes nw Message
168. sing drag and drop In the View pane drag the name you want to combine onto the name you want to combine it into Combine names using the Combine Folders command Alternatively you can right click the folder you want to combine into another folder then click Combine Folders You ll then be able to choose the other folder to combine it into Updating address information The Correspondent or Bulk Mail folder s addressing information is entered on the Folder Properties for the folder To get there right click the folder and choose Folder Properties or double click the folder Addressing for the folder is entered in the following section of the Folder Properties Addresses or address patterns Address pattern Behavior jkwan amp prime com Direct jtkwan teleus net Direct jeffk axiom com Direct Adding and changing address information Click Add or Change You can add as many addresses as you like The same address can be in more than one folder Moving an address to another folder Move an address out of a folder to another folder by highlighting the address or address pattern clicking Move Your Folder List will appear On it you can move to an existing folder in the Folder List by highlighting it and clicking OK or you can add a new folder by clicking the New command at the bottom Note that if you move an address back to Unsorted Bulk Mail it will only move there is it is identified by NEO as Bulk Mail If it doesn t appear
169. ssseeeeen 119 Why saved searches are useful eene nennen nenne nnnnnrnn nre nnnnnnnernn seen nnn 119 Ri cifeakoEeenu trie mn 120 ADOUT CONVErSatl ON E 120 M4 E 9 9999 121 Junk Mail and its challenges enne nnne enne nnne n nnne nnr nene n nnne nnns nennen 121 What is junk mail also known as SPAM sssseeeeeeennnm eee nnne nennen nennen 121 What s not junk trail coercet eite tee nente ode ctt eate dee eet ee ea tec don 121 The challenges of Junk Mail eseeessseessseesseeeeeeeneeee nennen nnne nnnmnne nnn nnne hnnntnn nnns 121 Strategies for dealing with Junk Mail nnne nnn nnne nnne nennen 121 Njsexepre IEEE 121 Directing Junk Mail to an Outlook folder ssssssseeeeeenenemnneennn nne 121 Using NEO to clear out your junk mail eene nnns 122 Excluding Spam Folders from NEO ssssssssssssseeeeeeeeee nennen nennen nnn nnnenenr nnn nn nnne nis 122 How to exclude folders from NEO sssssssessseeeeeeeneeeenn nnne nnne nnne nennen nnne 122 TOW Ee ccm EE 122 Using third party spam detection programs ssssseeeeeeennmeeennnn menn 123 Blocking Spar Seriders ia terere ice certnm tdeo use ea ean sn sU co Lee ea enam ao bk Yee un s ERE See L Yee aae ed VEL agis 123 How blocking a Spam Sender works ssssseseeeeeeeeneneeennn nnne nnne 123 The Spam S
170. store Message Store Type Personal Folders Personal Store _Archive2010 Personal Store Archive 2009 Personal Store ArchivePST Personal Store Caelo Software gmail IMAP Store support_2007 Personal Store support_2010_H1 Personal Store Page 134 You will only be able to choose more than one message store Message stores that are delegated into another Exchange Server s Mailbox must be alone in their own catalog When including an IMAP message store two additional tabs are available to identify IMAP specific folders SS Catalog Properties General Message Stores Store s IMAP Sent Mail Folder IMAP All Mail folder To correctlly organize your IMAP message store NEO Pro needs to know which IMAP folder is containing sent items When you change this selection you will need to rebuild your catalog Caelo Software gmail S C Ge Gmail O Ga all mail C Ge Drafts 5 Sent Mail C G3 Spam C Ga Starred C 63 Trash C Ga Filing C Ga Follow up C Ga Inbox C Ga Junk E mail Page 135 When including an IMAP message store is it necessary to indicate the IMAP folder containing Sent Mail Catalog Properties General Message Stores Store s IMAP Sent Mail Folder IMAP All Mail Folder The IMAP All Mail Folder only contains a duplicate listing of all emails For proper and Faster Functioning of NEO Pro this Folder needs to be excluded gt Ca
171. t nnn nnnnnnn eren nnn nnns 88 Viewing user defined folders in NEO sssssesseeeeneeeneneenn nennen nnne n nennen nnn nnne 88 Moving messages to Outlook folders ssssssseeeeeeenenneeennennnn nnne nnn nenne 88 Copying messages to Outlook folders eesssssseeseneeeeenneennn nnne nnns 88 Using the Outlook Rules Wizard 2 iei edere eid eet ete nea insted ee tale nec dee sende tus 88 Adding deleting copying moving and renaming folders 88 Working with non mail folders nnne nnenemnnnr nnn nnnnnnnnnn rene nnne 88 Drag and drop email to non mail folders ssssseeeeeeneeeeeeeeennn nnne nnns 88 Open non mail folders in Outlook from NEO sssssseeeeeeennne ener 88 Excluding folders from being organized in NEO sessseeseeeeeeenneennnn nnne nemen 88 Correspondents amp Bulk Mall auaxe ii dob awk X EROR tp SEQQ OD RH 6 Seb GR V GR RUN Flop Gan 90 MEAM ULIS mE 90 OVerVieW costume eiu eI M MIL eee eArT 90 Correspondents OVerview cccccccceeeeeeeeeeceeeeeeeeeeeeeaaeeeeeeeetensaaaeeeeeeeseeeaaaeeeeeeetesaaaaeeeeeeeneeesaaaes 91 Exporting Correspondent DetailS ccceeccceeeeeeeeeeeneeeeeeeeeeeeeaeeeeeeeeeteneaaeeeeeeesseeeaeeeeeeeeenenenaaees 91 EAER ANC 91 Email addressing types explained
172. ted e New rule When a new rule is created it will initially only be applied to new incoming messages without further action nothing will change for already received messages e When a new rule needs to be applied to existing messages select the rule and click Execute Rule e When an existing rule is edited it will be executed immediately on all existing messages e g when Rule Active is deselected all messages will be reorganized into their normal Correspondent or Bulk Mail folders when selecting OK in the Edit Rule dialog making the Rule Active again will reorganize them again into the assigned Bulk Mail folder e Executing a rule will be preceded by an Update Word Index to also reorganize recently received messages e Executing rules will be done in background progress can be monitored in the lower right status line Choosing Behavior and Address Choosing Behavior Generally you should use Direct for messages between you and another person and Subscription for messages such as mailing lists e zines and announcements Some subscriptions are actually directly addressed to you in which case you can choose Direct or Subscription Choosing Address Choose the address that best describes the correspondent or subscription you are organizing For Correspondent messages it is generally the person you have received the message from or to whom you are sending the message but shouldn t be you For Bulk Mail m
173. than one location at the same time That makes finding them much much easier and when you do need to search our search is lightning fast Companion product for Microsoft Outlook Nelson Email Organizer is a companion product for Microsoft Outlook 97 98 2000 2002 XP 2003 2007 and 2010 It works with the Internet mail only corporate and workgroup and Exchange Server platforms NEO Tutorials Getting to know NEO Pro using our online tutorials is time well spent There are several bite sized videos to choose from We suggest you start with the NEO Primer http www emailorganizer com products webinars tutorial php How NEO Pro Works with Microsoft Outlook NEO is an add on product to Microsoft Outlook and works with Outlook 97 98 2000 2002 2003 2007 2010 and Exchange Servers 5 5 2000 2003 2007 and 2010 Alternative interface for your email NEO Pro is an alternative interface for the email component of Outlook NEO Pro is not intended to replace the other features of Outlook You can easily switch between NEO Pro and Outlook and interact with some components of Outlook Although you must have Outlook installed you don t have to have Outlook open to use NEO Pro Page 9 Using Outlook features from NEO Pro Wherever practical NEO Pro was designed to work the same as complementary features in Outlook You can compose reply reply all forward send receive mark read and so on the usual message actions
174. the Catalog menu e ES 4s 2 QJES gl a Main Catalog NEO Pro B Open Catalog ME Op g Close Catalog z Message Stores New Catalog Delete Catalog E Your Addresses Rebuild Catalog Restore from Backup amp Export Correspondent Details Rebuild Conversation Index Export Correspondent Details a Save As Text Catalog Properties r i Print Ctrl P FON cx Exit NEO Pro Es Page 129 and click Open Catalog B Open Catalog Show catalogs for Current Outlook profile All Outlook profiles Select catalog to open CustomerCare Main Catalog NEO Support Last Used Thursday October 14 2010 14 12 Path C Documents and Settings Caelo development Local SettingslApplication Data Caelo NEO Pro 5 0 Main Catalog When the dialog opens you see the catalogs you have created for your current mail profile You can choose to open up a Catalog from another profile by selecting the option at the top 3 Use a command line option to open a specific catalog See section Ways to Start NEO in Getting Started Automatic catalog opening By default the last catalog you opened is automatically opened for you next time you start NEO If you don t want automatic opening to occur you can 1 Disable the option See Tools menu Options General tab 2 Override the automatic open option by pressing the Shift key when clicking your NEO Pro deskt
175. the Files your catalog will be completely rebuilt using the restored files All your settings will be preserved Catalog to Restore Other catalog IF you choose a catalog other than your current catalog it will be active after the rebuild completes Backing up and restoring the catalog The catalog contains information you have entered about your messages such as Correspondent and Bulk Mail properties your Hot folders and so on Even though you could always recreate your catalog from scratch if it got corrupted you would lose some of the configurations you have made NEO automatically backs up key data files At least every three days NEO backs up key data files to the backup location specified during catalog creation default backup folder is lt catalog location gt Backup You can define a new backup location on the Application Button Catalog Catalog Properties screen where also current backup location is shown From these key files your catalog can be completely rebuilt without any information loss You can use Restore from Backup Application Button Catalog Restore Catalog menu to restore and rebuild your catalog It will automatically use these previously saved files Backing up the catalog manually While the above offers some protection in restoring to correct data corruptions it offers no protection against accidental deletions hardware failures and the like You may wish to back up the catalog
176. there then look for it in Correspondents view Page 102 Removing an address Highlight the address or address pattern you want to remove and click Remove Remove never removes or deletes messages It just removes the address from the current folder The messages related to the address will then be auto organized again by NEO and may appear in Unsorted Bulk Mail or in a Correspondent folder Entering Email Addresses and Names Enter an address or address pattern Addresses or patterns can be based on email addresses or email names See section below Add Address or Pattern Address or pattern Lookup User Behavior 9 Direct messages between you and another person Subscription mailing lists e zines and announcements You can enter an email address a name or a pattern with wildcards Click here for more info Cua Determines how the addresses capture messages for the folder See section below Lookup a user Enter a name or part of a name into the Address field then click here to look in your address book Entering an address Enter SMTP addresses e g jkwan prime com or X 500 addresses If entering X 500 addresses it s easiest to use the Lookup User command Exchange addresses are normally displayed using the address name and is often underlined Entering an address pattern You can enter address patterns for SMTP addresses A pattern may contain any combination o
177. this pile of email It s our active mail some read some unread that requires our attention soon but not necessarily immediately The goal is to clear out Active Mail every few days or so or at least keep it down to the ones you want right in front of you That s not required of course you can let mail pile up in your Active Mail folder if you want making it act more like your Outlook Inbox Page 68 A simpler alternative to using Active Mail is to treat your Inbox as your staging area and use NEO s Quick Filing features to file from your Inbox to other Outlook folders Changing what new mail goes into Active Mail These Active Mail workflow options on the Options Workflow tab determine what new mail goes into Active Mail Active Mail Put Correspondent mail in the Active Mail folder More info Put Bulk mail in the Active Mail folder If checked new mail that arrives will go into Active Mail If unchecked NEO makes new messages inactive as they arrive so they don t appear in Active Mail Changing the option works from this point onward It won t change the active status of messages already in Active Mail If you want to change all Correspondent or Bulk Mail messages in Active Mail to make them inactive do the following 1 Right click the Active Mail folder 2 Choose from the following Reset All Active Mail Shift F 11 Reset Correspondent Active Mail Shift Ctrl Fii Reset Bulk Active Mail Ctrl Fil Choosing not
178. tion at the same time For example a message you receive today will be in the Today folder in the Hot view it will be in the This Week folder in Date view it may be in a Correspondent folder and even a search results folder in the Search view if you find it in a search If you delete a message from one view it will be deleted from all your views In short even though you see the same message in different views it s really just one message presented to you in different ways Using views Views don t require any work they re set up automatically for you to use You simply click each view tab to move from one view to the next A quicker way to move from view to view is to use your keyboard Alt C to switch to Correspondent view Alt S to switch to Search view and so on Outlook View C Outlook E Outlook View Clear Outlook view is your Personal Folders view into your Outlook m Calendar Folder List GA Contacts The example at left Wa Drafts 5 shows multiple data BE Inbox files Deleted Items 18 Ux Journal A Junk E mail 28 I Notes Bf Outbox 39 RSS Feeds Sent Items i Tasks 33 zFiled _Archive2010 5 Archive 2009 amp Deleted Items R5 FileSystem 33 Sent Items ArchivePST Page 45 Correspondent View Correspondent o Correspondent View Clear T 4 1j Lists all people you FE correspond with amp Alfieri Rob directly These include amp Alvin Peter people you
179. tive Mail will still be available in Status view 4 In Outlook view right click the folders you want to make Hot e g Inbox Outbox Drafts Sent Items Deleted Items and choose Make Hot Switching back to using Active Mail You can easily switch back to using Active Mail whenever you like simply by changing your Workflow options back and making the Active Mail folder Hot again Using To Do To Do is a folder you can send mail to that you want to take action on later ToDo How to Set or Change To Do Status You can a click the To Do pull down menu on the ribbon and choose priority Wig Flag bh re Dos Categorize High Alt 1 T 8 amp Normal Alt 2 wg Low Alt 3 b use shortcut keys Alt 0 Remove priority or Alt Alt 1 High priority Alt 2 Normal priority Alt 3 Low priority c right click to choose priority or remove from To Do or d left click drag to the To Do folder from anywhere in NEO to set Normal priority To Do Status in List Pane To Do status is visible in every folder In the To Do folder you may want to sort by To Do status Here is what the states look like Page 70 In Active Mail folder and To Do set To Do Low priority To Do Normal priority To Do High priority If you are in Active Mail when you set To Do status you can specify to have messages removed from Active Mail automatically You can set that option on the Workflow tab of Options ASAE
180. to ever read your mail outside of NEO e g Outlook Web Access or you want to work with your email on external systems like mobile devices where Active Mail is not available Some prefer Quick File without Active Mail for Outlook like behavior If you prefer a NEO that looks and operates more like Outlook you can choose not to use Active Mail see Options Workflow tab some users really like this simpler approach How Active Mail is different It s like the traditional Inbox because e new mail arrives here Page 53 e sent mail is not included unless you make sent mail Active It s not like the traditional Inbox and other NEO folders because e you can remove messages without deleting or filing them 8 single message Backspace or F12 b all at once Shift F11 c just Correspondent mail Shift Ctrl F11 d just Bulk Mail Ctrl F11 you can specify to have them removed automatically on performing actions like setting inactive or when filed to an Outlook folder You can set these options in the Automated Actions section of Workflow options e you can put messages back into Active Mail including sent messages the Folder Count format for Active Mail is different You can change the Folder Counts format on any folder by right clicking and choosing Properties Using To Do To Do is a folder you can send mail to that you want to take action on later ToDo How to Set or Change To Do Status You can
181. to get you going but you can and should improve on it if you plan to use Master Categories at all At best the Master Categories List serves as a pick list from which to choose regularly occurring categories User defined categories There is no limit to the number of categories you can add which makes them ideal for organizing your projects and activities You can add your own categories to the Master Category List if you like Selecting the appropriate option on the Category Picker Ctrl T you can add all your user defined categories to the Master Category list Email Improperly Configured on your computer You may receive an error issued from Microsoft Outlook when you start Outlook or NEO Here s how to address the problem Ensure you are running the correct Microsoft versions NEO works with all Microsoft Outlook versions but does not work with Outlook Express NEO also works with Exchange Server For Exchange Server Version 5 5 Exchange Service Pack 3 or above must be installed For Exchange 2000 Server Exchange Service Pack 2 or above must be installed Your Exchange administrator can provide this information Other ways email may not be properly configured NEO requires that both Microsoft Outlook and MAPI are properly configured on your computer MAPI is an email subsystem that is normally installed when you install Microsoft Outlook However components of Outlook and or MAPI can get corrupted This can occur when you c
182. trl 2 Ctrl 3 Ctrl 4 Ctrl 5 Ctrl 8 New Outlook Items Shift Ctrl A Shift Ctrl C Shift Ctrl J Shift Ctrl K Ctrl N Shift Ctrl N New Message New Message To Correspondent Open Message Reply Reply All Forward Delete move to Deleted Items Permanent Delete Save message to Drafts when message is open Send message when message is open Open message Note editor Message properties Jump to Correspondent Folder Find Correspondent Find Category New Search Search in Folder Search on Conversation Open Contact Make folder Hot Remove folder from Hot File to folder Remove folder does not delete messages Delete folder deletes messages Rename folder New folder Expand current folder in Folder List Collapse current folder in Folder List Expand all folders from anywhere in list Collapse all folders from anywhere in list Switch to Outlook current location Switch to Outlook Inbox Switch to Outlook Calendar Switch to Outlook Contacts Switch to Outlook Tasks Switch to Outlook Notes Switch to Outlook Journal New Outlook Appointment New Outlook Contact New Outlook Journal Entry New Outlook Task New Outlook Message New Outlook Note Working with the List and Reading Pane Ctrl Up or Ctrl Ctrl Down or Ctrl Shift Ctrl Alt Up Down Home End Alt V Right Arrow gt Move to previous message Move to next message Scroll List Pane without changing focus To first message or start
183. tter type email New Bulk Mail goes into the Unsorted Bulk Mail folder Create your own Bulk Mail folders from there Bulk Mail can also be assigned based on the subject S Category Automatically organized by your Outlook categories Easy to edit and manage 8 Status A folder containing all messages in each state Unread Flagged ToDo Active Page 15 Important 9 Date Date folders Today Yesterday This Week Dec 1999 Jan 2000 Feb 2006 Mar 2006 G Attachment All your attachments auto organized into folders by attachment type e g DOC XLS PDF J Search Enter your search words and NEO automatically searches across all your folders How NEO works NEO extends Outlook capabilities in many ways but there s one feature of NEO that s worth knowing Virtual NEO displays the same message in different ways folders amp Andre Agassi B Steffi Graf amp Flagged amp Tennis NS 9 This Week 3f Inbox fs 2005 Sept They are displayed in their Outlook folders and in all the virtual folders that NEO Pro automatically creates for you One more thing don t worry about trying to understand all of NEO right away Over time you will discover new things you can do 6 Note you can continue to use Outlook just as before Click the Outlook button on the View tab to jump to I Outlook 4 Or double click any of the w Outlook Ctri 0 following in your
184. u like e zines newsletters and so on as Bulk Mail you can enable this here If selected NEO will organize all these messages during catalog creation under the Unsorted Bulk Mail folder on the Bulk Mail tab From here you can and should re organize them into their own Bulk Mail folder or re classify them as Correspondent This catalog setting can be verified for the open catalog by clicking the Application Button and selecting Catalog Catalog Properties After creating the catalog this setting can be changed during a Catalog Rebuild see below Deleting a Catalog When you delete a catalog only the NEO information is deleted Your messages will remain 1 Click Application Button Catalog Delete Catalog 2 Choose catalog to delete You can select a catalog from your current profile or all profiles If you do not see your catalog in any profiles click Browse to locate it Page 140 T3 Delete Catalog Show catalogs for Current Outlook profile All Outlook profiles Choose a catalog to delete Note that only your catalog will be deleted All your email messages will remain CustomerCare Main Catalog NEO Support Last Used Thursday October 14 2010 15 06 Path C Documents and SettingslCaelo developmentiLocal Settings Application DataiCaeloYNEO Pro 5 0 Catalog 2 Catalog Maintenance Rebuilding a Catalog Sometimes it s necessary to rebuild your catalog for example when one of you
185. ust show icon and popup for correspondents and show nothing for Bulk Mail Setting the New Mail Alert options Set the New Mail Alert options via Tools menu Options New Mail Alerts tab Working with the Tray Icon When you have opted to hide NEO when minimized you will find NEO s default icon IS in the System Tray when minimized The tray icon changes whenever new mail arrives The color of the icon indicates the highest class of the messages that have recently arrived Hot E Correspondent or Bulk Mail If the Tray Icon appears after returning to your desk click it to display the Popup Right click it for other actions Options Disable Popup Disable Sounds Open NEO Reset Working with the Popup The Popup appears whenever new mail arrives It displays the 10 most recent messages for 30 seconds NEO New Mail x Karen Freeman g Isidro F Davenport g Groove Networks g Jeannie Palmer E Unsorted Tammi E oL Diane Porem E oL Herchenbach 5 NEO Error Re 3 Page 74 Click an entry to jump to the folder in either Correspondent or Bulk Mail view Resetting the Popup Until the popup is reset you can display it by clicking the tray icon You may want to do this after returning to your desk You can manually reset clear the popup by clicking the x on the popup or by right clicking the tray icon and choosing Reset If you don t reset it it will disappear after 30 seconds The
186. ut these message events and will need to get synchronized again by you syncing manually e g when you next start NEO How to stay synchronized It helps to understand synchronization because it can affect what messages you see in NEO Quick way to stay synchronized Recommended We recommend all users enable the option Fast synchronize on startup It syncs quickly and runs in the background so that it won t get in the way of getting going with NEO Fast sync on startup will ensure you are updated with new and changed messages You ll also stay up to date with messages you delete when NEO is running Full sync will be needed when you delete messages e g in Outlook when NEO is not running You ll know this because you ll see a message in NEO that is listed but whose contents can t be displayed In summary if you Fast Sync on startup and you never delete messages in Outlook you ll always stay in sync Try to remember to always delete your messages in NEO instead of Outlook More about synchronization Not required reading but for those who want to fine tune their synchronization actions a little more here is additional information If NOT using Exchange Server i e PSTs only If you NEVER run Outlook without NEO running then you ll always stay in sync even without using the Fast sync on startup option That s because Outlook will never read your messages without NEO being aware of it If you regularly use Outlook
187. utlook delivers a list to get Page 107 you going but you can and should improve on it if you plan to use Master Categories at all At best the Master Categories List serves as a pick list from which to choose regularly occurring categories User defined categories There is no limit to the number of categories you can add which makes them ideal for organizing your projects and activities You can add your own categories to the Master Category List if you like Ways to set categories Using the Category Picker There are several ways to access the category picker e Click 88 on the Toolbar e Right click and choose Categorize with message s selected e Press Cirl T or Alt Z with message s selected e Click in the Reading Pane current message only Using the Reading Pane Categories field e Click into the field Categories separate each with commas current message only e Press Shift Ctrl T current message only Drag to a Category folder You can drag one or more messages to a category folder You can undock the Category view to make it more accessible or you can make popular category folders Hot for easier access Assigning categories using NEO Rules Incoming messages can be automatically assigned a category based on part of the subject using a rule To create a new rule select Rules from the Tools menu This will open following dialog screen With multiple rules defined the Rules window can be resized in height
188. when minimized NEO hides in system tray Minimize on startup NEO will minimize upon starting Selecting both options causes NEO to hide immediately in the system tray upon starting E Synchronize options use time limit For old messages Do not synchronize messages older then C Update word index after full sync Minimize options v Hide NEO Pro when minimized L1 Minimize MEO Pro on startup Inboxoptions This defines whether to show the Filed iconfor messages in subfolders ofthe Inbox Unread Folder options When selected unread messages showinginthe Unread folder on Status tab will remain visible in this folderfor 1 2 hours after becoming Read I Conversation view Inbox options Show Filed status For messages in subfolders of Inbox Unread Folder options Delayed cleanup of Read messages Use all Folders except Excluded and Deleted Items Conversation Integrity Conversation view settings Conversation Integrity will propagate actions onthe parent also to underlying childs e g Status changes Category actions Filing and Delete Exernal devices Avoid conflicts with external devices restart needed External devices UsingNEO Pro together with another external device like smart phonecan generate conflicts whenusing an Exchange Serverin Cached Exchange mode Selectingthis option will preventthis from happening After changing NEO needsto be restarted
189. x com Direct melba merritt fn modelleme dk Subscription E nsj39iaa amp lanminds com Subscription slihuf theo3 physk uni stuttgart de Subscription Folder Counts treenacalaria amp wels net Subscription Show of Unread items ukpturjbeyeo amp online sh cn Subscription Show total amp of items 0 D QOshmwiboth Gee Set how counts di Managing Addresses iig cuius i Unread counts display in blue Total counts You can manually add addresses or display in green patterns See Managing Folder Addresses topic below Page 85 Unsorted Bulk Mail Properties Unsorted Bulk Mail is a special folder It s where all new Bulk Mail arrives until you take an action to create a Bulk Mail folder for it Note that you can t enter name information or addresses the Unsorted Bulk Mail folder What to show in List Pane ideal to choose Original name from message if there are many authors amp g mailing lists See topic below E Unsorted Bulk Mail Basic Type Bulk Mail Items 0 Original name from message Updated Wednesday Mar 17 2 Iv ec ee Is Hot No es First Mid Last Addresses or address patterns Address pattem Behavior Folder Counts A Show of Unread items Show total of items m Show both na z X 5 P PERE E Unsorted Bulk Mail has no addresses It s the place where mail lands if it is not dassifie
190. xt This message format cannot be modified in the Reading Pane Moving the View tabs The NEO View tabs are positioned by default at the top of NEO because the tabs are easier to access there You can position them at the top or the bottom of NEO Right click on any part of the View tab and make your selection Undock Top v Bottom Undocking and docking views When you start NEO for the first time you will see the default NEO workspace In it Hot view is in the top left panel Outlook and Correspondent views are below it the List Pane is in the middle and the Reading Pane is to the right of it The top left view is the home view position When you click a view on the Viewtab it replaces its contents The home view position the List Pane and Reading Pane cannot be moved but they can be resized Optimize view positions to suit your workflow All view positions are configurable in NEO You can undock any view and have it float above your workspace you can dock the views onto the workspace surface in any position you can change the order of the views on the View tab and you can even hide a view From the View Layout tab you can load a predefined view with NEO views left and right of the Message Listing Reading Pane To illustrate here s an example layout with views left and right Hot List Pane Category View View depends on E Reading Pane Outlook Search View View Save your Layout settings by exporti
191. y and click OK Category will be added to message and new Category Folder will be created neo M Categories 27 Categories For 1 message separate with commas Budget Available categories Ries i Clear MAR c Click to assign Budget existing category IO Product Roadmap O sa IC Contracts O Training Add to or remove from IC Reporting Master Category list g HR Right click any category to add to or remove fromthe 4 a inn Master Category list ogistics E em Pricing Customers OK Mr go Outsourcing n M Nieeeeeereee e WReesereeeeesose Ane roeeossod Show Current categories C Add all categories to Master Category list Add all categories to Master Category list Selectthis option to add all categories at once to the Master Category list Page 110 Editing removing deleting merging splitting etc Remove categories from messages e Use the category picker and uncheck the categories or delete from top area e Clear the categories from the Categories field in the Reading Pane Remove category from messages and remove category folder e Right click the Category folder and choose Remove Folder or press Alt Del Important Do not choose Delete Folder Del because this will delete the messages themselves in addition to removing the categories from the messages Edit a category e Right click the Category folder and choose Rename Folder or press F2 N
192. y find Mary Jennings folder entering mary is sufficient to reduce the folder set to a small enough set to select it Correspondent lis mary 5 iB Ej New fj Jennings Mary 1 Dormant Geoff Farrell Mary McAlister Mary Lou Trouman 8 Notice that when a filter is in effect the background is displayed in the filter background color Here are some shortcut commands to make working with the Folder List Filter easier Esc Clear the Folder List Filter F3 Jump to the Folder List Filter in the current view Ctrl F3 Jump to the Correspondent Folder List Filter Sorting the Folder List Each view can have its own sort order Change the sort order by clicking one of the three buttons at the top right Page 78 Alphabetical Order Tree Order Str alphabetical Locaton shows which Shows top level folders group eignen message store the folder folders and folders in 8 belongs to hierarchy Corresponden BBG BAG 4 BBD 3 New Name Location Name Locahon Crockett Morton 1 amp Enex Karin Meer Dormant A j Lane Bennett 1 New B j Delarosa Buford 5 25035283838 5 Dormant fj Furrow Linda 3 Curent Dillard Roland 25035283838 ex Dormant Valenti Billie 1 New B Jennings Mary B 7545338gensyre Dormant B sophis mind net New S sophia mindnet 1 8 Dormant amp Taves Ruth Anne Curent Swan Barry 1 A ab lt caco com Dormant j Chichmanian Vi Current Valenti Bdbe 3 A
193. y view category folders are auto organized into New Current and organize Dormant top level folders You can also add your own Group folders for further organization Easy to ene The categories picker Ei is on the toolbar and the Reading Pane Ctrl T You can enter Categories directly into the Reading Pane Shift Ctrl T Categories and Outlook 2007 With Outlook 2007 Microsoft introduced color coded categories In fact they moved from using colored flags to colored categories Flags within Outlook 2007 are now used exclusively to set Follow Up reminders and their color which only comes in variants of red is fixed based on the timing of the Follow Up NEO continues to use the uncolored version of Categories as this is a much better way to organize messages along the lines of a project topic or client than the classical way of using folders Colors in this respect are less useful In addition NEO continues to provide the Flags in the different colors as under Outlook 2003 to maintain compatibility and to provide additional flexibility for users to define their own meaning for the flags they set as Follow Up or as Reminder In other words NEO is providing consistency in the use of Categories and Flags Page 106 Categories in Category view The categories in Category view are those to which you have assigned messages You can also create empty categories and assign messages to them later Categories are organized int
194. you first downloaded Simply by entering the registration information the trial period is removed and you re all set Why do need a license for NEO Pro evaluation NEO Pro evaluation is free of charge but still requires a license to manage the evaluation period It just takes a few seconds to connect to our server to get a license Page 151 No personally identified information is transferred in that process without your permission Do I have to re download on purchase No All you need to do is enter the registration information that we email to you How often can download As often as you like If you do download more than once we suggest you use the same email address as previously What NEO Pro upgrades do get for free If you are an unlicensed user you are entitled to download and try out any version of NEO provided your trial period has not expired If you are a licensed user you are entitled to all versions of the same major version level For example if you purchased version 4 0 you are entitled to free upgrades for all 4 x versions e g 4 1 4 2 etc How do I know I have the latest version Select Help Check for Updates How do permanently register NEO Pro When you purchase NEO you will be sent registration information and instructions on how to register Am sent the final version No we don t send anything except the registration information The trial version actually is the final version

User Guide - Nelson Email Organizer

Contents

Download Pdf Manuals

Related Search

Related Contents