Mail Manager
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Mail Manager Benefits

In a word: "Transforms chaos into order" (well four words actually).

User Benefits

  • Easy to use - user feedback has been consistently positive.
  • High user acceptance, because it works within Microsoft Outlook.
  • Little or no training required. Once you are aware of what it can do, using it is intuitive.
  • Enables you to treat emails just like any other electronic document i.e. filing into file system folders.
  • Provides the ability to bring related data together e.g. other correspondence, reports, calculations...
  • Learns as you file. Mail Manager adapts to each user, giving a customised shortlist of suggested filing locations based on previous behaviour, making it quick and simple to choose where to save messages.
  • Because the process of filing is greatly simplified users file their emails promptly providing other users with immediate access.
  • Offline filing allows you to continue to file messages when disconnected from the network. Mail Manager set the messages as pending and once reconnected to the network files the messages instantly.
  • The search tool is both fast and intuitive, incorporating a preview pane to speed up the process of finding the right messages which can help to combat the following issue: "UK IT managers are spending more than five million hours per year searching for lost emails, according to a survey. The wasted effort equates to more than £140m in staff costs" (Source: e-Media).
  • When searching, Mail Manager creates a local index of the emails so that subsequent searches are extremely fast. The index is structured so that it can produce a preview of messages even when disconnected from the office. This means that you could be on an airplane, search for messages, read them and even copy the text into a reply.
  • Because of the instant nature of email it is all too easy to find out about something when it is too late. Example: The Message Finder allows you to quickly search for all messages that relate to a client or project that were filed today.
  • Includes workflow features not available in Outlook.
  • Emails are automatically and uniquely named when filing to system folders.

Company Benefits

  • As soon as emails are filed to a shared location other team members can access the information via the search tool.
  • Enables all related documents to be filed in one place. This not only makes it easy to find documents but also eases subsequent archive and retrieval
  • Solves problems with staff movement i.e. Important documents are filed sensibly rather than in personal folders that may be deleted when they leave the company.
  • Aids compliance with QA processes - Who filed it and when, the ability to mark an email as read.
  • Enables compliance with data retention legislation
  • Centrally administered filing configuration can be locked down so every PC adheres to the same filing structure making emails easy to find, saving both time and money.
  • Prompts staff to file emails as they work
  • No "lock in" - uses standard MS Office file formats. Messages can be easily found and opened even when Mail Manager is not present.
  • Microsoft Sharepoint Integration

System Benefits

  • Reduced user storage space required, because fewer messages are retained in personal folders.
  • Less duplicate emails will be filed leading to reduced storage costs.
  • Provides simple and efficient backup and archiving facilities.
  • The life time cost of storing emails on a file system is less than using Exchange Server.
  • No limitations to where messages are stored e.g. multiple servers, different locations.
  • Future proof - uses standard features of MS Outlook. All saved messages are standard Outlook MSG files which can be dragged & dropped back into Outlook.
  • Microsoft have suggested that future versions of Outlook will discourage the use of Public Folders. This mirrors our own views and concerns that; storing emails in Public Folders unnecessarily increases the strain and storage demands on Exchange, splits emails from related documents (DOC, XLS, PPT etc), and compounds archive and retrieval problems because related documents are not in one place.
  • Centralised installation and configuration. The Oasys remote deployment tool makes installation on a large network a breeze. There is no need to pre-install a local controller program on each PC. Instead you simply browse your network, select the machines you would like to enable with Mail Manager, and set it going. (You will need administration rights on the PC's).
  • The Remote Deployment Tool can detect and display a host of information about the target machines which is displayed in a tabular form. This allows you to check suitability of the target PC's (not a problem for Mail Manager, but a nice feature all the same).
  • Configurable. Each team, office or department can have different configurations if required.