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Filer uses an advanced recommendation algorithm to suggest folders where you are likely to move email. The algorithm:
- Matches keywords in an email's subject line with names of available folders
- Learns your filing preferences by tracking where you previously filed email:
- From a particular sender,
- Sent to common addressees, and
- From the same conversation thread.
- May return multiple recommendations, listed in order of expected relevance
- Differentiates between multiple folders of the same name
- Keeps folder recommendations separate for delegate mailboxes
- Optionally exclude mailboxes or Personal Folders (.pst files) from recommendations
- Presents quick pick recommendations to move selected messages to the most highly recommended folder with one click
- Move a related messages from a single selected email:
- Move an entire conversation thread
- Move messages from a conversation thread received previous to the selected one
- Move all messages from the sender
- Move all messages from the sender received previous to the selected one
- If the desired folder is not among Filer's recommendations, begin typing in a custom dialog to quickly find and select an Outlook folder
- File to public folders in Outlook
- Undo the previous move you initiated using Filer
- Mark messages moved by Filer as having been read (optional)
- Include sent messages when moving an entire message thread (optional)
- Automatically file messages received from a sender after a specified delay (Outlook 2007 only)
The Xiant Filer user interface is integrated into the following areas of Outlook:
- Outlook window:
- For Outlook 2003 and 2007: a Xiant Filer toolbar and menu
- For Outlook 2010: Filer controls on the Ribbon
- Filer commands on the message shortcut menu, which is available by right-clicking email in the message list (unsupported in Outlook 2003)
- Message window:
- Filer controls are available on the toolbar (Outlook 2003), or
- Ribbon (Outlook 2007 and 2010)
- Choose which of the following filing actions should appear on the toolbar or Ribbon and the message shortcut (right-click) menu:
- Move conversation thread
- Move previous in thread
- Move from sender
- Move previous from sender
- Choose the number of quick pick folder recommendations—from one to three—that can be displayed on the toolbar or Ribbon and the message shortcut (right-click) menu
- Optionally disable the Topics feature
Use Filer's Topics feature to group, collect, and track email (sent as well as received) that pertains to specific conversation threads:
- Create a topic from a single selection (Filer searches the mailbox for other messages in the thread and adds them for you)
- Add or remove email threads from a topic
- Show or hide topics—all or selectively—to display only those topics in which you are interested
- Open email directly from a displayed topic
- Identify new/unread email in a topic
- File email from a topic to an Outlook folder:
- Move by utilizing folder recommendations, browsing for a folder, or dragging the topic to an Outlook folder
- Selectively exclude messages by folder (for example, leave your sent email in the Sent Items folder)
- Arrange displayed topics on the screen:
- Move and resize a topic or change its color
- Dock topics to the exterior of the Outlook window
- Stack topics on top of one another to conserve screen space
- Delete a topic when you are finished with it (this does not delete email from your mailbox)
If you work in a Microsoft Exchange environment and use Outlook on multiple computers, you can install and use Filer on each one. Filer:
- Considers your filing habits from all computers when it recommends folders
- Shares all topics across computers
- If Windows Search is configured to index your mailbox , Filer searches the index instead of the mailbox when moving batches of related email or when adding email to a topic
- If an action requires Filer to search the mailbox directly, Filer attempts to move the process to the background so that you can continue to interact with Outlook
- If a filing action that requires moving a large quantity of email cannot be moved to the background, Filer provides you with feedback in the form of a status dialog
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