Xiant Forums / Using Filer / Xiant Filer

Excluding Personal Folder files (.pst) from Filer's recommendations

Moderator1 — Wed, 28 Apr 2010 10:44:28 GMT

If you have multiple Outlook data sources, you can exclude secondary mailboxes or Personal Folders files (.pst) from Filer's folder recommendations. Only the default mailbox and any delegate mailboxes are required. You might do this to prevent Filer from recommendting folders in an archive PST.

You can manage these exclusions on the Message Filing tab of the Xiant Filer Options dialog.

Backing up settings

pjtaylor — Sat, 12 Sep 2009 09:56:26 GMT

Is it possible to do the above? If I have alot of rules I would like to not have to recreate them if I change PCs.

Thanks.

Automatically filing messages by sender

Moderator1 — Thu, 25 Jun 2009 16:25:55 GMT

Filer includes an optional feature that automatically moves messages that arrive in your inbox from a particular sender to a designated folder. You may specify a delay prior to filing or request that messages be filed immediately.

Note that this feature is unavailable to Outlook 2003 users.

Enabling automatic filing

Before you can use this feature you must first enable it on the Message Filing tab of the Xiant Filer Options dialog.

Setting up automatic filing

From the Outlook message list, select a message from the sender whose messages you want to automatically file.
Depending on your version of Outlook, select Automatic Filing by Sender either from the Xiant Filer menu or Ribbon tab.
On the Automatic Filing by Sender dialog, select the Auto File e-mail check box, define the filing rules, and then click OK:

Define a filing delay.
Choose a destination folder. Filer may recommend folders based upon your history of filing messages from the sender; choose a recommended folder or select Move to Folder to browse for one.

Disabling automatic filing

To disable automatic filing for all senders, open the Xiant Filer Options dialog and clear the Automatic filing by sender check box from the Automatic Filing area on the Message Filing tab.
To disable automatic filing only for a particular sender, select a message from the sender in the Outlook message list, choose Automatic Filing by Sender from the Xiant Filer menu, clear the Auto File check box, and then click OK.

Filing messages from a Topic

Moderator1 — Mon, 29 Jun 2009 10:02:03 GMT

You can quickly move the messages collected by a Topic to a folder in Outlook. If you are finished with the Topic, you can also have Filer delete it after the move.

To file the messages in a Topic to a folder:

Use one of two methods to initiate the move. If you use the wrench menu, Filer may recommend likely destination folders.

Drag the Topic by the upper-left area of its title bar to an Outlook folder, or
From the wrench menu of a displayed Topic, either choose a suggested folder or select Move to Folder to browse for or create a destination folder.

Filer prompts you to confirm the move. If you want the Topic to continue monitoring message threads, clear the Delete Topic after Move check box before clicking OK to proceed with the move.

Deleting a Topic

Moderator1 — Mon, 29 Jun 2009 09:57:53 GMT

To delete a Topic, show it and then select Delete Topic from the wrench menu.

Note that deleting a Topic does not delete its messages in Outlook.

Removing messages from a Topic

Moderator1 — Mon, 29 Jun 2009 09:55:21 GMT

You can remove messages from a Topic individually or by thread by right-clicking either a message or a thread header and selecting a Remove command.

After you remove a thread, the Topic no longer monitors and collects messages from the thread.

Adding a message thread to a Topic

Moderator1 — Mon, 29 Jun 2009 09:53:33 GMT

A Topic can monitor multiple message threads. Add a message to a Topic to start tracking its message thread. After you add the message, Filer searches your mailbox for other messages that are part of the thread and adds them to the Topic for you.

To add a new message thread to a Topic:

If the Topic is shown, simply drag a message to the Topic window.
Optionally, right-clicking and drag the message to the Topic and then choosing Add Single Message if you are already caught up on a message thread and want the Topic to track only newer messages.
Alternatively, you can also add a message thread to a Topic by:

Selecting a message from the thread in the Outlook message list and using either the Add to Topic button on the Xiant Filer toolbar or Ribbon tab or by right-clicking the message.
Opening a message and, from the Message tab of the Ribbon, click Add to Topic from the Topics box.

Arranging Topics

Moderator1 — Mon, 29 Jun 2009 09:49:46 GMT

When Topics are shown, you can arrange them on the screen to your liking. When you show a Topic window, it should appear in roughly the same position and size as the last time it was shown.

Moving and resizing

To move a Topic on the screen, drag it by either its title bar or status bar to a new position.
To resize a Topic, click and drag the perimeter of the Topic window.

Changing color

To change the color of a displayed Topic, select Change Color from the Topic’s wrench menu. Note that you cannot select a specific color; instead, Filer toggles the color among a handful of available choices.

Docking

You can dock a Topic to the outer perimeter of the Outlook window. A docked Topic remains fixed in its relative position on the perimeter of the window as you move and resize the Outlook window. Filer may also dock Topics automatically when you show them.

To dock a Topic, move its window close to the perimeter of the Outlook window (it will snap into place).
To undock a Topic, move it away from the Outlook window.

Stacking Topics

You can stack shown Topics to conserve space on the screen. The message list is displayed only for the selected Topic in the stack. A stack can be moved, resized, and docked.

To stack Topics, drag one Topic on top of another Topic (or stack of Topics).
To select a Topic in the stack, click its title bar.
To remove a Topic from a stack, move the Topic off of the stack by dragging its title bar.
To resize the stack, drag the perimeter of the stack.
To close the entire stack, click the button; closing a stack closes all Topics in the stack.

Monitoring messages from a Topic

Moderator1 — Mon, 29 Jun 2009 09:35:27 GMT

When a Topic is shown, a icon appears next to new or unread messages. You may also notice a flash effect on the Topic window after new messages arrive. Double-click a message to open it directly from the Topic window.

For Topics that are not shown, you can quickly check which Topics contain new messages by clicking the Topics button, either on the Xiant Filer toolbar or Ribbon tab. If a Topic contains new messages, a icon appears next to its name.

Showing and hiding Topics

Moderator1 — Mon, 29 Jun 2009 09:19:51 GMT

Topic windows can be shown or hidden. Even when hidden, a Topic continues to track and collect message from the threads it is monitoring. Shown Topics are displayed on the screen only when the Outlook window is also displayed:

Minimizing the Outlook window hides any shown Topics; restoring the minimized Outlook window also restores each shown Topic.
When starting Outlook, all Topics are hidden by default.

Showing/hiding all Topics

To show all available Topics, click the Topics button on the Xiant Filer toolbar or Ribbon tab, then select Show All.
To quickly hide all Topics, click the Hide All button.

Showing/hiding particular Topics

To show a particular Topic, click the Topics button on the Xiant Filer toolbar or Ribbon tab, then select the Topic by name. Note that if the Topic was stacked when it was last shown, it may appear in a stack once again.
To hide a Topic, click X in its title bar.

Creating a Topic

Moderator1 — Mon, 29 Jun 2009 09:08:41 GMT

The quickest way to create a Topic is by using the Xiant Filer toolbar or Ribbon tab:

In the Outlook message list, select a message from the thread you would like to track and then click on the toolbar or Xiant Filer tab on the Ribbon.
Name your Topic and then click OK. Filer uses the message subject text as the Topic name by default.

The Topic window appears and displays the selected message. Filer soon searches your mailbox — including your “Sent Items” folder — for other messages in the thread and adds them to the Topic as well.

As with Filer’s move commands, there are alternative methods for creating a Topic:

Right-clicking a message in the Outlook message list
Opening a message and using Topics controls on the message window Ribbon

Undoing a filing action

Moderator1 — Thu, 25 Jun 2009 16:04:07 GMT

If you discover that you used Filer to move messages to the wrong folder, you can undo the move by clicking Undo Move on the Xiant Filer toolbar or Ribbon tab. Note that Filer only tracks one level of filing history.

Note that you cannot undo messages moved using the automatic e-mail filing feature.

Filing from an opened message window

Moderator1 — Thu, 25 Jun 2009 15:59:42 GMT

Filing from an opened message window will vary slightly based upon which version of Outlook you are using.

Outlook 2007 and 2010 users

From an opened message window, use controls in the Move to box on the Message tab of the Ribbon to file the opened message.

Click a quick pick recommendation to file the displayed message; additional recommendations may be available from a secondary Move to Folder control.
Additional filing actions--Move Thread and Move Sender--are also available as secondary move controls.

Outlook 2003 users

In Outlook 2003, use the Xiant Filer toolbar in the message window, which resembles the toolbar of the same name from the Outlook window.

Filing from the Microsoft Office Outlook window

Moderator1 — Thu, 25 Jun 2009 15:52:54 GMT

Filer offers three methods for filing e-mail from the Outlook window:

The Xiant Filer toolbar or Ribbon controls,
The message list shortcut menu, available by right-clicking a message (unavailable in Outlook 2003), and
The Xiant Filer menu (unavailable in Outlook 2010).

This post assumes you are using the most recent version of Filer; to ensure that you have the most recent version, select Check for Updates from the Xiant Filer menu or tab on the Ribbon in the Outlook window.

Using the Xiant Filer toolbar

Use the Xiant Filer toolbar in the Outlook window to quickly file messages. The toolbar potentially offers the following distinct filing actions:

Move message
Move thread
Move previous from thread
Move all from sender
Move previous from sender

As you select messages in the Outlook message list, Filer’s most highly recommended folder appears as a quick pick button for each filing action.

Click a quick pick button to move the selected messages to that folder.
Click a Move to button to view additional recommendations for each filing action. If Filer doesn’t make any recommendations -- or if you don’t like any of the recommendations -- click the last move command in the list to browse for a destination folder or create a new folder.

To optionally customize the number of quick picks as well as the filing actions displayed on the toolbar or Ribbon, go to the Customize Commands tab of the Xiant Filer Options dialog.

Right-clicking a message

As an alternative to the Xiant Filer toolbar or Ribbon, you can also right-click a message in the message list to access Filer’s move commands. As with the toolbar or Ribbon, quick pick recommendations appear for each filing action, followed by a sub-menu with additional recommendations.

Using the Xiant Filer menu (unavailable in Outlook 2010)

Each filing action is also available from the Xiant Filer menu. Select a command to view folder recommendations; select a folder to move the message.

Available filing actions

Moderator1 — Thu, 25 Jun 2009 14:44:51 GMT

Filer offers a number of distinct filing actions:

Move message, which moves only the selected messages.
Move thread, which moves the conversation threads associated with the selected messages. A move previous variation of this action is also available, which moves all messages in the thread that were received prior to the selected message.
Move from sender, which moves all messages from the sender of the selected messages. As with move thread, a move previous variation is also available, which moves all messages received from the sender prior to the selected message.

A link to the User's Guide

Moderator2 — Tue, 23 Jun 2009 15:10:05 GMT

For Outlook 2003 and 2007 users:

http://www.xiant.com/Filer/XiantFilerUserGuide.pdf

For Outlook 2010 users:

http://www.xiant.com/Filer/XiantFilerUserGuide_Outlook2010.pdf