HAYES

Hayes A+ Email - Organizing Messages

 

Window View Properties

You can customize the way your mailbox is arranged by using the View menu. You can also customize the view of folders. The mailbox or folder window can be set to show each message, folder and conference as an icon, or they can appear as a list. Index card view is designed for contacts. The window can be split so that messages are on one side, folders and conferences on the other side. Other view properties can be set by using the Change View Properties dialog box (View > Change View Properties), several of which are described on this page.

Icon, Scaled Icon, List or Index Card

    1. Select the window (desktop, mailbox, folder or conference) for which you want to change the view. If the window is split into two panes, either vertically or horizontally, each pane can be set individually to the view you choose. To select a particular pane, click anywhere in that pane.
    2. From the View menu choose Icon, Scaled Icon, List or Index Card.

Split the selected window

Generally, folders and conferences will automatically be in the top or left pane in a split window. Messages will automatically be in the bottom or right pane. Items can be dragged from one pane to the other, however.

  1. Select the window (desktop, mailbox, folder or conference) for which you want to add, remove or change the split. Split windows have two panes.
  2. From the View menu choose the Split sub-menu and either No Split, Split Horizontal or Split Vertical.

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Filtering messages

Lists of messages can be temporarily filtered by one of four categories: Incoming, Outgoing, Unsent or Unread.

  1. Open your mailbox. If the window is split, select the bottom or right pane by clicking anywhere in the list of messages.
  2. View > Filter
  3. Choose among the four filters.

When your message list is filtered, the listed number of items at the bottom of the window is the total of filtered messages. (If you select anything, this total will change to the number of selected messages.) The number of files and folders at the top of the mailbox includes everything in the main level, including any items that are not currently visible through the filter. The filter reverts to the default when you close the window or when you choose View > Filter > All Items. If you would like to view only the messages in a conference that are marked as unread, View > Filter > Show Unread Items. The filter will reset to Show All Items when you close the conference.

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Deleting and undeleting

The trash can on your desktop

Anything you delete from your account will remain in the trash can for seven days, after which time the daily audit process will permanently purge it from the server. (This procedure begins at 3:00 AM and continues for several hours to work through each account and conference.) While items are still in the trash can you can remove (undelete) them. The trash can gives you access to all deleted items in your account. When you open the trash can it scans all of your folders for deleted items which are listed next to the name of the folder from which they were deleted. You can undelete any item by selecting it the item in the trash can and clicking the undelete button. The item will return to the folder where it originated.

 

Four ways to delete

  1. Drag the item to the trashcan on your Hayes A+Email desktop.
  2. delete buttonSelect the item(s) you want to delete then click the Delete button on your toolbar. (Dragging the item to the Delete button won't work; instead it will cause a shortcut to appear on the toolbar.)
  3. Select the item(s) you want to delete then File > Delete
  4. Select the item(s) you want to delete then press the DELETE key on your keyboard.

Deleting from your mailbox

You can either delete individual messages and folders or select multiple items to delete together. Selection of a closed thread includes all messages in that thread and selection of a folder includes all messages within the folder.

If you are deleting messages because you are near your disk usage quota and want to delete an entire folder, first open the folder and delete all of the messages inside. Then delete the folder itself. This should release the disk space immediately. Exiting and logging back in will always update your quota.

Undeleting using the desktop trash can

  1. Open your trash can.
  2. Find the item you want to undelete.
  3. Click the undelete button. The item will reappear in the folder where it had been before you deleted it.

Undeleting items in the folder or mailbox where they originated.

    1. Open the folder or mailbox where the deleted item was last located before you deleted it.
    2. View > Show Deleted Items. Among your messages you will see all of the items you have deleted since the most recent time that the server system maintenance process purged old messages. Each of these deleted messages and folders will have a trash can icon Trash can icon next to it. (The Flag column must be visible in the list of folders or messages in order for the trash can icon to show.)
    3. Select any item in the mail list that you want to undelete.
    4. File > Undelete. The trash can icon will disappear from the selected item(s).
    5. To hide any remaining deleted items that you do not want to recover, View > Hide Deleted Items.

Deleting from a conference

Unless you are the controller of the conference you can usually delete only the messages that were sent by you. (This depends on the permission granted you by the controller.) Items deleted directly from a conference are not part of your account and will not appear in your trash can. Your personal copies of messages addressed to conferences are stored in your mailbox. They will not be deleted if you delete the copy that is in the conference.

All conferences have default expiry periods. This can be set by the controller. To find out how many days a message will be in the conference, select it and File > Properties (Windows) or File > Get Info (Macintosh). If the message was sent by you, you can change the expiry period causing the message to automatically delete when you choose.

If you want to temporarily remove a message from a conference so that you can make a change to it or send it again at a later time, you can unsend the message:

      1. Open your mailbox and find your copy of the message addressed to the conference. (If you have deleted the message from your mailbox you won't be able to unsend it.)
      2. Select the message and Message > Unsend. The message in your mailbox will be marked with a white flag white flag indicating that it is an unsent message.
      3. You can edit the message if you like and keep it in your mailbox until you are ready to send it again.

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Sorting/Grouping

Simple sorting of messages can be done directly in the list by clicking the heading of the appropriate column. For example, if you want to sort the messages by subject, click this column heading: Subject column header. A second click on the same column heading will reverse the order.

More fine-tuning of the sort order, grouping and the list/icon view can also be changed by using the View Properties dialog box.

  1. view properties screenshotFrom the View menu choose Change View Properties
  2. Click the Sorting tab.
  3. After making your selections, click Apply. Click OK.
  4. The Display format field allows you to select the way you would like files displayed in the currently selected window. Choices are Icon, Scaled Icon, List, and Index Card.

The Sort on field lets you choose any of the column headings for sorting. The Reverse sort box can be checked if you like.

The Group items on field lets you choose any of the column headings so that messages that have the same information in that field (for example the same last modified date) will remain grouped together even while sorted.

Sorting conference messages

If you are a conference controller, be aware that your sorting and grouping selections in the conference may affect other readers.

If you are not the conference controller, the sort order you select will probably revert to the default after you close the conference. This depends on the permissions set up by the controller. To set a default view that will apply to conferences where there are no set preferences:

  1. Open a conference that has a controller other than yourself.
  2. Set the list view preferences as you choose - columns and their order, sort order, grouping, font.
  3. Close the conference window.

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Selecting multiple messages

Be careful when selecting messages - especially those you intend to delete or move. If the message you selected has other messages grouped with it, and if the thread is closed, you will have selected the entire thread. Open the thread by clicking the plus sign so that it becomes a minus (Windows) or the right-pointing triangle so that it becomes down-pointing (Macintosh). This allows you to select only the individual message you want to delete or move.

You can select multiple messages in the following ways. To select:

  1. All messages in a folder or mailbox - Click in the area where your messages are displayed. Edit > Select All.
  2. Adjacent messages in the list (for example, the first ten messages) - Click the first message, hold down the SHIFT key, click the last message then release the SHIFT key.
  3. Any number of messages that may not be adjacent in the list - Hold down the CTRL (Windows) or APPLE (Macintosh) key while you click each message you want to select.
  4. Messages with the same sender or date - Hold down both the SHIFT and CONTROL keys (Windows) or SHIFT and APPLE keys (Macintosh) while you click on the part that you want to match. For example, if you want to select all the messages from John Smith click on John Smith's name on one of the messages.
  5. All messages in a thread - Close the thread and click the closed thread.

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Creating and using folders

If you keep many old messages in your mailbox, sorting them into folders by category makes it easier to find an individual message or group of messages. It also makes the process of backing up your files more efficient. Each folder has a limit of 32,767 received messages.

Creating a folder:

  1. Open your Mailbox.
  2. File > New > New Folder. A blank folder will appear in your mailbox window.
  3. To assign a name to the folder, click once on New Folder, then File > Properties (Windows) or File > Get Info (Macintosh). Type a new folder name in the Name field. The name of a folder cannot be more than 63 characters.
  4. While you have the properties window open, you can change the icon for your folder. The properties window has a picture of the current icon that is used for the folder in the upper left corner. Click once on this icon. A list of available substitute icons will appear and you can select any one of them by clicking it.
  5. Close the window. You will be prompted to save the changes. Click Save.
  6. To separate folders from the individual messages in your Mailbox, we recommend that you split your Mailbox window. View > Split > Split Horizontal (or Split Vertical).

Protecting a folder or any other icon from being accidentally deleted or moved:

  1. Click once on New Folder, then File > Properties (Windows) or File > Get Info (Macintosh).
  2. In the Info window for the folder, check the Protected box.
  3. You will not be able to delete the folder or move it within another folder while the Protected box is checked.

Protecting a folder from being changed:

  1. Click once on New Folder, then File > Properties (Windows) or File > Get Info (Macintosh).
  2. In the Info window for the folder, check the Read Only box.
  3. You will not be able to move anything into the folder while the Read Only box is checked.

Moving messages to a folder:

You can either move individual messages or select multiple messages to move together. Selection of a closed thread includes all messages in that thread. You can also move a folder inside another.

  1. Select the message(s) or folder you want to move.
  2. Drag to the destination folder. If several messages are selected, they will move together.
  3. To view the list of messages contained in a folder, double-click the folder.

 

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Saving and archiving messages

Every user should back up important messages and attachments on a hard drive or other media such as a CD, DVD, or USB drive in case of accidental loss of the original message in Hayes A+Email. This also allows you to delete many messages and attachments from your Hayes A+Email account to free valuable space. Messages saved in text format can be easily searched, stored and shared with other users.

There are several methods to choose from, depending on how you want to use your saved messages. If you want to save several messages together you can either select the group of individual messages or choose an entire folder or conference. Instructions for selecting multiple messages explain how to select messages with the same sender, date or subject. You can sort your messages so that you can easily select a range of dates, or you can simply select any number of individual messages. If you are saving or summarizing many messages together and have trouble, it may be that you are working with too many messages.

Note: Whether the saved messages are in .doc, .rtf, or .txt format, they can be opened and read using a word processor such as Microsoft Word.

Note about attachments: You may wish to save your attachments to your computer separately without the messages. Or you may want to save several attachments in a folder on your computer along with a summary file containing many messages. If so, use the instructions on the basics page for opening or saving attachments. If you want to save each attachment with its related message, follow the instructions below for Saving Messages and Attachments.

Saving Messages and Attachments together

Messages can be exported together with their attachments. Each message is saved as a folder containing the message content and attachments (if any). The message folder is named as the sender followed by the message subject (for example _John Smith;Meeting Notes;). The message content is saved in three different formats, so your folder will contain files called content.rtf, content.txt and content.XML plus files for each of the attachments.

This export procedure can be done with an individual message or a folder. If you select a folder for export, the result will be a folder on your computer with the same name as the folder that you selected in Hayes A+Email. That folder will contain a folder for each message as described above.

  1. Select the message or folder you want to export or select several messages. Each message will become a separate file.
  2. From the menu choose File > Export Documents.
  3. Navigate to the location where you would like to save your file(s) then click OK.
  4. Messages will be saved one per folder as described above.

Saving an individual message as a text (.txt) file:

1. Close the message and select it
2. From the menu choose Message > Summarize .
3. From the menu choose File > Export Documents.
4. Navigate to where you want the message to go and click Save.

Saving multiple messages together as a summary in one file (.txt or .doc)

If you give careful thought to choosing messages you want to save together, this is a useful archiving method for organizing your messages. Because header information is saved as well as the message text, you will be able to search the resulting file for names, dates and subjects. Your mailbox folders may already be organized so you will need to do little preparation, but before you use this method for archiving or backing up your messages, we recommend you distribute messages into folders so you can summarize the contents of each folder. This method also works if you simply want to select several individual messages to save together. The summary cannot be edited in Hayes A+Email. You must save the summary first, and any needed changes can then be made in a word processing program.

  1. Open your Mailbox, a folder, or a conference containing messages you want to save. Sort the messages in the reverse of the order you would like them to appear in the saved file.
  2. Select the messages that you want to save together .
  3. Message > Summarize Selected. A new file will open with the summarized messages. (Because most people sort their email so the most recent is at the top of the list, the Summarize Selected command puts them in the reverse order. This way your file will be chronological - oldest first.)
  4. Although this file can be quite large, there is a limit. Check your summary carefully to be sure it includes all of the messages you wish to save. A long summary can take a few minutes to complete; however, a very long summary may hang the program. Restart and try again with fewer messages (perhaps 50). It is difficult to suggest an appropriate number of messages because their size and content is a factor.
  5. If you would like to keep the formatting (fonts, colors) of your message summary, copy the entire summary and paste it into a Word document then from the menu choose File > Save. If you would like a simple text file, from the menu choose File > Export Documents
  6. Enter a name for the file then navigate to the location where you would like to save it. Click Save.
  7. A .txt file can be opened with Microsoft Word or any other word processing program. A .doc file will automatically open in Word.

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