We are pleased to announce the release of IMS v4. The press release is posted here. We’ve got a lot more to say about the release a little later. In the meantime, peruse our newly re-designed website, download and install IMS v4, and let us know what you think.
As an ever increasing amount of data is sent and stored in email, many corporate Microsoft Exchange users are exceeding their Exchange quotas. "Your mailbox is over its size limit" often appears at the most inopportune times, forcing the user to stop whatever they are doing to prune their inbox or, worse yet, causing them to miss important messages because they are blocked by the Exchange server.
ClearContext can help proactively archive messages to combat this problem. By changing the Topic Folder location to a local Personal Folders file and using our automatic topic filing functionality, all archived messages will be automatically transferred out of the Exchange mailbox and into a local file. Here’s how to do it:
If you do not already have a a local file that you want to store messages in, create one in Outlook via File > New > Outlook Data File… Going forward, as you review new email, assign a topic to the message. This topic will automatically be assigned to all current and future messages in that message thread. When you are ready to move the message out of the inbox, use the ClearContext Filing buttons to file the message, message thread, or all messages with the current topic assigned. They will be moved from your Exchange file to a corresponding Topic Folder in the location you have defined in your local mail file. In addition, if you enable Sent Message filing, all sent messages with Topics assigned will automatically be moved from the Exchange Sent Mail folder to the associated local Topic Folder.
The end result: you’ll be storing most of your messages locally, in one place, for easy review and retrieval without the hassle of begging your Exchange Administrator for more space or emergency message deletion sessions to keep the mail flowing.
See the video below for a demonstration on changing your topic folder location:
UPDATE 11/2008: New video
For a higher quality version of the video, see our tutorials page. For additional detail on Topics and Filing, please see our User Guide.
The default ClearContext Topic Folder location (where all topic folders are created and messages are filed when using File Msg, File Thread and File Topic buttons) is located under /Inbox/ClearContext Topics in the primary email data store. This location can be changed via the configuration window located at Tools > Options > ClearContext > Configuration. The Message Store drop down menu allows you to change the .pst location that topics are stored in, while the Location function permits renaming of the folder where ClearContext Topic Folders are stored. For example, changing the location entry to /Inbox will configure ClearContext to create new topic folders directly under the Inbox folder (and also make a ClearContext Topic for each existing Inbox folder).
Prior to installation of ClearContext, many users already store their email in folders. To take advantage of Topic functionality using these pre-defined folders, drag them underneath the ClearContext Topic Folder (as defined in the configuration settings detailed above). Each folder name will now be listed as a topic on the Topic drop down menu and the File Msg, File Thread and File Topic buttons will move messages into these locations.
See the video below for a demonstration of these concepts:
11/2008 UPDATE: New video.
For a higher quality version of the video, see our tutorials page. For additional detail on Topics and Filing, please see our User Guide.