ClearContext automates the filing process, making it easier to identify and store messages by remembering where you previously filed email.

Automated Filing
The File Msg, File Thread and File Topic buttons are used to move messages to folders.
- The File Msg button will move the current message from the Inbox into this folder.
- The File Thread button moves all messages in the Inbox from the current email conversation into the assigned topic folder.
- The File Topic button moves all messages in the Inbox with that assigned topic name into the topic folder. By default, the Inbox toolbar does not include the File Topic button. You can access it via ClearContext > File Topic or add it to the toolbar via toolbar customization.
When filing Inbox messages, ClearContext will automatically mark them as read. Change this behavior via ClearContext > Options > Preferences > Misc > Filing.
Suggested Topics
Once you assign a Topic to a message (by
filing to a Topic folder, via the Topic Selector, from the Topic drop
down, or by dragging a message into a folder), ClearContext
automatically assigns this Topic to all messages in the current
conversation thread. All responses to that email thread will be
designated with the selected topic. This enables one-click filing for
messages in conversations that already have a Topic assigned.
Remove a topic assignment by selecting "<Clear This Topic>" in the
drop-down menu. If the folder you want to file to doesn't
exist, enter a new Topic name and ClearContext will automatically create
the Topic folder for you.
ClearContext also suggests Topics based on the message sender when filing. If you don't see the Topic you want when using the drop down, select "<Show All Topics>" to open the Topic selector. ClearContext will learn as you assign Topics to new contacts and suggest these Topics as you file messages in the future.
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Topic Selector When filing, the Topic Selector allows for quick and easy assignment of Topics to messages, tasks, and appointments. In the Topic Search tab, start typing any part of the Topic name and the search window will filter the Topic list using down to the Topic desired. ClearContext will display suggested Topics based on the current email at the top of the Topic list. Click the Topic Tree tab for an easy way to visualize and file to Topics and Sub Topics. |
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Configuring Topic Folder Location For information about designating a Secondary Message, such as SharePoint Lists (Outlook 2007 Only), Public Folders, or secondary data files, see the user guide on sharing.
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Topic Preferences and
options Adjust Topic assignment preferences and options via the Topic Assignment and Topic Options tabs at ClearContext > Options > Preferences. On the Topic Options tab, check "Save Sent Messages" to automatically move sent messages with Topics to the appropriate Topic folder. The Topic Display drop downs control the size of the Topic drop down list box. Check "Copy Topics to Categories" to duplicate Topic assignments in the native Outlook category field. Check "Remove Topics from Categories" to instruct ClearContext to remove the duplicated Topic from the category field when a Topic is changed or unassigned. Please note that category assignments on email may be communicated when sending messages. |
Automatically File Replies
When replying to an email, ClearContext can automatically file
or delete the original message, moving it out of the Inbox and saving
the need to deal with it again. Accessed from the Original Message
drop down on the compose message toolbar, there are three options:
- File To Topic - Automatically files the original message into its associated Topic Folder.
- Delete - Much like File To Topic, automatically delete the original message used when replying.
- No Action - Do not move or delete the original message used to spawn this item.
When issuing an Original Message command from a reply, ClearContext remembers the action you last took and defaults to it the next time you process a message. The last action is remembered for two different states - messages that initially have topics assigned to them and items that do not.
ClearContext warns when you are about to file or delete the original message. Change this behavior via the ClearContext Misc preferences menu (ClearContext > Options > Preferences > Misc).
New Messages: Assign a topic to a new message via the drop down menu on the open message prior to sending. All email responses to that message will automatically include the topic name. In addition, if you are utilizing the Save Sent Messages option, this new message will automatically be filed in the appropriate topic folder.
Category Delimiters: Change the Prefix and Suffix appended to Topic names when duplicated in the category field via ClearContext > Options > Preferences > Topic Options. Leave these fields blank to remove the delimiters.
Tutorials: For more detail on these and other concepts, watch our Topics and Filing Tutorial, our demonstration on converting folders to ClearContext Topics folders, including instructions for designating an alternate PST to be your ClearContext Topics repository.
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