Topics: Managing the Inbox via Automated Filing

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.

		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. Use the Jump button on the toolbar or on the Topic Selector to quickly navigate to a Topic folder.
		Configuring Topic Folder Location By default, ClearContext uses all of the folders in your primary mail file as Topic folders.  If you store all of your folders under a single location (i.e. /Inbox) change the ClearContext Topic Folder location via the configuration window located at ClearContext > Options > 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 file to sub-folders of the Inbox only. 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.
		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).