Single Click Filing

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Single Click Filing

$15

Single Click Filing is a clever new email organizer add-in that allows Outlook users to file their email with complete ease. It’s so simple, it’s a wonder Microsoft hasn’t thought of this itself.

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Single Click Filing for Outlook
Add ‘Single Click Filing’ to Outlook…

and make filing as easy as pressing the Backspace key Use Backspace for Filing! !
 
Features:
  1. Add up to 10 filing buttons to the Outlook Ribbon or Toolbar
  2. Use the Backspace Key Use Backspace for Filing! for your most favorite filing folder
  3. Easy filing to Any Other Folder (incl. MRU list)
Single Click Filing: the EASIEST way to file your messages!
Click to toggle to Outlook 2003/2007 toolbar
Next to the filing buttons, configure the Backspace key for your most frequently used filing folder
How It Works - Outlook 2010
Download and install 'Single Click Filing for Outlook'.After starting Outlook:
  • Select the 'Single Click Filing' tab
  • Click the ‘Single Click Filing’ button followed by 'Configure Buttons'
 
Configure ScreenIn the Configure window you can:
  • Enable and configure the Backspace key
  • Assign a folder by clicking the 'Browse' button
  • Change the button name
  • Move buttons up/down
  • Click 'Clear' to clear folder and button
In the Configure screen you can also
  • Add a folder to Outlook (click the 'Browse' button)
  • Disable shortcuts
  • Hide the filing buttons from the Home tab
When done click OK and your Single Click Filing buttons will show on Home tab of the ribbon. It's that easy!
To add to Quick Access Toolbar, right-click a filing button and select 'Add to Quick Access Toolbar'. Filing buttons will also show on the 'Single Click Filing' tab.
To file a message:
Simply hit the Backspace key or click one of the defined Single Click Filing buttons (or use the corresponding shortcut).To file to any other folder simply click the 'Any Folder' button (Alt+Z) for the complete folder list.
- 'Any Folder' also shows a list with 'Most Recently Used' folders for quick and easy access. - This MRU list can be cleared, frozen or a single entry can be removed. - To add a folder to Outlook click the 'Add...' button after clicking 'Any folder'. - Placing the cursor above a filing button will show the full path and shortcut of the button.
To undo a filing action, click the Undo button to move the message back to the original folder.
 
How It Works - Outlook 2003/2007
Download and install 'Single Click Filing for Outlook'.After starting Outlook, click the ‘Single Click Filing’ button followed by 'Configure Buttons'.
 
 
 
 
Configure Screen
In the Configure window you can:
  • Enable and configure the Backspace key
  • Assign a folder by clicking the 'Browse' button
  • Change the button name
  • Move buttons up/down
  • Click 'Clear' to clear folder and button
In the Configure screen you can also
  • Add a folder to Outlook (click the 'Browse' button)
  • Change name of the main button on the toolbar
  • Disable shortcuts
  • Remove the icons
  • Add button separators
When done click OK and your Single Click Filing buttons will show on the toolbar. It's that easy!
Add Single Click Filing to Outlook!
To file a message:
Simply hit the Backspace key or click one of the defined Single Click Filing buttons (or use the corresponding shortcut).To file to any other folder simply click the 'Any Folder' button (Alt+Z) for the complete folder list.
- 'Any Folder' also shows a list with 'Most Recently Used' folders for quick and easy access. - This MRU list can be cleared, frozen or a single entry can be removed. - To add a folder to Outlook click the 'Add...' button after clicking 'Any folder'. - Placing the cursor above a filing button will show the full path and shortcut of the button:
To undo a filing action, click the Undo button to move the message back to the original folder.

How to organize e-mail filing?

 
Why are we filing e-mail messages?
  • Quite obviously, to find messages again when needed in the future!
  • Most e-mail users keep the majority of their messages which makes filing messages a very frequent action.
  • Now how can we organize this task as efficient as possible?
Most common ways of filing
Basically, there are 2 different approaches for filing messages:
  1. Keep all messages within a single folder (either the inbox or a separate folder)
  2. Maintain a very detailed folder structure to organize every message according subject
For most e-mail users their filing system will be somewhere in between: a filing system consisting of a (limited) number of folders to group messages with related topics.
Problems with current filing practices
Unfortunately, there are a few practical problems with maintaining a folder system:
  1. For every message a decision is needed where to file (which are many decisions per day!)
  2. A folder system grows over time as more (sub)folders are added to keep up with different topics
  3. The folder system in itself proofs not very effective in finding old messages
Even more important:
  • Only 5-10% of messages we keep are needed again in the future while 100% of these messages need to be filed. Therefore it makes more sense to focus efforts on searching and to make filing as easy as possible.
A better approach
The widespread habit of filing messages into a filing system started in the early days of e-mail when there were no good e-mail search tools. Outlook search was slow and limited and there were no good indexing technologies available to enable fast searching through lots of data. But time and technology have changed and these days there are lots of excellent search solutions available to find data on our computers.
There are generic tools like desktop search tools: Windows, Google, Copernic, X1, … And there are more dedicated e-mail search tools: NEO Find, Xobni, Lookeen, … There are free tools and there are paid tools (some of which are free for personal use).
If now filing is time-consuming and not very efficient in securing access to old information, why not approach it from the other end: solve the search problem first and find a suitable filing structure with it.
The search problem can be easily solved by using a search tool to find e-mails. Strangely enough we use search tools all the time (who still uses the Yellow Pages instead of a search engine?) but for e-mail we still tend to rely on an old fashioned filing system…
Solve the search problem
Take following steps to solve the e-mail search problem.
Step 1: Install a search tool for your e-mail messages. Configure the tool to index all your Outlook folders and allow the tool to finish its indexing (e.g. leave the machine running overnight). E.g. NEO Pro and NEO Find: http://www.unitedaddins.com/product/neo-pro/.
Step 2: Use this search tool for at least one week (without accessing your filing system) to familiarize yourself with the tool and to learn how easy it is to find older messages.
Step 3: With the search tool to find messages, think again about the need for a folder structure in your filing system. Some structure can be helpful but in principle filing locations become irrelevant when a search tool can uncover any message you need.
Solve the filing problem
With the search problem solved the only requirement for the filing system is to separate short term items from messages which can be archived.
Step 1: Create a few staging folders for actions items and items waiting for answer – try to limit these folders to maximum 5-6 folders.
  • To Do, Wait4Answer, To Read, Reference, …
Step 2: Create a new archive folder for the current year, e.g. ‘Archive2011’. You can leave the existing filing system as is.
Step 3: Install and configure Single Click Filing for Outlook: http://www.unitedaddins.com/product/single-click-filing/
  • Add the staging folders under filing buttons 1, …, x
  • Configure the Archive folder under the Backspace key
Add Single Click Filing to Outlook!
For your action folders click one of the filing buttons, for all other messages simply hit the Backspace key to move it to your archive folder (or click the button on the toolbar).
For easy access to your folders, you can add your working folders to the Favorite Folders section of Outlook: right-click the folders and select ‘Add to Favorite Folders’. In the Favorite Folder section you can drag these folders into a preferred order.
More advanced ways of grouping messages
The above basic approach will be sufficient for the fast majority of e-mail users. For particular tasks or jobs some more advanced techniques may be helpful:
  • Add a few more folders for particular projects or clients
  • Learn how to use Outlook categories as a better alternative for grouping messages
  • Use the ‘Arrange by’ and ‘Show in Groups’ functionality of Outlook to organize a large folder
  • For action items, use Outlook Follow-Up or link messages to a specific Task or Calendar entry.
Anyway, the vast majority of messages can safely be stored away in a single large archive folder by simply pressing the Backspace key.
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1
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$15.00
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