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Old 11-04-2005, 08:44 AM   #1 (permalink)
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Default What's your daily BB routine?

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I'd like to hear about the daily BB routines you use. I'd like to find the simplest way to keep my Outlook and BB clean, clear, and up to date. Here is what I have:

- my company uses Outlook but my space on the server is limited ... so I can't save too much more than a week or two of e-mails received (I get about 75 e-mails a day)
- in Outlook I have a personal folder set up with about 20 sub-folders that I use to organize the e-mails I receive. I end up having to save and file away about 50% of the e-mails I receive.
- I generally work through my Inbox in Outlook each day or two and clean it up by deleting or filing messages in my personal folders.
- I have read, and I believe understand, a lot of the postings on this site about wireless reconciliaton. I understand about BB using an indirect method to reconcile by looking at the deleted items folder in Outlook and then removing those from the BB message folder.
- I have set up a shortcut to filter my sent items and then use "delete prior" to get rid of those (thanks to someone for that suggestion)
- I haven't figured out a way to get rid of the items on the BB that I have moved in Outlook from my Inbox to a persona folder.


What I'd like to know is how do people use things like "delete prior", "wipe", sub-folders, and other things or tricks to actually use their BBs. How often do you do regular maintenance actions to keep things up to date. My ultimate goal is to have my BB as in sync with my Outlook as possible. Any inputs are much appreciated.
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Old 11-17-2005, 12:34 PM   #2 (permalink)
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I'm sorry I can't help but I have the same routine as you, and I'm interested in an answer to the items saved in personal folders in Outlook.

I hope someone has an answers, but if you happen to find the solution elsewhere, please post it back here!
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Old 11-17-2005, 01:02 PM   #3 (permalink)
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Once you save items in personal folders (or an archive folder) in Outlook, the BB no longer knows what to do with the message when it attempts to recocile....so it does nothing. The same thing is true when you delete a message in Outlook then empty your trash before the BB has a chance to reconcile.

Sorry, but you're out of luck. You'll have to delete manually from the BB.
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Old 11-19-2005, 07:49 PM   #4 (permalink)
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Eureka!

Thanks, but I don't like being out of luck, I knew there had to be an answer... the technology is too good to be that dumb! I tried a number of ways and finally cracked it.

Here is how to manage your emails if you move messages into sub folders in Outlook on your desktop. ie. Sub folders under your Inbox for messages you want to retain, often in topic specific folders. (Not sure if this works the same for Internet setup, but it works with our corporate BES setup.)

From the main Message screen, you can see all incoming and sent messages. If you highlight a date rather than a message (press "T" to take you to the top and highlights today's date), press the trackwheel and select "View Folder". Expand your personal folder if necessary and you will see all your Outlook Mail Folders, including your message sub folders. Select "Inbox" and you will see just the messages that exist in your Inbox, and not the messages in your sub folders. Note that this is a different view to the Alt-I view that shows Incoming messages. (You can also select and see the messages in your other sub folders using the same method.)

You can now work with your email as if you were working in you Outlook Inbox.

From either an open message, or a message you have read/replied/closed, press the trackwheel and select "File". This will display you Outlook Mail Folder tree. Select the appropriate sub folder and confirm. The message will be moved to that folder in Outlook and will dissappear from your Inbox view on the BB. (If you go back to the general message screen, this message will now appear with a "folder icon" instead of an "envelope". Note that if you delete one of these messages, it deletes it from your sub folder in Outlook.)

If you work in the Inbox view when you are managing your email, it looks and feels just the same as Outlook. You can maintain you Inbox just as you would from your Desktop, and it mirrors the changes on your Desktop, so you only need to make them once.

Moving a message to a sub folder from your desktop similarly moves it on the BB and is not shown when you use the Inbox view on the BB.

I can't find a shortcut to this view, but the normal default view is best anyhow, since it displays a combination of email, SMS, phone messages etc. It's not too painful to navigate to the Inbox view if you are going to spend half and hour or so dealing solely with email.

Now I just need to find a way to copy a message to create a new Task and I can forget my desktop all together!

I hope this helps.
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Old 11-19-2005, 08:24 PM   #5 (permalink)
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Quote:
Originally Posted by juwaack68
Once you save items in personal folders (or an archive folder) in Outlook, the BB no longer knows what to do with the message when it attempts to recocile....so it does nothing. The same thing is true when you delete a message in Outlook then empty your trash before the BB has a chance to reconcile.

Sorry, but you're out of luck. You'll have to delete manually from the BB.
That's true for Personal Folders in a separate PST file, you need to set your Personal Folder in the email reconciler and sync through desktop manager. But that's not necessary for Inbox subfolders if you are on a BES that has wireless sync. You can accomplish what 'timsa' is talking about simply by setting device Email Options > Hide Filed Messages to YES. If your active folders in Outlook are set up as Inbox subfolders, as 'timsa' described, the BB should sync those subfolders wirelessly. Once you file on the device, the message disappears from the device's main message list and goes to the subfolder (same thing happens once you file in Outlook and the device reconciles). After that, you can Delete Prior everything else in the device message list (or just your Incoming messages) whenever you want and the filed messages remain. My BB does this flawlessly (Deleted Items is another story, but that's taken care of by the Delete Prior).

JT
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Old 12-02-2005, 03:47 PM   #6 (permalink)
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Timsa,

I figured out a way to move the "inbox only" view pretty easily.

In Messages, click the wheel and select "search." Scroll down to "Folder:" and select the inbox. After that, change the "Show:" option, if you like. I don't want to see the Sent messages, so I choose "Received Only." Now, click the wheel again and select "save." Give your search a name, then scroll down to give it a shortcut key. I named mine "My Inbox" and gave it a shortcut of Alt+m.

To see the saved searches that come on the BB, from the Search screen, click the wheel and "recall."

Later,

Lost Dog
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