Emails are the lifeblood of business, but all too often the veins get clogged by inefficient management. Maintaining networks and servers cost companies time and money. Administrators must be able to pull up important messages on demand, plus tackle disorganised file systems and redundant accounts.

Oasys Mail Manager (From £115 ex VAT, discounts available for multiple licences) is a plug-in for Microsoft Outlook that enables simple but powerful email management. This solution has the back end necessary for managing enterprise environments, but is also an effective tool for home users.

Mail Manager is a local client application that plugs its toolset directly into Microsoft Outlook. It doesn’t require complex installation over servers by IT experts.

It can be used on Windows computers and iPhone, Google Android, Windows Phone 7 and BlackBerry smartphones.

Here’s a step-by-step guide to using Mail Manager. We’ll take you through its comprehensive feature set, and will have you running its lightning-fast search facility, collaborative functions and filing system in no time.

Protecting your business

No business expects to find itself being instructed to hand over data by a court of law, but it happens every day. And huge legal costs can be incurred if those demands can’t be met – Microsoft was once forced to pay £25m when it couldn’t produce email evidence in court.

Courts have previously penalised companies for not being able to also provide the metadata, file owner, routing and sender information.

Under the 1988 Data Protection Act, anyone has the right to request information on what data your business servers hold on them. Such requests are often made by ex-employees in unfair dismissal suits. If you can’t produce the data within 20 days, you’re in breach of the law and will have little ground to stand on in court.

Mail Manager provides a comprehensive data-retention policy. The plug-in centrally manages employees’ shared documents, and makes them easy to find on demand.

Mail Manager uses the same Windows file system as your PC and treats emails just like any other Microsoft Office document.

How to use Oasys Mail Manager

Step 1. Mail Manager Outlook plug-in: Install Mail Manager, then restart your PC. A feature-complete 30-day trial is available at Mail Manager plugs into Outlook, where it takes the form of a simple but powerful toolbar. Mail Manager will automatically load with Outlook. Use the toolbar to select options from the File menu, or to try its Search, Snap ‘n’ Send and Label features. You can change your preferences on the Tools tab. The Help section contains excellent step-by-step video tutorials.

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Step 2. Filing a message: Select a message and click the File Email button on the Mail Manager toolbar. Choose where to store your message in the window that appears. Rather than hiding away messages on a mail server, Mail Manager uses a standard Windows folder system and the .MSG file format. This ensures your messages are easier to organise and read. Messages can be stored in existing file structures, and you can file them while not connected – when you next log in, Mail Manager files them away automatically. Click the Options tab for more control.

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