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How do I take my emails with me? First Class transition 2

There are two ways of taking your emails with you. 

One, you can Export them; two, you can Summarize them.

If you have attachments on your emails that you need to save – choose Export. If you just need the text inthe emails, Summarize them. You can save Exported and Summarized emails in the same folder on your C drive.

Option 1 – Exporting – easy, but creates bulky files on your C drive:

  1. Select all the emails you want to take with you.  They should all be highlighted blue.
  2. Right-click on them and choose Export.
  3. Choose a place on your N drive to save them.  A folder named Email might be appropriate.
  4. Click Okay.

Your selected emails will go to this new folder.

However, every email is saved in its own folder, in SEVERAL different ways, with a name that First Class chooses based on the sender’s name, subject and maybe the date . Easy, but inefficient.  It will be very difficult for you to find an email again, if you choose this way.

Here’s another way.  This is easiest if you have already sorted your emails into folders.

Option 2 – Summarizing emails, slightly more difficult, but much more organised:

  1. Select the emails you want to save in the same place by clicking on them.  If you have already organised them into folders, you could select all the emails in one folder.
  2. Right-click on them and choose Summarize Selected.
  3. Go to File–>Export and choose a folder to save into.  Again, Email might be an appropriate name for this folder.
  4. Rename the file so that you know what is in the document.  If the emails have come from one folder, you might choose that name and perhaps a date or date range.
  5. Be sure to put the file type at the end, either .txt or .doc.
  6. Click Save.

Your selected emails will have been saved as one text-based document, and if you choose Word as your file type, you should be able to open it and search within it for any information you need.  And, because you have named it yourself, you can control the organisation of the files.

What do you think? Is one method better than the other?  Which do you prefer?

Also, what ‘fish hooks’ have you encountered with these methods?  Did you find solutions to your problems?  Please share in the comments!


October 31, 2010 Posted by | First Class, Gmail | Leave a comment

Preparation for First Class transition 1

Some things that will help your transition:
1. Delete, delete, delete.  Delete any unwanted emails.  Delete any unwanted or unused contacts.  Delete any unused documents in the subject area, while you’re at it.
2.  Organise your emails into folders.  Click on New, and choose Folder.  Give it a name that makes sense to you as to the contents.  Put all the relevant emails into that folder.  Repeat.
3.  If you already have folders, go through them and delete anything you don’t need or aren’t required to save.

October 31, 2010 Posted by | First Class, Gmail | Leave a comment