In the days when I ran a computer network I used to hide all sorts of
things in the Rules options for all email accounts secure in the
knowledge that only 2 people knew how they worked and one of them was
me! But as the years have gone by the need to use this option in email
accounts has increased as the volume of email special-interest groups
has increased and it is so helpful to be able to stash things away.
I hope that this ball I am just about to roll will be useful and others
will follow my lead. For those who do not wish to partake please just
ignore the thread with 'email rules' in it.
My own knowledge of Rules is based on 3 email softwares: GroupWise,
Outlook and Mozilla Thunderbird. They all work in a slightly different
manner and yet the logic remains very similar. I have ALL of my
newsgroup emails taken out of my inbox, which I need for urgent and work
related stuff. I did set up several different folders, but now have one
general one which I graze from time to time over a cup or coffee or
sandwich.
My settings have been....
GroupWise: Tools>Rules>New
Rule Name: Archives-NRA
New item tick Received
Click on button for rule - Drop down to From [] Archives-NRA
Tick Mail
Click on Add Action Move to Folder: Archives and Save
Mozilla Thunderbird: While on Local Folders Tools>Message Filters
New
Archives
return-path contains JISCMAIL
Move message to Archives on Local Folders
Outlook (2000 only I am afraid): Tools>Rules Wizard
New
Move new messages from someone
From people or distribution list.
Click on link to add new contact for Archives NRA
([log in to unmask]) and click on link to move to Archives folder
Add any exceptions that may be relevant (sent only to me is the most likely)
Currently I am using thunderbird, which is brilliant, with integral spam
filtering done in a friendly form and the pop-ups for emails contain
information about them, which allows for a calm appraisal of the nagging
noise. GroupWise is excellent in the corporate world, I haven't used
Outlook for years but it is the most akin to MS Exchange, hence my
including it in this email.
I hope that this is helpful to someone, at least!
All the best
Amanda
Web link for Thunderbird Filters
http://opensourcearticles.com/thunderbird_15/english/part_07
Pam Cranston wrote:
> I have also found the whole thing fascinating. One side-effect is that
> it has shown how people react to a bit of light heartedness. Giggle
> and ignore? Join in? Delete? Get angry?
> Whilst we all need to be serious and professional in our work, a bit
> of lightening up now and then is no bad thing. Some brilliant play on
> meerkats came my way this morning with the serious intention of making
> us look further into what was being showcased. Hannah's own slogan
> was, in fact, a play on words: 'acid-free' has various connotations,
> and tended toward the humorous rather than serious, I thought. Who
> decides if its 'silly' or not? Is the 'Dark Archivist' to be expunged
> from our screens on the grounds that it trivialises archives and
> archivists? Or glamorises them?
> Food for thought.
>
> Ways of managing mail have been very interesting indeed. Perhaps we
> need to investigate these, bearing in mind we are all using different
> software and filters. Something for Arc perhaps.
>
>
> Locker,Anne wrote:
>>
>> Interesting – there was a similar situation on the LIS-LINK list with
>> ERA missed recording requests from libraries, but the list members
>> agreed to preface all such requests with ERA so it’s easy to delete
>> them. I can’t see why this would be an unreasonable suggestion.
>>
>> Maybe we should adopt a similar approach to non-serious emails to the
>> archives list: preface with Witter?
>>
>> Anne
>>
>> *Anne Locker***
>>
>> Archivist
>>
>> *The IET***
>>
>> _www.theiet.org <http://www.theiet.org/>_
>>
>> T: +44 (0)20 7344 8434
>>
>> Savoy Place, London, WC2R 0BL, United Kingdom
>>
>> P *Please consider the environment before printing this email*
>>
>> ------------------------------------------------------------------------
>>
>> *From:* Archivists, conservators and records managers.
>> [mailto:[log in to unmask]] *On Behalf Of *Steve Bailey -
>> JISC infoNet
>> *Sent:* 02 December 2009 10:15
>> *To:* [log in to unmask]
>> *Subject:* Practicing what we preach (was RE: Archive Slogans and
>> Information Management)
>>
>> Hi Jenny,
>>
>> In relation to your comment “/Attitudes seem to be that 'someone'
>> should do 'something' about the amount of email that comes our way
>> and it is this that is proving difficult to change. It's especially
>> interesting hearing this on list from people who presumably manage
>> information professionally/.” You might be interested in my (sadly
>> failed) attempts to encourage the closed HEFE Information Compliance
>> and records management list members to adopt a little good practice
>> in relation to email management.
>>
>> I wrote about my frustrations in a blog post
>> <http://rmfuturewatch.blogspot.com/2009/11/practicing-what-we-preach.html>
>> because of similar thoughts about information professionals and
>> ‘physicians heal thy selves’ that you allude to. The circumstances
>> are different I know, but there are some parallels to some of the
>> issues you mention.
>>
>> Cheers
>>
>>
>> Steve
>>
>> *From:* Archivists, conservators and records managers.
>> [mailto:[log in to unmask]] *On Behalf Of *jenny moran
>> *Sent:* 02 December 2009 09:48
>> *To:* [log in to unmask]
>> *Subject:* Re: Archive Slogans and Information Management
>>
>> With my information management hat on this has been interesting. Part
>> of my role over the past four months has been to look at ways to get
>> people to manage their current information more actively. Email is a
>> particular issue because it can build up quickly and cover such a
>> wide range of topics. Discussions with colleagues and seeing how some
>> list members have reacted to the high volume of traffic after a
>> relatively quiet period on list indicates that the problem is not as
>> intractable it's often portrayed. A number of tools exist to help us
>> to filter, mark, delete and bounce unwanted email but we rarely use
>> them effectively. Attitudes seem to be that 'someone' should do
>> 'something' about the amount of email that comes our way and it is
>> this that is proving difficult to change. It's especially interesting
>> hearing this on list from people who presumably manage information
>> professionally.
>>
>> Another interesting point is the way this community responded to the
>> original posting: it obviously fired our imaginations. Hannah didn't
>> actually request silly slogans about archives - she simply asked for
>> slogans for a hoodie that would be meaningful to both archivists and
>> non-archivists . It was our responses to this challenge that meant
>> most posts were funny and/or slightly suggestive. This would be
>> difficult to moderate - I don't know if anyone did contact a list
>> moderator - as posts were on topic and would involve making a series
>> of assumptions about the posts - is 'Past Caring' serious or silly?
>>
>> We all tend to use email in semi-personal ways even if we are
>> communicating at work. This makes deciding on a business value of
>> each message quite difficult. We all send and receive messages like:
>> "Hi John, Here's the report attached. Feel free to amend. Will I see
>> you for birthday drinks later?" Is this work or personal? The part
>> about the report could be crucial evidence but the birthday drinks
>> bit irrelevant. The idea of having a silly list and a serious one
>> would probably not work for this very reason and the two purposes
>> would simply become blurred over time.
>>
>> Anyway, thanks to everyone who posted. It's been a fascinating
>> discussion.
>>
>> Jenny
>>
>> Jenny Moran
>> Leicestershire County Council
>>
>>
>>
>>
>> Contact the list owner for assistance at
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>>
>> For information about joining, leaving and suspending mail (eg during
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>>
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>>
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>>
>>
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