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Filtering: Finding a Needle in a Haystack

Novell Cool Solutions: Feature
By Kathy Frandsen

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Posted: 21 Jan 2004

Current version: GroupWise 6.5

Recently we heard from Michael B., who says he's "not particularly good" at cleaning out his inbox. (Know anyone else with this problem?) As a result, he usually has a month's worth of mail in his box at any given time. Could be grim for even the least popular. . .and a real pain if you're trying to find a particular piece of mail you know is in there somewhere. Yeah, sometimes it's like trying to find a needle in a haystack.

Well, Michael has found a lifesaver: filtering. It's a nifty little feature that works not only in your inbox, but in your calendar and archive as well (or any of your other GroupWise folders). It lets you find a piece of mail in any number of ways: by a specific word in the subject line or message, by the sender's name or address, or even by the domain where it came from (for times when you remember the sender's company, but not her name), to name just a few. "I can't tell you how much time this has saved me!" enthuses Michael.

Ready to try it out yourself? Seems complicated, we know, but it's really pretty simple once you dive in (to your inbox, not the haystack).

If you want to start out nice and easy, follow these painless (we promise) directions:

Look at the gray strip above your inbox. See the two little intersecting circles at the far right side of the strip? Double-click the circles. A Filter box pops up. Here's where you can flex your muscles with a bunch of different choices:

Just for now, fill in the name of someone who has sent you e-mail, then click OK. Voila! Gone is the cluttered collection of a month's worth of mail; instead, you're looking at a neat little list only of the mail you've received from that pesky client in Tuscaloosa. (Notice, too, that the little circles are now in color, indicating that a filter is turned on.)

But what about all my other mail? you might scream in despair. Don't panic: it didn't go anywhere. When you're ready to see it all again, just click once on the little intersecting circles. Right under the word Filter is the option to Clear Filter. Click it. Ah, sweet relief-all your mail is back again.

See? That wasn't so bad. Do some experimenting, and try out the other options. Here's a real bonus: if you can't remember anything about the person who sent the mail but you do remember a word or phrase from the message, you can use that, too; just choose Message and type in what you remember. Pretty amazing when you think about it.

One final note: by giving you this clever tip, we're not encouraging you to keep all that debris in your inbox! Be good. At least try to keep it cleaned up. But for those inevitable times when it all gets away from you, you can quickly pull that single needle from the mile-high haystack

Read more GroupWise 6.5 Favorite Features here

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