TRIM Cheat Sheet 53 - University of Tasmania

1 trim Cheat Sheet 53: inMailX DOC/14/5753 Page 1 of 9 trim Cheat Sheet 53 Subject inMailX trim Reference DOC/14/5753 Commencement Date 20 March 2014 Last Modified 22 May 2014 Review Date 20 May 2015 inMailX provides added functionality in Outlook for capturing and managing information in trim . Once installed, you will notice some changes to Outlook. New Menu items in the Home Ribbon Tab New inMailX Tab Additional information included in header Additional fields including document id and Filed to. New trim Folder structures trim Cheat Sheet 53: inMailX DOC/14/5753 Page 2 of 9 Home Tab inMailX Menu items The inMailX icons have been added into your Ribbon for ease of access. Icon Description File - When selected this brings up the inMailX Filing Window to select from trim and Outlook folders previously identified as Favourite and Recent Folders.

2 File & Print - When selected this brings up the inMailX Filing Window to select the appropriate trim /Outlook folders and print the email at the same time. Quick File When selected it will give you the option to expand your Favourites, Recents or Other Folders for you to select the appropriate folder from. Note: Favourites and Recents are not your trim Favourites or Recent Documents. These are located under Other Folders TRIMX drop down Auto File Opens the inMailX manual Auto-File window to select emails that have a URI linking it to associated emails captured in trim . Purge Filed Allows you to purge emails from your in box or sent box that have been catalogued into trim . Where Filed This option will be available if you have highlighted an email that has been catalogued in trim . It allows you to navigate to the record directly in trim .

3 Save Attachments This option is available when you have highlighted an email that has an attachment. It allows you to catalogue the attachment/s only. trim Cheat Sheet 53: inMailX DOC/14/5753 Page 3 of 9 Icon Description Search Allows you to search for folders in trim and Outlook. Favourites Allows you to search for your Favourite folders. (Note these are not associated to trim Favourite records) Recents Allows you to search for your Recent folders you have used. (Note these are not associated to trim Recent Containers) Task Allows you to add a task item to a Folder in trim or attach a trim Record. Appointments Allows you to attach records from trim to appointments. Meeting Allows you to attach records from trim to Meetings. New Email inMailX Menu items The inMailX icons have been added into your Ribbon for ease of access.

4 Send File Allows you to select the following options. Send & Quick File Send & File Send & Print Send & Delete Send as Private *Clean This option is available when attachments are included in your email. If selected this will remove any metadata associated to the trim Cheat Sheet 53: inMailX DOC/14/5753 Page 4 of 9 document, such as date of creation and date last accessed, hidden text and details of the user who created or accessed a file. The inMailX s MetaCleaner allows you to remove this information from your attachments without affecting the original docucument. *PDF You may convert your email attachment/s to pdf format. There are various options in how to do this including combining multiple attachments into one pdf document. *ZIP Allows you to compress your email attachment/s while composing your email. *Rename Allows you to rename any attachments without affecting the original document *Reorder Allows you to place attachments in a specific order.

5 *Undo and Redo Buttons These options will be available to allow you to easily undo or redo clean, convert, compress, rename and reorder functions. trim Records (Attach) Allows you to attach records direct from trim . *Refer to the inMailX professional user guide for further clarification on how to use. Capturing Emails into trim There are a number of ways to capture emails into trim . Quick File You may move emails into your favourite or most recently used trim containers: 1. Highlight the email(s) you wish to move. 2. Right Click or from Ribbon select from Favourites or Recents. 3. Select the appropriate container from the listings provided. Note: You may select Other Folders if your preferred folder is not available in Recents or Favourites. trim Cheat Sheet 53: inMailX DOC/14/5753 Page 5 of 9 Browse You may browse to trim for a folder to place your email.

6 1. Highlight the email(s) 2. Right Click or from the Ribbon select Other Folder 3. Press the trim Connector button on the inMailX Filing Window Note that if more than one email is selected the description field will not be shown. 4. The trim Select from Records will open. You can either select from your Recent Containers/My Containers or Search for the folder through Find Records. Once you have identified the container, highlight and click to select. Search You may search trim for an appropriate folder. 1. Place your cursor in the Search field or press Alt+S in the inMailX Filing Window. 2. Enter the text which you wish to search. trim Cheat Sheet 53: inMailX DOC/14/5753 Page 6 of 9 3. Press Enter or Click the Search button. Click on the folder to select. Search Scope Define a search scope for targeted results: 1. Press the Search Scope button 2.

7 To search only within trim , untick all options under Outlook, and tick to search trim . You can opt to search by Record Number, Record Title or both. 3. Selecting Remember Settings will cause inMailX to remember your search scope settings. Select Record Type The default setting Record Type is Document. If you need to change this to select an alternative Records Type, such as contract you can elect to do this by selecting the following under the Data Entry field via the inMailX Filing Window. 1. Tick Select Record Type in the inMailX Filing window and click OK. trim Cheat Sheet 53: inMailX DOC/14/5753 Page 7 of 9 2. A Select from Record Types window will open, allowing you to select the record type for your email. 3. Select the Contract Record Type and process into trim . trim Cheat Sheet 53: inMailX DOC/14/5753 Page 8 of 9 Drag and Drop You may drag emails into the appropriate folder found under TRIMX.

8 These will include your shortcuts from trim as well as Favourites and Recent folders you have used in inMailX. Simply select the required folder and drag the email into it. Lists Folders you have added to your favorites in inMailX / folders under Recents will be those that you have recently captured emails into. These shortcuts are the same as in trim . trim Cheat Sheet 53: inMailX DOC/14/5753 Page 9 of 9 Further information For more information, please visit our website at If you need help, please contact the Records Management Unit at Related documents Records Management Guidelines trim Security Guidelines trim Data Entry Standards Managing email as Records brochure