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Email Mgmt.

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  • 1. EMAIL MANAGEMENT Hazel Infotech and its product logos are the trademarks of Hazel Infotech Ltd. Other Pictures shown in the presentation are for the illustration purpose only and belong to their respected owners.
  • 2. Importance of email
    • Now a days, Email is the simplest & most preferred mode of communication
    • Customers are encouraged to have their Financial & Monetary statements via emails
    • Prospects too prefer first to get details via email from approaching associate
    • It is seen users take print-outs of emails for future reference & record purpose
    • Email is also counted as next to hard copy document & accepted as an evidence
    • Haphazard email organizing effects in its record management
    • Definitely Loss of email, effect the business a lot
  • 3.
    • Everyday multiple email messages hit our Inbox
    • Depending on Individual work profile, 10 – 500 emails a day
    • Few needs to be replied
    • Few needed to be saved for future reference
    • Many are unwanted junk / spam email
    • Is every email important to you?
    • Should emails be stored to create record for the organization?
    • Should the emails be stored with other documents?
    • Which is the best way to retrieve back important emails?
    • How email access can be provided to colleagues?
    Think for a minute
  • 4.  
  • 5.
    • Outlook Default Data file is created for each Mail Profile
    Email Repositry
    • Outlook is installed on required computers
    • Multiple Mail Profiles are created as needed
    Practice
    • Emails are Scattered across Personal Outlook
    Challenge Emails Scattered across PC's Solution by Hazel Outlook Add-in
    • Emails are archived at centralized location with option either move or copy
    • Authorized Users can access the permitted users emails
  • 6.
    • Default folders (Inbox / Drafts / Outbox / Sent )
    • Additional User defined folders can be created
    • Archive Data File
    • New Outlook Data File
    Storage System
    • Emails are organized in mailbox itself
    • Multiple folders are created & emails are manually or automatically (rule based) moved to instructed folders
    • Few users manually take copy of emails to store in windows folder hierarchy
    Practice
    • To Ensure One Place Organizing of documents & emails
    • Every user has its own way of giving file name
    Challenge Emails Lye in Mailbox Solution by Hazel Outlook Add-in
    • Archived Emails are stored with other documents
    • Contact centric communications can be displayed in one view
  • 7. Cumbersome retrieval of emails
    • Default folders (Inbox / Drafts / Outbox / Sent )
    • Folder Creation
    • Rules and Alerts
    • Find Functionality
    Email Organizing
    • Emails are manually shifted to desired folders
    • Rules are created to move emails in instructed folders
    • Keyword based search is performed in selected folder
    Practice
    • Every user has its own way of organizing
    • Rules does not help much to deal with email clutter
    • Uninvited emails hit the mailbox & create clutter
    • Long list of emails is displayed in Search results
    • Due to huge email record searching takes time
    Challenge Solution by Hazel Outlook Add-in
    • Archived Email is profiled with Multiple properties
    • Provides Multiple Retrieval Options
  • 8. Email creation takes time
    • New Mail Message
    • Forwarding a email message
    • Standard & User Templates in File System
    New Email Creation
    • Emails are generally prepared from New Mail Message
    • Existing Email message is forwarded to create new
    • Any Required Documents are manually attached
    Practice
    • Building formats for stereo type email messages
    • Enabling easy sharing & access within colleagues
    • Centralized organizing of document attachments
    Challenge Solution by Hazel Outlook Add-in
    • Faster email creation from templates formats
    • Templates can hold document attachments too
  • 9. Email Templates
    • Standard Templates
    • User Templates in File System
    Template Organizing
    • Templates are rarely used being a hidden feature
    • Drafts are preferred
    • Existing Email message is forwarded to create new
    Practice
    • Creation of Email Templates
    • Enabling easy sharing & access within colleagues
    Challenge Solution by Hazel Outlook Add-in
    • Promotes creating and replying of emails from templates formats
    • Facilitates to capture templates from existing emails with or without attachments
  • 10. Application Performance Effects
    • Outlook Default Data file (PST file)
    • Auto Archive
    • New Outlook Data File
    Performance Optimization
    • Emails messages are by default stored in Outlook Default Data File itself
    • Auto Archive is rarely used due to reluctance in loss of old email messages
    • Few users create New Outlook Data file to transfer email messages from Default Data file
    Practice
    • Reduce email messages from Default Data file
    Challenge Solution by Hazel Outlook Add-in
    • Facilitates to archive emails with options either move or copy
    • Optimized Outlook performance
  • 11. Data Corruption
    • Auto Archive
    • New Outlook Data File
    • Import and Export
    Backup & Restore
    • Emails messages are always kept in Outlook Default Data file
    • Auto Archive is rarely used due to reluctance in loss of old email messages
    • Mere users create New Outlook Data file to transfer email messages from Default Data file
    • Import and Export is used by few users
    Practice
    • Reduce email messages from Default Data file
    Challenge Solution by Hazel Outlook Add-in
    • Move option facilitates to archive emails and reduce its record from Outlook Default Data file
    • Archives email as a single isolated file with no dependency/relation with Outlook Default Data file
  • 12. Staff turnover may lead to loss
    • Import and Export
    Mail Profile Backup
    • Regular Back-ups are taken of Outlook Data file
    • Receivable of further emails and closure of email account
    • IT Dept takes possession of left employee’s Data file
    • Handover of Outlook Data file to new entrant
    Practice
    • Proper handover of Outlook Data file
    • Systematic Management of multiple Data files
    • New entrant needs struggle for retrieving emails
    Challenge Solution by Hazel Outlook Add-in
    • Facilitates to archive important emails with automated profiling and centralized organizing
    • Enables smooth handover
  • 13. Absence of Record System
    • Printout of Email communication
    • Listing of emails in respective folders
    Listing & Print Options
    • Manual report is prepared
    • Hardcopy emails are referred
    Practice
    • Ensure report is always updated
    • Organizing of bulky hard copies
    Challenge Solution by Hazel Outlook Add-in
    • Enables in printing of documents & email reports in excel sheet and hard copies
    • Templates list can be published in Excel Sheet
  • 14. Attachment Management
    • Auto saves the attachment with email in Outlook Data file
    • Displays the list of attachments with the email
    • Facilitates to save in windows folder hierarchy
    Email Attachments
    • Kept intact
    • Attachments are organized in windows folder hierarchy
    • Physical printouts are taken and manually managed
    Practice
    • Every user has its own way of organizing
    • Enabling easy sharing & access within colleagues
    • Systematic Hard copy management
    Challenge Solution by Hazel Outlook Add-in
    • While Archiving captures the attachments with the email itself
    • Attachments can be separately organized in centralized repository
  • 15. Recurring Cost
    • Print Email
    Print Email
    • Print-out of emails are taken for filing and record purpose
    • Print-out is taken for approval & reference purpose
    Practice
    • Bulky Hard copies management
    • Retrieval of email messages
    • Proper organizing for less office space occupancy
    • Reduce organization office stationery cost
    • Eliminate the old traditional practices
    Challenge Solution by Hazel Outlook Add-in
    • Provides access of archived email to authorized users
    • Eliminates the need of hard copy print out
  • 16. Duplication of Emails
    • Reply Email / Forward Email
    • Import and Export
    • Rules and Alerts
    • Unwanted Downloading of past email messages
    Possible Duplication
    • Colleagues are kept in loop while replying emails
    • Restoring Outlook Data file
    • Some Rules create copy of emails to a instructed folder
    • New configured Outlook downloads all emails from server
    Practice
    • Build a centralized repository for sharing
    • Ensure authorized users can access to permitted areas
    • Emails should be deleted from server after download
    Challenge Solution by Hazel Outlook Add-in
    • Unique Ref number is assigned to email and remarks are used for collaborating purpose
    • Provides Multiple Retrieval Options with defined access to permitted emails only
  • 17. Limited email accounts
    • Single/Multiple Mail profiles can be created for configuring email accounts
    Mail Profiles
    • Outlook is installed on required or on all PC’s in office
    • Senior/Middle Management are given PC’s & email access
    • Secretaries creates multiple mail profiles
    • Pc’s are shared by users with creating multiple mail profiles
    Practice
    • Provide access of required emails to other staff members
    • Time Management
    Challenge Solution by Hazel Outlook Add-in
    • Provides Multiple Retrieval Options with defined access to permitted emails only
    • No dependency on Outlook
  • 18. Overall Hindrance's
    • Cumbersome retrieval of emails
    • Retrieving emails is a cumbersome task. You receive many emails, but few are important
    • Email creation & Replies Takes time
    • Wastage of time for creating and replying standardized emails & Less use of templates
    • Microsoft Outlook slows down
    • All data stored in PST file, as information increases, Microsoft Outlook performance decreases
    • MS Outlook PST File Corruption
    • Huge Amount of data & Virus attack leads to loss of entire Outlook data
    • Staff Turnover
    • Emails are in PST File & handover to new entrant may not be proper, leads loss of vital information
    • Emails are Scattered across PC's
    • Email information lies scattered in various PC’s. Hence there is no sharing of the information
  • 19. Add-in for Microsoft Office Outlook Experience the different by opting Email Archive Solutions from Hazel Office Productivity Solutions Our Solution
  • 20. Hazel Email Productivity Solutions Our Solution
    • Key Highlights….
    • Hazel Outlook Add-in is a innovative solution of email management
    • Add-in establishes a swift connection with the respective software database
    • Add-in sits as a "Toolbar" & provides access to most of the functionalities for the respective software
    • Access Rights for sharing/exchanging emails can be configured from the respective software rights system
    A Correspondence Automation & Management Software www.esecretary.4ouroffice.com A Complete Sales Cycle Management Solution www.salesleadtracker.com A Innovative Template Management Software www.eform.in A Structured File Management & Knowledge Management www.kdoc.in Includes Add-in for Microsoft Outlook ®
  • 21. eSecretary Add-in for Microsoft Outlook
    • Add-in facilitates to archive selective email with options either to Copy or Move the record
    • Provides option to choose the file format of email as Message format (.msg) or HTML format
    • Saves email as independent file in eSecretary with no dependency/relation with Outlook
    • Auto populates most of the email properties and profiles before saving
    • Multiple Options are provided to retrieve email
    • Promotes to archive selective email messages as a template format to enrich template library
    • Reply an Email or create New/Stereo type messages quickly from selection of a Template
    • Provides quick access to the other functionalities of eSecretary software
  • 22. KDOC Add-in for Microsoft Outlook
    • Add-in facilitates to archive selective/multiple emails with options either to Copy or Move it
    • Auto profile facilitates to auto populate most of the email(s) properties and save automatically
    • Provides option to choose the file format of email as Message format (.msg) or HTML format
    • Saves email as independent file in KDOC with no dependency/relation with Outlook
    • Auto populates most of the email properties and profiles before saving
    • Provides quick access to documents with Multiple Retrieval Options
    • Promotes to archive selective email messages as a template format to enrich template library
    • Reply an Email or create New message quickly from selection of a Template
  • 23. Sales Lead Tracker Add-in for Microsoft Outlook
    • Add-in facilitates to archive selective email with options either to Copy or Move the record
    • Provides option to choose the file format of email as Message format (.msg) or HTML format
    • Saves email as independent file in Sales Lead Tracker with no dependency/relation with Outlook
    • Auto populates most of the email properties and profiles before saving
    • Multiple Options are provided to retrieve email
    • Promotes to archive selective email messages as a template format to enrich template library
    • Reply an Email or create New/Stereo type messages quickly from selection of a Template
    • Provides quick access to the other functionalities of Sales Lead Tracker software
  • 24. Benefits
    • Creates Centralized repository of emails with other documents
    • Contact centric communication at one place including emails (Outgoing & Incoming too)
    • Provides Multiple options to retrieve desired emails
    • Captures templates from existing emails with/without attachments
    • Stereo type email messages can be drafted quickly from selection of a template
    • Simplifies drafting and replying emails by using email templates with/without attachments
    • Creates Excel sheets to take print of records
    • Reduces duplication of email records
    • Data file Corruption doesn’t effects the archived emails
    • Maintains confidentiality of emails and permits access to authorized users only
  • 25. Advanatges
    • Stores email as single isolated file
    • Archived email are free from Outlook PST File
    • Staff Turnover doesn’t effects
    • Organizational emails are saved with other documents at centralized location
    • Brings uniformity and standardized in email preparation and reply across the organization
    • Helps in building systematic organizational email record
    • Reduces email record & helps to optimize Outlook
    • Saves stationery and office space
    • Increase efficiency
    • Enhance Productivity
    • Save office consumable stationeries cost
  • 26. Thank You Hazel Infotech Ltd. 202, Unique Tower, Off S. V. Road, Goregaon (West), Mumbai - 400 062 (INDIA) Tel: +91-22-42264444 (30 Lines) Fax: +91-22-42264440 ca@hazelinfotech.com www.km4ca.com

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