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Tame your computer – modify your subject

25 Jan

During a recent one-to-one coaching session I had a light-bulb moment when I spotted the person I was training rename the subject line of an email message in her inbox, before storing it in her electronic document and records management system. Why would you want to rename the subject line of an email message you received, I hear you ask? Well, finding information can be an absolute nightmare and I read somewhere that the average person loses up to six weeks every year searching for misplaced information at work.  I’m pretty sure you’ve wasted time finding email messages that did not have a clear indication of their content in the Subject line.

Obviously, renaming email messages with silly subject titles isn’t only useful when you use a content management system, such as Livelink, so if an email message you’ve received (after all, you’re in control of the titles when you send) could do with a more descriptive Subject line, here’s how:

  1. Open your email message, as normal.
  2. Click anywhere in the subject line where you want to make modifications and type your amendments.
  3. Close the email message, as normal.
  4. Click Yes to save the email with the modified subject line.
  5. If appropriate, store the email in your content management system, as normal.

For those of you who like to idea of renaming an Outlook email message subject line without opening the message first, here’s how:

  1. In Outlook 2010, right-click the Subject column heading and select View Settings. (In version 2007 select the Customize Current View option.)
  2. Click on the Other Settings button.
  3. Tick the Allow in-cell editing check box.
  4. Click OK twice.

In future, you can simply place your cursor in the Subject line and overwrite the current title.

Tame your computer – find a needle in a haystack

9 Nov

OpenText document management software products reduce time spent reviewing documents, helping you find your way through the version chaos. Searching in Livelink is easy. Just above the search bar there are some great (sometimes unnoticed) buttons that can help you find a needle in a haystack.  For example, if you know the item you are looking for is an Excel file you can tell Livelink to display Excel files only in the search result.

Here’s how:

  1. Click on the Select Searchable Type button (indicated by a star).
  2. Select the item type you are looking for.
  3. Click the Go button. (Pressing the ENTER key won’t work.)

If you want to refine your search, simply type one or more search terms (the words or phrase that best describe the information you want to find) into the search bar and click on the Go button or press the ENTER key. (Don’t forget the double quotes – “ ” – if you are using a fixed sequence of one or more words, such as “finding items you added”. Or combine it with any of the other useful buttons, such as Select Creator to find only those Excel files added by you and/or the Select Modification Time Period button to find only those Excel files added by you but modified by anybody else in the past month or so.