GB2391338A - Management of e-mail - Google Patents

Abstract

A system for reducing the time spent on processing incoming and outgoing e-mail improving on existing rules wizards to increase the efficiency of the flow by the use of sub-inboxes to sort e-mail and the use of remote assistants to sort e-mail on the users behalf.

Description

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( SPECIFICATION

TITLE OF INVENTION

Management of Email CROSS-REFERENCE TO RELATED APPLICATIONS

This patent does not claim the benefit of prior applications.

TECHNICAL FIELD

The present invention relates to a computer method for managing the inflow and outflow of email via a computer network and via the Internet.

BACKGROUND OF THE INVENTION

The lnternet came into being in its current form in 1983 when all the computers connected to ARPANET - a military network - began using the same communication protocol, In 1986 ARPANET became NSFNET in a bid to link the USA's supercomputers. E-mail began to be commercially available in 1990 at much the same time that Mosaic - the first worldwide web browser - became a useful product. The Internet, comprising mainly the WWW (world wide web) and e-mail is now an extremely important business tool.

The use of Email has increased rapidly since l 990 and the majority of business users send and receive email as an everyday business tool. Email is typically seen as "of no or little cost" and consequently many businesses use email as an unsolicited marketing tool adding to the volume of email sent and received throughout the world.

Email is now also sent using handheld and mobile devices, which contribute to the overall quantity of email that is received.

The additional stress added by large volumes of email has been widely reported in the media, with research produced by communication specialists such as Pitney Bowes - Page 1

[E-mail or E-stress June 2000], identifying that large quantities of email reduces efficiency rather than increasing it.

It remains difficult for the user of email to distinguish the useful email from the "junk" email [email that is of no use to the recipient] that they receive. For those users of email that receive in excess of 100 smalls per day there is an inherent problem in identifying, filing and storing these emails.

Looking at problems of managing the inflow of email a number of steps are required.

1. A device for managing the flow of email in and out of the users email device is needed.

2. A system and method of managing the email as it arrives at a device is needed.

3. A system and method for managing the sorting and filing of email as it is sent is needed.

4. A method for training users on 1, 2 & 3 above.

5. A method by which email can be handled by a remote assistant is needed such as a ".Net service".

There are existing software solutions such as "EmailBoss" which add an additional piece of software to a system in order to allow users to manage their email.

There are also built in tools in the Email software itself that allows the user to manage the inflow and outflow of email.

The problem with the above is that few people know how to use these tools in the correct way to save them time All email will pass through the users Inbox. The problem is that most users use their inbox for storage of email, which makes it large, cumbersome and inefficient.

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( SUMMARY OF THE INVENTION

An embodiment of the present invention provides an improved wizard device by which the user can organize their email as it arrives and as they send it. This device can combine the use of the existing tools available in the email software programme, with a process for sorting and filing the emails automatically, and the training of the user to be able to use these tools to the best effect.

This is done by improving on the existing wizards in the email software, and improving on the Wizard provided by the Email Boss software and by training the user how to set up a series of files on each computer used to send and receive the email, where email can automatically be stored based on a series of rules that are defined by the user using their existing software tools.

Additionally a pre-defined set of Inboxes are provided, and the method by which to create and define these inboxes are taught to the user. The training is offered as a short concept session with a group and/or individual followed by one-on-one assistance with individuals at their computer.

Additionally a remote secretary may organise, file and sort email on behalf of the user. BENEFITS OF TIIE INVENTION (O&A)

An advantage of the system is that users can have an easier Wizard to set up the rules.

A further advantage of the method is that the user can learn how to create a filing system in order to manage their email.

A further advantage of the method is that the user can, easily learn how to, and distinguish which email is of an urgent nature and which is of a non-urgent nature.

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( A further advantage of the method is that the user can, learn how to, and predetermine the filing areas in which email should be stored in order to save time in processing the information. A further advantage is that the user can, learn how to, and predetermine if another person should deal with email messages and have those email messages forwarded on to that person.

A further advantage of this method is that it can be used in an environment where an email server is used or where it is not.

A further advantage of this method is that it does not require an management by an additional IT adviser but can be wholly managed by the user themselves.

A further advantage of this method is that a user can use the services of a remote secretary to manage their email on their behalf and carry out all the above.

While this invention is primarily targeted at simplifying the task of managing email using the Microsoft Outlook set of tools it will apply to any computer programme designed for sending and receiving email.

BRIEF DESCRIPTION OF THE DRAWINGS

Fig I User Accessing Email Via an Email Server 1. Users Local Device (desktop,laptop or other email device) 2. Email sub-inboxes created and stored on the Email Server 3. Email Sub-boxes created and stored on the area of the local device or server used for normal business documentation.

4. Storage area for normal business documentation, Local Hard Disk, Network Server or other Storage.

5. Email Server.

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( Fig 2 User Accessing Email without an Email Server 1. Users Local Device (desktop,laptop or other email device) 2. Email sub-inboxes created and stored on the local device.

3. Email Sub-boxes created and stored on the area of the local device or storage area used for normal business documentation.

4. Storage area for normal business documentation.

Fig 3 Concept Delivery Session 6. Delivery of concept training.

7. Optional Number of users with a minimum of one.

Fig 4 One-on-one Deskside Training 8. Delivery of one-on-one training DETAILED DESCRIPTION OF TEIE INVENTION

The present invention provides a method for easy management of Incoming and Outgoing Email. The system for managing small is based upon a particular use of the tools available to the user and the method in which the user is trained to use them.

The user is given a detailed overview of the concept of the method, as a one to one session or as a group session (FIG 3). The user is then provided with a one-on-one training session, where they learn how to make the changes to their email software (FIG 4).

The improved Email Wizard will consist of a talking head, which will provide the training and a step by step guide for the user in the use of the tools.

When the user chooses to open the email programme the wizard will appear and the talking head graphic will ask them if they would like to use any of the organizational tools available such as setting rules. The process for managing the email will be explained. The process is described below as follows: - Page 5

( Email is delivered to a user's Inbox in their email software package. If the users mail is delivered by an Email server, the Inbox is stored on the Email server, and the user accesses it from their desktop[or local device](FIG 1). If the users mail is delivered directly to their local device, the Inbox is stored on their local device (FIG2) All email will pass through the users inbox. The problem is that most users use their inbox for storage of email, which makes it large, cumbersome and inefficient.

Most email software allows users to set up rules which will run on their Inbox These rules include but are not limited to; automatically filling, moving, replying to and colour coding. This method suggests a predefined set of sub-inboxes to be used, the names of these can be adapted to suit the individual user but the principle behind those used remains the same.

The proposed sub-inboxes are: !Urgent - all urgent smalls should be moved from the Inbox and placed in this box.

This is done manually by the user.

Action - all emails that need a response should be place in this box until the email has been actioned. The email should then be moved to the appropriate filing areas or to the My Current Projects File. This is done manually by the user.

c.c. only - all emails that only have the recipients name in the cc line should be placed in this box. This can be done by creating a rule with the Email software that will automatically look at the email as it arrives in the email inbox and move it for the user based on the content of the cc Line. It is less likely that the user will need to take urgent action on an email where they have only been cc'd.

Large Files - all emails that are over a certain file size should be placed in this file if the user receives email via an email server and regularly downloads emails whilst not connected to the server. When logging in remotely you only download the emails in the Inbox and not those in the sub-boxes. As larger files take longer to download, the user can choose only to be able to download files that do not take very long. This can - Page 6

be done by creating a rule with the Email software that will automatically look at the email as it arrives in the email inbox and move it for the user based on the size of the file. My Current Projects - Emails that the users is currently working on should be filed in this box. Based on this system the sub boxes of the inbox are stored locally, or on the Mail Server. If locally and if the user is travelling with their local machine, then the email will still be available for the user to access. If the user is using a mail server, then the sub boxes of the Inbox can be synchronised with the local machine prior to the user disconnecting from the email server, thus making the email available to the user when they are no longer connected to the email server. This is done manually by the user.

NewsLetters - regular newsletters that a user receives should be stored in this box.

This is be done by creating a rule with the Email software that will automatically look at the email as it arrives in the email inbox and move it for the user based on the content of the From Line. This prevents the newsletter from taking up space in the users inbox, and places it into an easily accessible folder for access at a later time.

Non-Urgent - email that is received that does not require an action, but does need some response in the future is placed in this box. This is done manually by the user or a rule can be set up based upon some specific element of the email.

Personal - email that is of a personal nature is filed in this box. Freeing up the inbox and allowing you to respond to personal email at an appropriate time. This can be done manually, or using rules based upon a specific element of the email such as the senders name.

Probably Junk - All email that arrives in the users inbox that the user considers junk is placed in here. Rules should be created based on specific elements of the email. The user can always review this file to ensure that there are no misfiled emails when the user has some time.

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( Reading - all emails that need no action, but require reading at a later date are placed in this file for review at a later time.

The user then has the sub-boxes and filing system to organise the inbox and makes the using of email far easier Additional and/or alternative categories or Inboxes can be defined based on the users requirements. Filing of email once it has been dealt with and is no longer current should be under the Work Filing section. These folders although viewable from the users local machine will be held on a server should they have a system where by their normal business documentation is stored on a server or on their usual storage area on their local machine or storage device which will ensure that any backup regimes they have in place will capture this data (FIGI and FIG2).

The Email coach will provide the user/e with a concept session, demonstrating the tools available in the Email Software package and demonstrating and explaining the concept behind each of the sub-boxes specified above (F1G3).

Following the concept session the Email Coach will provide the users with a training session, at the users local machine, providing detailed training on the tools and method described above (FIG4).

A remote assistant with a device able to access and organise email will take over the management of the users email. This remote assistant can be based anywhere in the world. This is done by using a software platform such as Microsoft.NET which allows information to be shared between computers, servers and other smart devices via the use of the web services. The remote assistant will receive the email on behalf of the user, sort file and organise the email as detailed above, or as defined by the user. The user will then have access to their pre-sorted email.

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( RAMIFICATIONS

The use of this method will enable users to spend less time on their email, will be less stressed by the amount of email they have in their inbox and will be more organised in terms of using the email. Trials of this method suggest a 30% reduction in the amount of time spent in processing email.

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Claims (7)

( We Claim:

1. A computer comprising a software programme that will train users on the use of the tools for managing email.

2. A computer comprising a software programme that will guide users through a step by step process of using the tools for managing email.

3. A computer comprising a software programme that will guide users through a step by step process of defining the rules for managing their email.

4. A computer comprising a software programme operated by a remote assistant to manage the users email: where the remote assistant is at a different location to the user where the user defines the way in which the email is sorted where the user has access to the unsorted email where the user has access to the sorted email

5. A method so designed as to allow the sorting and management of incoming and outgoing email: the user programmes their email client to automatically sort the email: where the user sets up a series of inboxes to hold the email where the user defines a series of rules to process the email

6. As claimed in 1,2,3 & 5 where the user is trained in the concept of management of their email.

7. As claimed in 1,2,3&5 where the user is taught how to set up the inboxes to manage their data.

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