WO2005116889A1 - Procede de gestion de courrier electronique - Google Patents

Procede de gestion de courrier electronique Download PDF

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Publication number
WO2005116889A1
WO2005116889A1 PCT/IB2005/001483 IB2005001483W WO2005116889A1 WO 2005116889 A1 WO2005116889 A1 WO 2005116889A1 IB 2005001483 W IB2005001483 W IB 2005001483W WO 2005116889 A1 WO2005116889 A1 WO 2005116889A1
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WO
WIPO (PCT)
Prior art keywords
mail
data storage
different
sender
category
Prior art date
Application number
PCT/IB2005/001483
Other languages
English (en)
Inventor
Donovan Wayne Vermaak
Original Assignee
Donovan Wayne Vermaak
Priority date (The priority date is an assumption and is not a legal conclusion. Google has not performed a legal analysis and makes no representation as to the accuracy of the date listed.)
Filing date
Publication date
Application filed by Donovan Wayne Vermaak filed Critical Donovan Wayne Vermaak
Publication of WO2005116889A1 publication Critical patent/WO2005116889A1/fr

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Classifications

    • G—PHYSICS
    • G06—COMPUTING; CALCULATING OR COUNTING
    • G06Q—INFORMATION AND COMMUNICATION TECHNOLOGY [ICT] SPECIALLY ADAPTED FOR ADMINISTRATIVE, COMMERCIAL, FINANCIAL, MANAGERIAL OR SUPERVISORY PURPOSES; SYSTEMS OR METHODS SPECIALLY ADAPTED FOR ADMINISTRATIVE, COMMERCIAL, FINANCIAL, MANAGERIAL OR SUPERVISORY PURPOSES, NOT OTHERWISE PROVIDED FOR
    • G06Q10/00—Administration; Management
    • G06Q10/10—Office automation; Time management
    • G06Q10/107—Computer-aided management of electronic mailing [e-mailing]

Definitions

  • THIS INVENTION relates to a method of managing electronic mail (hereinafter abbreviated "e-mail"). It relates also to an e-mail management computer program product and to e-mail application software which incorporates the e- mail management computer program product. It relates further to a data storage medium for storing e-mail.
  • e-mail electronic mail
  • the sending and receiving of e-mail is controlled by mail application software executable on a personal computer or other communications device.
  • Conventional e-mail applications do not distinguish between different types of sent/received e-mail. In order to comply with the policies of organisations and prevailing legislation governing document retention, it is often necessary to archive e-mail correspondence.
  • At present conventional e-mail applications allow for the storage of e-mail in a file server or other storage device with no regard to type, for a predetermined period of time after which the e-mail is automatically deleted from the storage device. With conventional e-mail applications, those e-mail messages which are to be stored are selected and saved as particular file types within a particular directory.
  • This function is either performed by the users on individual e-mail messages or on batches of e-mail messages, typically by retrieving e-mail messages for storage from an exchange server through which the e-mail messages are routed, at predetermined time intervals. If this is not done on a regular basis, the task of selecting and saving batches of e-mail messages can be onerous and time-consuming. As a result, this exercise is often not carried out. Further, as the saved e-mail is not categorised, the retrieval of saved e-mail is often difficult if not impossible in many instances.
  • a method of managing e-mail on a communications device having e-mail application software executable thereon which includes:
  • each mail category is associated with a different subject type of e-mail
  • each data storage component is associated with a different one of the mail categories; requiring a mail sender to select at least one mail category with which the subject of an e-mail message to be sent by the mail sender, is associated, prior to sending the e-mail message;
  • the method may include generating a menu display having a number of user selectable menu options which are each associated with a different one of the mail categories, thereby permitting a mail sender to select a particular mail category.
  • the method may include generating the menu display in response to a user selecting a send command displayed by the e-mail application software, for sending the e-mail message.
  • the method may include inactivating the send command displayed by the e-mail application software, until the mail sender has selected one of the menu options.
  • the method may include providing a number of different e-mail addresses which are each assigned to a different one of the data storage components of the data storage medium; and causing the e-mail message to be saved by sending a blind carbon copy of the mail parcel to the electronic mail address of the particular data storage component of the selected mail category.
  • an e-mail management computer program product which is executable on a communications device having e-mail application software executable thereon, the computer program product being operable to: generate a menu display having a number of user-selectable menu options which are each associated with a different mail category corresponding to a particular subject type of e-mail, in which the e-mail is to be saved; and
  • Each menu option may be associated with a different data storage component of a data storage medium, the computer program product including operating instructions for linking each menu option with an e-mail address of a different one of the data storage components and for adding the e-mail address of the data storage component associated with the menu option selected by the mail sender, as a blind carbon copy recipient of the e-mail message in use.
  • a data storage medium for storing e-mail
  • the data storage medium having a number of data storage components in which e-mails of different subject types can be stored and wherein each data storage component is identified for the storage therein of a different subject type of e-mail and is assigned an e-mail address, thereby to permit e-mails to be sent to the data storage components for storage therein, the data storage medium being operable to store e-mail of different subject types in the relevant data storage components identified for storage of the e-mail.
  • e-mail application software which is executable on a communications device and which incorporates the computer program product defined hereinabove in accordance with the second aspect of the invention.
  • e-mail management system for managing e-mail on a communications device having application software executable thereon, the e-mail management system including:
  • a data storage medium having a number of data storage components which are each associated with a different subject type of e-mail and which are each assigned a different e-mail address;
  • mail category display means which is operable to generate a menu display on the communications device, having a number of user-selectable menu options which are each associated with a different one of the mail categories and which can be selected by a mail sender;
  • Figure 1 shows a schematic block diagram of a conventional e-mail management system
  • Figure 2 shows a screen layout of a mailbox of e-mail application software customised in accordance with the invention, for compiling an e-mail;
  • Figure 3 shows a screen layout of a menu display box in accordance with the invention
  • Figure 4 shows a screen layout of another embodiment of a mailbox customised in accordance with the invention.
  • Figure 5 shows a screen layout of the mailbox of Figure 4 displaying an "error notification" message
  • Figure 6 shows a screen layout of the mailbox of Figure 4, illustrating the manner in which a mail category is selected.
  • Figure 7 shows a schematic block diagram illustrating the method of managing e-mail, in accordance with the invention.
  • FIG. 1 of the drawings a schematic block diagram of a conventional e-mail system, is illustrated.
  • an e-mail 10 is sent from a mail sender 12 to a mail recipient 14 via an exchange server 16.
  • an exchange server 16 Each time an e-mail is sent, it is received by and stored at the exchange server before being routed to the recipient. It is, however, possible for the mail sender to access the sent e-mail and delete it.
  • the method of managing e-mail in accordance with the invention includes providing a number of different mail categories wherein each mail category is associated with a different subject type of e-mail; and providing a data storage medium having a number of data storage components wherein each data storage component is associated with a different one of the mail categories.
  • e-mail application software in the form of "Microsoft Office Outlook" supplied by Microsoft Corporation, is used.
  • the e-mail application software is executable on a communications device such as a personal computer.
  • a mail sender is required to select at least one mail category with which the subject of an e-mail message to be sent by the mail sender, is associated, prior to sending the e-mail message.
  • the e-mail message is then saved in the data storage component of the data storage medium, which is associated with the mail category selected by the mail sender.
  • the method includes providing a number of different e-mail addresses which are each assigned to a different one of the data storage components of the data storage medium; and causing the e-mail message to be saved by sending a blind carbon copy of the mail parcel to the electronic mail address of the particular data storage component of the selected mail category.
  • the e-mail address of the data storage component associated with the mail category selected by the user is added as a blind carbon copy recipient of the e-mail message.
  • a typical mailbox 20 generated by the e-mail management computer program product in accordance with the invention is depicted in which an e-mail message can be compiled for sending to an addressee.
  • the mailbox has inter alia a "send" button 22 which can be selected by a mail sender for sending the e-mail to the addressee.
  • the computer program product in accordance with the invention is operable to generate a menu display window 24 for each e-mail message that is to be sent.
  • the computer program product is in the form of custom code for customising Microsoft Office Outlook. More particularly, the computer program product is operable to generate the menu display 24 in response to a user selecting the "send" button 22 for sending a particular e-mail message.
  • the computer program product is operable to require the mail sender to select one of the menu options in the menu display 24 before the e-mail can be sent. As such, the computer program product is operable to inactivate the "send" command of the e-mail application software, until the user has selected a menu option from the menu display 24.
  • the user-selectable menu options each relate to a particular category of mail which is associated with a particular period of time for which e-mail placed in a particular category is to be stored.
  • the mail categories and the associated storage periods are: Financial (20 years), Marketing (7 years), Human Resources (15 years), Sales (10 years), Legal (10 years), Insurance (9 years), Travel/Accommodation (8 years), Management (4 years), Personal (3 months), Miscellaneous (1 year). It will be appreciated that the categories of e-mail and the associated periods can be customised according to users' requirements.
  • Each mail category is associated with a different one of the data storage components of the data storage medium.
  • the computer program product includes operating instructions for linking each mail category with the e-mail address of a different one of the data storage components and for adding the e- mail to an address of the relevant data storage component as a blind carbon copy ( BCC ) recipient of the e-mail message.
  • BCC blind carbon copy
  • the menu display 24 Upon selecting the "send" button 22 after compiling a message using the e-mail application software, the menu display 24 will be displayed, requiring a user to select one of the categories of e-mail. After selecting a particular category by, for example, "ticking" the "Human Resources” box, the mail sender will be required to select the "OK" button 26, after which the menu display 24 closes and the e-mail is sent to the addressee , together with a BCC of the e-mail which is sent to the e-mail address of the data storage component of the data storage medium corresponding to the selected mail category . The e-mail is then stored in the data storage component for the required time period.
  • FIG. 4 to 6 of the drawings another embodiment of an e- mail management computer program product in accordance with the invention, is shown. This embodiment is similar to the embodiment illustrated in Figures 2 and 3 of the drawings, with a difference being that the menu display is incorporated into the mailbox.
  • FIGs 4 to 6 of the drawings similar reference numerals are used to illustrate features of the e-mail management computer program product which are similar to the features of the mailbox 10 and menu display 24.
  • a mailbox 110 is depicted in which an e-mail message can be compiled for sending to an addressee.
  • the mailbox has inter alia a "send" button 122 which can be selected by a user for sending the e-mail message to the addressee.
  • the mailbox 110 incorporates a menu display 124 which includes a number of user- selectable menu options which each relate to a particular category of e-mail which is associated with a particular period of time for which e-mail placed in the particular category is to be stored.
  • an e-mail management system in accordance with the method of invention, is illustrated.
  • the mail sender is required to select at least one of the categories of e-mail in the menu display 124.
  • Each mail category is associated with an e-mail address which is the address of a public folder on the exchange server 54.
  • the e-mail (1) is received and stored in the conventional manner on the exchange server.
  • a BCC (2) of the e-mail is simultaneously sent to the relevant public folder on the exchange server 54 where it is stored.
  • the data storage medium is the exchange server and the data storage components are public folders created on the exchange server. While the e-mail stored in the conventional manner on the exchange server can be accessed and deleted by the mail sender, it is not possible for the mail sender to access the BCC stored in the relevant public folder as the recipients are hidden from the mail sender. In this manner a complete copy of the e-mail including all attachments, formatting and addresses , is sent to the relevant public folder and standard message transmission ensures that the e-mail is archived .
  • the applicant envisages that the exchange server will have archiving software executable thereon which will be operable to store e-mails in the various public folders for the various time periods described hereinabove, before deleting the e-mails.
  • the e-mail storage facility or public folders may be located at any location where the sent mails can be conveniently stored in the abovementioned mail categories. It will be appreciated that the e-mail management computer program product and the method of managing e-mail in accordance with the invention can be extended to any e-mail system which supports customisation of forms, including, but not limited to "Microsoft Exchange", “Lotus Notes” and "Novell Groupwise”.
  • the invention extends to the data storage medium described hereinabove .
  • the invention also extends to e-mail application software incorporating the computer program product in accordance with the invention.
  • the invention further extends to an e-mail management system including the data storage medium described hereinabove, mail category display means for generating the menu display; means for preventing an e-mail message from being sent unless one of the menu options has been selected by a mail sender; and means for adding the e-mail address of the data storage component associated with the menu option selected by the mail sender, as a blind carbon copy recipient of the e-mail message, as described hereinabove.
  • the mail category display means, the means for preventing an e-mail message from being sent and the means for adding the e-mail addresses to the data storage components, form part of said e-mail management computer program product.
  • the Applicant envisages that the e-mail management computer program product, the e-mail management system and the method of managing e-mail, described hereinabove, will allow e-mail messages to be stored in readily accessible categories which will greatly assist in their retrieval. Furthermore, the storing of e-mail messages for appropriate periods of time is facilitated.

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  • Engineering & Computer Science (AREA)
  • Business, Economics & Management (AREA)
  • Human Resources & Organizations (AREA)
  • Entrepreneurship & Innovation (AREA)
  • Strategic Management (AREA)
  • Marketing (AREA)
  • Data Mining & Analysis (AREA)
  • Economics (AREA)
  • Computer Hardware Design (AREA)
  • Operations Research (AREA)
  • Quality & Reliability (AREA)
  • Tourism & Hospitality (AREA)
  • Physics & Mathematics (AREA)
  • General Business, Economics & Management (AREA)
  • General Physics & Mathematics (AREA)
  • Theoretical Computer Science (AREA)
  • Information Transfer Between Computers (AREA)

Abstract

L'invention concerne un procédé de gestion de courrier électronique qui consiste à obtenir différentes catégories de courrier, chaque catégorie de courrier étant associée à un type de sujet de courrier différent. Lorsqu'un courrier électronique est envoyé d'un expéditeur de courrier (50) à un destinataire de courrier (52), l'expéditeur de courrier doit sélectionner une catégorie de courrier avant d'envoyer le courrier. Chaque catégorie de courrier est associée à l'adresse de courrier électronique d'un fichier public sur le serveur d'échange (54). Le courrier électronique (1) est reçu et stocké sur le serveur d'échange de façon conventionnelle. En outre, une copie carbone invisible (BCC) (2) du courrier électronique est simultanément envoyée au fichier public adéquat sur le serveur d'échange où elle est stockée.
PCT/IB2005/001483 2004-05-28 2005-05-27 Procede de gestion de courrier electronique WO2005116889A1 (fr)

Applications Claiming Priority (2)

Application Number Priority Date Filing Date Title
ZAZA2004/4221 2004-05-28
ZA200404221 2004-05-28

Publications (1)

Publication Number Publication Date
WO2005116889A1 true WO2005116889A1 (fr) 2005-12-08

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Application Number Title Priority Date Filing Date
PCT/IB2005/001483 WO2005116889A1 (fr) 2004-05-28 2005-05-27 Procede de gestion de courrier electronique

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Cited By (1)

* Cited by examiner, † Cited by third party
Publication number Priority date Publication date Assignee Title
WO2013048709A1 (fr) * 2011-09-30 2013-04-04 Microsoft Corporation Catégorisation en vrac

Citations (7)

* Cited by examiner, † Cited by third party
Publication number Priority date Publication date Assignee Title
US5948058A (en) * 1995-10-30 1999-09-07 Nec Corporation Method and apparatus for cataloging and displaying e-mail using a classification rule preparing means and providing cataloging a piece of e-mail into multiple categories or classification types based on e-mail object information
GB2366031A (en) * 2000-03-21 2002-02-27 Ford Global Tech Inc Method of using metadata to generate an email alert
US20020161782A1 (en) * 2001-03-19 2002-10-31 Bruno Bozionek Method for automated management of received messages
US6539385B1 (en) * 1999-06-11 2003-03-25 Abuzz Technologies, Inc. Dual-use email system
EP1298872A2 (fr) * 2001-09-28 2003-04-02 Openwave Systems Inc. Gestion de messages dans un système de messagerie unifiée
US20030065728A1 (en) * 2001-09-28 2003-04-03 Rajko Milovanovic Filing and retrieval of e-mail into person associated folders
US6725228B1 (en) * 2000-10-31 2004-04-20 David Morley Clark System for managing and organizing stored electronic messages

Patent Citations (7)

* Cited by examiner, † Cited by third party
Publication number Priority date Publication date Assignee Title
US5948058A (en) * 1995-10-30 1999-09-07 Nec Corporation Method and apparatus for cataloging and displaying e-mail using a classification rule preparing means and providing cataloging a piece of e-mail into multiple categories or classification types based on e-mail object information
US6539385B1 (en) * 1999-06-11 2003-03-25 Abuzz Technologies, Inc. Dual-use email system
GB2366031A (en) * 2000-03-21 2002-02-27 Ford Global Tech Inc Method of using metadata to generate an email alert
US6725228B1 (en) * 2000-10-31 2004-04-20 David Morley Clark System for managing and organizing stored electronic messages
US20020161782A1 (en) * 2001-03-19 2002-10-31 Bruno Bozionek Method for automated management of received messages
EP1298872A2 (fr) * 2001-09-28 2003-04-02 Openwave Systems Inc. Gestion de messages dans un système de messagerie unifiée
US20030065728A1 (en) * 2001-09-28 2003-04-03 Rajko Milovanovic Filing and retrieval of e-mail into person associated folders

Cited By (1)

* Cited by examiner, † Cited by third party
Publication number Priority date Publication date Assignee Title
WO2013048709A1 (fr) * 2011-09-30 2013-04-04 Microsoft Corporation Catégorisation en vrac

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