eProductivity Weekly Tip: October 1, 2010   

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Weekly Tip: 4 Things to Know about Shadow Emails

Shadow emails are transitory copies of emails that remain connected to the project or action you're working on. A shadow email is created when you link an email to a project or action. This keeps your communications related to a project or action in one place, which makes it easier to get things done. No more searching for emails because everything is in one place!

Here are four things to know about shadow emails.
1. How Shadow Emails are Created
When you link an email to a project or action, whether by dragging-and-dropping the email or using the "Link To" menu, a shadow copy of that email is created.

Drag-and-drop to create shadow email

Now before you're taken to the project or action where you can see the new shadow email, eProductivity asks you what you'd like to do with the original email. If you want to keep a copy of your original email in addition to the new shadow copy (perhaps for email compliance reasons), you can select the "Move to Folder" option to folder the email. For most people, the majority of original emails can be deleted.

Email disposition box

Note: if you decide to move the original email to a folder, it will use additional mail file space because now you have two copies of the same email saved (although you can choose to strip any attachments). That space will be reclaimed when you delete the project or action containing the shadow email.

After choosing your preferred option, you're taken to the project or action. You can now see the Linked Items section where your new shadow email is located.

Project with linked shadow email

A couple of things to know about the shadow email:
1. You can reply, reply all, and forward the shadow email just like you would a regular email
2. The shadow email is now linked to this project or action and can only be removed by deleting it
2. Accessing Shadow Emails
There are two ways to access your shadow emails. The easiest way is to open up the parent project or action document as shown above.

Another way is to access the Shadow Emails view. This is done by clicking on the eProductivity button and going to Support Tools > View Shadow E-mails

View shadow emails

This view will show you all shadow emails inside your eProductivity mail file. You can search among your shadow emails by going to the View > Search this View menu option at the top of your Lotus Notes screen.
3. Completing and Deleting Shadow Emails
When a project or action is marked complete, any items linked to it - including shadow emails - will remain in your mail file. To conserve space in your mail file, when a project or action is deleted any shadow emails linked to it will be deleted as well. (You can change when shadow emails get deleted in the eProductivity prefereces.)
4. What Happens to Shadow Emails If You Uninstall eProductivity?
Good question. During the uninstall process, you will be prompted to decided if you want to convert your shadow emails to regular emails.

Converting shadow emails

So you can rest comfortably knowing that if you ever need to uninstall eProductivity, your shadow emails are retrievable.
Until Next Week...
There you have it: four important things to know about shadow emails.

If you have a tip to share or a topic you'd like to see covered, please let us know. We'd love to hear from you!