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A Need of Every OrganizationHazel 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.
A Need of Every Organization
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
A Need of Every Organization
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?
A Need of Every Organization
A Need of Every Organization
Outlook Default Data file is created for each Mail Profile
Outlook is installed on required computers
Multiple Mail Profiles are created as needed
Emails are Scattered across Personal Outlook
Emails are archived at centralized location with option either move or copy
Authorized Users can access the permitted users emails
A Need of Every Organization
Default folders (Inbox / Drafts / Outbox / Sent )
Additional User defined folders can be created
Archive Data File
New Outlook Data File
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
To Ensure One Place Organizing of documents & emails
Every user has its own way of giving file name
Archived Emails are stored with other documents
Contact centric communications can be displayed in one view
A Need of Every Organization
Default folders (Inbox / Drafts / Outbox / Sent )
Folder Creation
Rules and Alerts
Find Functionality
Emails are manually shifted to desired folders
Rules are created to move emails in instructed folders
Keyword based search is performed in selected folder
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
Archived Email is profiled with Multiple properties
Provides Multiple Retrieval Options
A Need of Every Organization
New Mail Message
Forwarding a email message
Standard & User Templates in File System
Emails are generally prepared from New Mail Message
Existing Email message is forwarded to create new
Any Required Documents are manually attached
Building formats for stereo type email messages
Enabling easy sharing & access within colleagues
Centralized organizing of document attachments Faster email creation from templates
formats
Templates can hold document attachments too
A Need of Every Organization
Standard Templates
User Templates in File System
Templates are rarely used being a hidden feature
Drafts are preferred
Existing Email message is forwarded to create new
Creation of Email Templates
Enabling easy sharing & access within colleagues
Promotes creating and replying of emails from templates formats
Facilitates to capture templates from existing emails with or without attachments
A Need of Every Organization
Outlook Default Data file (PST file)
Auto Archive
New Outlook Data File
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
Reduce email messages from Default Data file Facilitates to archive emails with
options either move or copy
Optimized Outlook performance
A Need of Every Organization
Auto Archive
New Outlook Data File
Import and Export
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
Reduce email messages from Default Data file
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
A Need of Every Organization
Import and Export
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
Proper handover of Outlook Data file
Systematic Management of multiple Data files
New entrant needs struggle for retrieving emails
Facilitates to archive important emails with automated profiling and centralized organizing
Enables smooth handover
A Need of Every Organization
Printout of Email communication
Listing of emails in respective folders
Manual report is prepared
Hardcopy emails are referred
Ensure report is always updated
Organizing of bulky hard copies
Enables in printing of documents & email reports in excel sheet and hard copies
Templates list can be published in Excel Sheet
A Need of Every Organization
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
Kept intact
Attachments are organized in windows folder hierarchy
Physical printouts are taken and manually managed
Every user has its own way of organizing
Enabling easy sharing & access within colleagues
Systematic Hard copy management
While Archiving captures the attachments with the email itself
Attachments can be separately organized in centralized repository
A Need of Every Organization
Print Email
Print-out of emails are taken for filing and record purpose
Print-out is taken for approval & reference purpose
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
Provides access of archived email to authorized users
Eliminates the need of hard copy print out
A Need of Every Organization
Reply Email / Forward Email
Import and Export
Rules and Alerts
Unwanted Downloading of past email messages
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
Build a centralized repository for sharing
Ensure authorized users can access to permitted areas
Emails should be deleted from server after download
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
A Need of Every Organization
Single/Multiple Mail profiles can be created for configuring email accounts
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
Provide access of required emails to other staff members
Time Management
Provides Multiple Retrieval Options with defined access to permitted emails only
No dependency on Outlook
A Need of Every Organization
Cumbersome retrieval of emailsRetrieving emails is a cumbersome task. You receive many emails, but few are important
Email creation & Replies Takes timeWastage of time for creating and replying standardized emails & Less use of templates
Microsoft Outlook slows downAll data stored in PST file, as information increases, Microsoft Outlook performance decreases
MS Outlook PST File CorruptionHuge Amount of data & Virus attack leads to loss of entire Outlook data
Staff TurnoverEmails are in PST File & handover to new entrant may not be proper, leads loss of vital information
Emails are Scattered across PC'sEmail information lies scattered in various PC’s. Hence there is no sharing of the information
A Need of Every Organization
Add-in for Microsoft Office Outlook
Experience the different by opting Email Archive Solutions from Hazel Office Productivity Solutions
A Need of Every Organization
A Correspondence Automation & Management Softwarewww.esecretary.4ouroffice.com
A Complete Sales Cycle Management Solutionwww.salesleadtracker.com
A Innovative Template Management Softwarewww.eform.in
A Structured File Management & Knowledge Managementwww.kdoc.in
Includes Add-in for
Microsoft Outlook®
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 Need of Every Organization
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
A Need of Every Organization
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
A Need of Every Organization
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
A Need of Every Organization
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
A Need of Every Organization
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
A Need of Every Organization
Thank Thank YouYou
Hazel Infotech Ltd.202, Unique Tower, Off S. V. Road, Goregaon (West), Mumbai - 400 062 (INDIA)Tel: +91-22-42264444 (30 Lines) Fax: [email protected] www.km4ca.com
