Applying a Sequential Number to a Message as it's Received?

  • Thread starter ConfusedNHouston
  • Start date
C

ConfusedNHouston

I have no idea if this can be done. I have work requests that are directed
to a single mailbox; we'll call it GROUP. Three workers access the GROUP
mailbox. They open a request, peform the requested task, and open the next
request.

The problem is that one worker might handle 50 requests and another might
handle 10 in the same period time.

If a rule could be written or if some other means exists to change the
address from Group to Group #20, Group #21, Group #22, in sequence then I
could much more easily track who is handling what requests.

Any ideas for how to do this? I mentioned a rule. Even if the sequencing
is done after receipt, as long as it's not a manual numbering method, it
could possibly be of benefit.

Thanks.
 
D

Diane Poremsky [MVP]

you wouldn't use a rule but it is possible as several addins do something
similar using VBA.
 
J

Judy Gleeson \(MVP Outlook\)

If you indeed want to track who handled which and then see how many each
person handled, try the Categories column.

Make a Category for each person's name.

Then show the Category column and as each person takes a job on, they right
click and Categorise it with their name.

If you later group by Category, you'll see whether I did 10 times as many as
Mary! You could even make a Filtered View that just shows Mary's items.

Many of my clients have used this type of process for a Shared Mailbox and a
"pull the work out" approach.

Regards

Judy Gleeson
MVP Outlook
Trainer and Consultant

read my articles here: www.judygleeson.com
Canberra, Australia

how to post questions: http://support.microsoft.com/?id=555375
 
C

ConfusedNHouston

Ms. Gleeson I like the concept but being a novice I have several questions
about how to implement your suggestion.

Where do I create a category for each person's name; on my computer, on each
of their computers, is it associated with the group address?

When I create the category for each individual, do I use their 4-3-1?

Is there a link out there that would qualify as a "Category usage for
novices" site? Obviously my lack of appreciation for the power and function
of categories is what's driving the questions above.

Thanks for your response. I hope you'll be able to help with the above.
 
J

Judy Gleeson \(MVP Outlook\)

Here's an article on why and how to use Categories:

http://judygleeson.com/categories.aspx

To use them in Email you will first need to go into the Categories button in
a Contact, Task or Appointment as that's the easy place to find a) the
categories button and b) the Master Categories list.

Once you have edited the Master Category list, to Categorise Emails, you
right click the email, choose Categories and then select a Category.

Make sure to show the Categories field in the Inbox. You do that with the
Field Chooser which is on the Advanced Toolbar.

Here's an artcile about Grouping (it applies to the Inbox too)

http://judygleeson.com/sorting_grouping.aspx



Judy Gleeson
MVP Outlook
Trainer and Consultant

read my articles here: www.judygleeson.com
Canberra, Australia

how to post questions: http://support.microsoft.com/?id=555375
 
S

sdSlackerKO

Your information earlier on using catagories for tracking was awsome! exactly
what i was looking for. However, I do have an additional question; Is there a
way to make a hot button or add my personal catagory to a toolbar. If i know
my co-workers right clicking everytime will be an issue with implementing
this wonderful tool.

Thanks for any help you can offer.
 
S

sdSlackerKO

Nevermind, I figured this out on my own.
First I created the new toolbar by right clicking a blank area in the tool
bar area.(Underneath the file, edit, etc area).
Then I clicked on Customize, then New, then I named it Catagories.
This gave me a new toolbar; which I dragged to an empty area, with the other
toolbars.
Next, I right clicked my new Catagories toolbar and choose Customize again.
This time I went to the Commands tab. Chose Edit from the first list and
Catogories from the sub/secondary list on the right.

Now clicking on this Toolbar opens the Catagories list right away... if
there is a way to refine this even further, please let me know.
I could not figure out how to make it just show 1 catagory (instead of the
entire list).

sdSlackerKO said:
Your information earlier on using catagories for tracking was awsome! exactly
what i was looking for. However, I do have an additional question; Is there a
way to make a hot button or add my personal catagory to a toolbar?
Click to expand...
If i know my co-workers right clicking everytime will be an issue with
implementing
 
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