WO2005116889A1

WO2005116889A1 - A method of managing electronic mail

Info

Publication number: WO2005116889A1
Application number: PCT/IB2005/001483
Authority: WO
Inventors: Donovan Wayne Vermaak
Original assignee: Donovan Wayne Vermaak
Priority date: 2004-05-28
Filing date: 2005-05-27
Publication date: 2005-12-08

Abstract

A method of managing e-mail which includes providing a number of different mail categories wherein each mail category is associated with a different subject type of e-mail. When an e-mail is sent from a mail sender 50 to a mail recipient 52, the mail sender is required to select a mail category prior to sending the mail. Each mail category is associated with the e-mail address of a public folder on the exchange server 54. The e-mail (1) is received and stored on the exchange server in the conventional manner. In addition, a blind carbon copy (BCC) (2) of the e-mail is simultaneously sent to the relevant public folder on the exchange server where it is stored.

Description

A METHOD OF MANAGING ELECTRONIC MAIL

FIELD OF INVENTION

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.

BACKGROUND TO THE INVENTION

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.

SUMMARY OF INVENTION

According to a first aspect of the invention there is provided a method of managing e-mail on a communications device having e-mail application software executable thereon, which includes:

providing a number of different mail categories wherein each mail category is associated with a different subject type of e-mail;

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; 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;

causing the e-mail message to be 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 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.

According to a second aspect of the invention there is provided 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

prevent the e-mail message from being sent unless at least one menu option is selected by a mail sender, thereby forcing the mail sender to select one of the menu options.

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.

According to a third aspect of the invention there is provided 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.

According to a fourth aspect of the invention there is provided 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. According to a fifth aspect of the invention there is provided an 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;

means for preventing an e-mail message from being sent unless one of the menu options has been selected by the 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, thereby permitting a blind carbon copy of the e-mail message to be sent to the data storage component.

BRIEF DESCRIPTION OF DRAWINGS

Further features of the invention are described hereinafter by way of a non- limiting example of the invention, with reference to and as illustrated in the accompanying diagrammatic drawings. In the drawings: 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; and

Figure 7 shows a schematic block diagram illustrating the method of managing e-mail, in accordance with the invention. BRIEF DESCRIPTION OF PREFERRED EMBODIMENTS

With reference to Figure 1 of the drawings, a schematic block diagram of a conventional e-mail system, is illustrated. In the conventional e-mail system, an e-mail 10 is sent from a mail sender 12 to a mail recipient 14 via 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. In this example 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. In accordance with the method , 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. As such, 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. With reference to Figure 2 of the drawings, 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.

With reference to Figure 3 of the drawings, 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. In this example, 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.

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.

With reference to Figures 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. In Figures 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. In Figures 4 to 6 of the drawings, 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.

In use, if the "send" button 122 is selected without a user selecting one of the categories of e-mail in the menu display 124, an error notification message 126 (see Figure 5) is displayed prompting the user with the reminder: "You must specify at least one category before sending this e-mail". In this example, the user then selects "Marketing" and "Finance" as categories for this e-mail message (see Figure 6). The user is now able to send the mail using the "send" button. As for the embodiment illustrated in Figures 2 and 3, a BCC is simultaneously sent to the data storage component with which the mail category is associated .

With reference to Figure 7 of the drawings, an e-mail management system in accordance with the method of invention, is illustrated. When an e-mail is sent from a mail sender 50 to a mail recipient 52, 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. As such, when an e-mail is sent from the mail sender 50, after having selected a particular mail category, the e-mail (1) is received and stored in the conventional manner on the exchange server. In addition, a BCC (2) of the e-mail is simultaneously sent to the relevant public folder on the exchange server 54 where it is stored. In this instance, 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.

It will be appreciated that 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.

Claims

CLAIMS:

1. A method of managing e-mail on a communications device having e-mail application software executable thereon, which includes: providing a number of different mail categories wherein each mail category is associated with a different subject type of e-mail; 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; 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; causing the e-mail message to be saved in the data storage component of the data storage medium, which is associated with the mail category selected by the mail sender.

2. The method as claimed in claim 1 , which includes 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.

3. The method as claimed in claim 2, which includes 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.

4. The method as claimed in claim 3, which includes inactivating the send command displayed by the e-mail application software, until the mail sender has selected one of the menu options.

5. The method as claimed in any one of claims 1 to 4, which 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 e-mail address of the particular data storage component of the selected mail category.

6. 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 prevent the e-mail message from being sent unless at least one menu option is selected by a mail sender, thereby forcing the mail sender to select one of the menu options.

7. The computer program product as claimed in claim 6, wherein each menu option is 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.

8. 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-mails of different subject types in the relevant data storage components identified for storage of the e-mail.

9. E-mail application software which is executable on a communications device and which incorporates the computer program product claimed in claim 6 or claim 7.

10. An 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; means for preventing an e-mail message from being sent unless one of the menu options has been selected by the 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, thereby permitting a blind carbon copy of the e-mail message to be sent to the data storage component.