Faster Mail: Outlook Organization Settings

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Customizable Folder Structure in Outlook

The folder structure in Outlook that Faster Mail creates is customizable, just like Faster Drive is. By default, the folders are organized by status, client, and matter, but depending on your specific needs, it might be better to rearrange them.

The Outlook Organization Tab

Let's go to Faster Suite on the Faster Ribbon, then click the settings wheel and select Message Preservation on the left, and Outlook Organization across the top.

The first drop-down on this tab allows us to choose what to do with emails we preserve. By default they will be organized into a folder in Outlook, but we can also choose to leave them in our sent folder or inbox instead, or just delete them after they’ve been preserved.

The next setting lets us choose the folder structure that Faster Mail uses. The drop-down has a lot of presets that we can use, or we can click the pencil icon to create our own, just like Faster Drive. For more information on how to configure a folder structure, please see the video entitled Configuring Faster Drive's File and Folder Settings as the process is the same.

The next setting lets us configure which email account to create the folder structure for. By default, the email will be moved to a folder in the account that originated the email, but if we’d prefer to move all preserved emails to one account, we can select the account in Outlook we’d like to use from the drop-down. This is a useful feature if your firm has a shared email account that you would like everyone to move their emails to. That way you can view all of the emails related to a matter in Clio, or just go to the folder in Outlook to see emails to or from other users as well.

We can also abbreviate the folder names to save space if we’d like and choose whether to display client names with first or last name first.

The Outlook Re-Organization Tab

Now let’s look at the Outlook Re-Organization tab.

The folder structure created by Faster Mail is dynamic, just like Faster Drive, so if we change the status of a matter or rename something in Clio, the folders in Outlook will change as well. Unlike Faster Drive though, the changes will take a little longer to appear. This tab lets us choose how often to check Clio for updates related to our Outlook folders and select which accounts to reorganize.

When we’re done, we can click Save and Close.

Manually Reorganizing Folders

If we chose a different folder structure, we can then go to Mail on the Faster Ribbon and click the Reorganize EMails button to manually prompt Faster Mail to reorganize our folders without waiting the amount of time we selected in settings. This process can sometimes take a bit if we’re moving a lot of emails around.