How to find an email amongst hundreds with the same subject?

[AlphaBovine]

Version: 2008
Operating System: Mac OS X 10.5 (Leopard)
Processor: Intel
Email Client: imap

One of the things I receive on a daily basis is signed agreements with my clients via RingCentral Fax. These come to my address and have a really long subject line. I then archive these documents in a subfolder within Entourage and keep them there.

However the catch is that if I need to find a specific one it is like looking for a needle in a haystack. I have to keep them on the server so others can see them (IMAP) but there is no way to note which document is for which client.

Is there a way to add a tag or note, or even to change the subject line of an email once received so that a search can pull it up?

Otherwise the only thing I can think of is saving them all to my HDD and then changing the name and the sending them back to myself again. Just trying to eliminate as many steps in the workflow as possible. Thanks!

- A. Bovine

 

[Michel Bintener]

Hi A.,

you can download an AppleScript here:

<http://www.entourage.mvps.org/downloads/scripts/edit_subject.zip>

Once it is downloaded and unzipped, put it inside ~/Documents/Microsoft User
Data/Entourage Script Menu Items. If you select a message in Entourage,
click on the black scroll icon in the menu bar and select the script; you
can then rename the message that is currently selected. You should also read
an article titled "About the Script menu" in Entourage's help, as that one
will tell you how you can attach a keyboard shortcut to the script.

NOTE: Due to a limitation in Entourage, you can only rename a local message.
In other words, if you rename a message, only the local copy of the message
is affected, whereas the message on the server remains unchanged. If, for
whatever reason, you need to rebuild the cache and Entourage has to
re-download the messages from the server again, the original subject lines
will still be there.

 

[Adam Bailey]

One of the things I receive on a daily basis is signed agreements with my
clients via RingCentral Fax. These come to my address and have a really long
subject line. I then archive these documents in a subfolder within Entourage
and keep them there.

However the catch is that if I need to find a specific one it is like looking
for a needle in a haystack. I have to keep them on the server so others can
see them (IMAP) but there is no way to note which document is for which
client.

IMAP is not a good groupware storage space. You should consider some
type of file server, either on your network or on the Internet.