File Name Templates¶
File name templates are used to customize file and folder names generated by MessageSave. Templates allow you to do things like changing field order, customizing format for date and time, using various message values for subfolder naming, etc. Templates are configured on the Naming Tab of the Edit Profile window.
A template is composed of Fields and any additional characters you might want to have included in the file names.
Fields are placeholders which are replaced with values from the message been
saved. For example,
%M_SUBJ% is replaced with the message subject.
%M_S_N% is replaced with the name of the message sender. The Add
Field button is a simple way to add new fields to the template. Explore the
drop-down menu under that button to learn about all possible Fields.
You can specify a limit on the length of field value by adding a number in square brackets at the end of the Field. For example,
%M_SUBJ%would use the first 5 characters from the subject name.
To use only initials of a field, add
[IW]. For example,
%M_S_N[IW]%uses only initials of the sender name.
To use only the first word of a field, add
[W1]. To use the second word, use
%M_SUBJ[W1]%uses only the first word of the subject.
To remove spaces from a field, add
[RS]. For example,
%M_SUBJ[RS]%is the message subject without spaces.
%M_SUBJ[RS_]%is the subject with spaces replaced by underscores.
%M_S_N[RS]%is the sender name without spaces.
In addition to Fields, you can also include other characters. They are usually
used for field separators. However, they are not limited to separators. Use them for
anything else you would like to appear in the file name. For example, if the
message subject is
Meeting and the message sender name is
here are a few sample templates and resulting file names.
|Template||Resulting File Name|
The extra characters you can use are not limited to separators. For example,
you can use a template like
subject %M_SUBJ% - sent by %M_S_N%. The resulting
file name would be
subject Meeting - sent by John Smith.msg.
When creating a template, you may only use characters which are valid in
Windows file names. The following characters are not allowed:
/ : ? * | >
< " !.
You can use templates to create subfolders too. Use one or more backslash to create subfolders. For example:
%F_P_R%\%M_SUBJ%- mirrors Outlook folder structure. (Same as “Use Outlook Folder Name” simple naming option).
There is a special Field,
%CF_V%. If you include that field into the
template, MessageSave will prompt you for a value to replace this field with.
This value can be used to include a reference to a project code, client name,
matter number or anything else that makes sense to the way you organize messages
The label for the custom field prompt can be configured on the Custom Field Tab of the Advanced Options window.
File Naming Templates are very flexible, but them might be a bit intimidating when you are first starting to use them. Let us know know what other examples you would like to see on this page or if you find something here that needs clarification.