Productivity Features > Conversation Reader

You can assign a single tag to all emails in a conversation (email thread), or you can put the same set of tags on all emails in a conversation. You can also tell Taglocity to automatically put tags on future incoming emails that belong to a specific conversation.

IMPORTANT Taglocity asks Outlook for the list of emails in a given conversation, and the result is not consistent between Outlook 2010 and Outlook 2007/2003. See details...

In Outlook 2003/2007, if emails appear to be missing from a conversation, then those emails probably originated from an email client other than Outlook like Gmail or Thunderbird, etc. If this is the case, you can try to tag all emails by selecting the Show all with same subject checkbox at the bottom of the Conversation Reader window before tagging. This will use the subject field to retrieve all of the emails in the thread instead of the internal conversation ID field that Outlook manages. If you use this checkbox, and the subject name isn't unique, you may end up with emails from different conversations. And this is the problem with Outlook 2010 - unless you are using an Exchange 2010 account, Outlook 2010 builds conversations by matching on subject only. So if a of an email is not unique, then any conversation tagging you do will put tags on emails that may have nothing to do with a given conversation. At Taglocity, we completely and utterly don't understand the wisdom of this rather drastic change from Microsoft.

Note Tags that have the Exclude from Conversation Tagging property set to on are not assigned to other emails in a conversation unless you assign them individually; when assigning as a set in the Tagger, these tags are assigned to the currently selected email only. Jump to Exclude Tags from Conversation Tagging for details.

Note If you elect to tag a conversation with a tag that has a Tag Action and the Exclude from Conversation Tagging setting off, then the action will get assigned to all messages in the conversation. For example, a Move to Folder action will move all messages to the specified folder, including replies in your Sent Items folder. There is a setting to exclude the default Sent Items folder (See the Do not run Move to Folder tag actions on Sent Items check box on the Settings page in Taglocity Configuration).

Notes The Tag Email Conversation feature trumps the Auto Assigned Tags feature because the simple rule of conversation tagging is to keep all emails in a conversation with the same 'purposefully' selected tags (like how Gmail does labels). So when an email arrives, if it is part of a tagged conversation, then Taglocity does not look at Auto Assigned Tags criteria at all for that email.

Automatic Conversation Tagging

There is a Tag Conversation checkbox setting on in Conversation Reader and the Tag Pane in the Outlook email window. This setting is used to tell Taglocity to assign the tags, except those with the Exclude from Conversation Tagging setting on, to all future incoming messages belonging to the conversation. It also replaces the tags, except those with the Exclude from Conversation Tagging setting, on all existing emails in the conversation with those in the Tagger that do not have the Exclude from Conversation Tagging setting.

1.	In Outlook, open one email in the conversation in which you want future incoming messages automatically tagged (Tip Or select the message and open the Conversation Reader)

In the Tagger, if necessary remove tags (right click and choose Remove this Tag) and add tags you want on all messages in the conversation (click for Tip) Either type the tags into the Tagger separated by commas, or start typing a tag and then select it from the auto-complete list with the arrow keys, then press Tab to accept it. Or click the drop-down arrow in the Tagger and click the checkboxes next to the tags you want to assign. Note that if you type a tag into the Tagger that's not setup yet, then Taglocity will prompt you for confirmation to add a new tag to your collection. If you answer Yes, then the Tag Properties dialog box will open for you to change default settings if you like.

3.	Check the Tag conversation checkbox

4.	Choose Yes when prompted that all the tags in the emails in the conversation will be affected (see Important note below)

Important When you check the Tag Conversation checkbox, a replace (synchronize) operation occurs to replace the tags (except those with the Exclude from Conversation Tagging setting on), on all messages in the conversation with the tags in the Tagger. This means if any of the emails in the conversation have different tags on them, those tags will be removed unless they have the Exclude from Conversation Tagging property set to on (see Note below). Until the Tag conversation checkbox is cleared, this applies to future incoming emails too. You can clear this conversation tagging setting in the Conversation Reader and the Tag Pane in the Outlook email window.

Note Tags that have the Exclude from Conversation Tagging property set to on are not assigned to other emails in a conversation; these tags are assigned to the currently selected emails only. Jump to Exclude Tags from Conversation Tagging for details.

Note The Tag conversation checkbox is disabled in the Conversation Reader when the Show all with same Subject checkbox is selected. This is because sorting conversations by subject can lead to multiple conversations being mixed up when common subjects are used, which means tagging future conversations based on subject may yield unreliable results. Taglocity tags future conversations based on a unique conversation ID.

Tip When you click on an email that is part of a tagged conversation, then the icon on the Tag Conversation in Reader button in the Tagger changes from to this to remind you that any tags you add or remove will apply to all emails in the conversation. The exception is tags that have the Exclude from Conversation Tagging property set to on.

When you click on an email that is part of a tagged conversation, then the icon on the Tag Conversation in Reader button in the Tagger changes from to this to remind you that any tags that don't have the Exclude from Conversation Tagging setting on you add or remove will apply to all emails in the conversation. The exception is tags that have the Exclude from Conversation Tagging property set to on.

1.	In Outlook, open any email in the conversation in which you want to stop future incoming messages from automatically getting tagged (Tip Or select the message and open the Conversation Reader)

2.	Uncheck the Tag conversation checkbox

That's it

Jump to Clear Conversation Tracking Cache for more information.

Manual Conversation Tagging

If you want to control when tags are assigned to conversations, then make sure you do not check the Tag conversation checkbox on any emails when using the Conversation Reader or Tag Pane in the Outlook email window. You can manually assign single or multiple tags to a conversation. In other words, you initiate the conversation tagging; Taglocity will not automatically tag incoming email.

1.	In Outlook, select or open one email in the conversation you want tagged

2.	If the Conversation Reader is not already open, click the Reader button on the Taglocity toolbar or ribbon tab, or the Tag Conversation in Reader button in the Tagger in the Tag Pane if you have opened the email

4.	Click the Replace button in the Tagger (if you check the Tag conversation checkbox, the same action occurs, however, until you clear this setting, all future emails in the conversation are automatically tagged)

5.	Choose Yes when prompted that all the tags in the emails in the conversation will be affected

Important When you click the Replace button in the Tagger, a replace (synchronize) operation occurs to replace the tags (except those with the Exclude from Conversation Tagging setting on) on all messages in the conversation with the tags in the Tagger. This means if any of the emails in the conversation have different tags on them, those tags will be removed unless they have the Exclude from Conversation Tagging setting on.

Tip If the Tagger is not visible in the Conversation Reader, then the bottom controls panel may be can be hidden (collapsed). Click the Show button on the top panel to show it again.

1.	In Outlook, select or open one email in the conversation you want tagged

2.	If the Tagger (Type here to Tag box) is not open Either above or below the email list, or on the Taglocity Toolbar, or at the bottom of the item edit window , click the Tagger button on the Taglocity toolbar or ribbon tab

If the tag you want to put on all messages in the conversation is not already in the Tagger, then enter your tags (click for Tip) Either type the tags into the Tagger separated by commas, or start typing a tag and then select it from the auto-complete list with the arrow keys, then press Tab to accept it. Or click the drop-down arrow in the Tagger and click the checkboxes next to the tags you want to assign. Note that if you type a tag into the Tagger that's not setup yet, then Taglocity will prompt you for confirmation to add a new tag to your collection. If you answer Yes, then the Tag Properties dialog box will open for you to change default settings if you like.

4.	Right click on the tag, and select Tag entire Conversation to put the tag on all messages in the conversation

5.	Wait a few seconds while the operation completes silently in the background

Note The above procedure is not applicable for the Tagger in the Conversation Reader.

1.	In Outlook, select or open one email in the conversation that has the tag you want removed from all other messages in the conversation

2.	If the Tagger (Type here to Tag box) is not open Either above or below the email list, or on the Taglocity Toolbar, or at the bottom of the item edit window , click the Tagger button on the Taglocity toolbar or ribbon tab

3.	Right click on the tag, and select Remove Tag from Conversation to remove it from all messages in the conversation

4.	Wait a few seconds while the operation completes silently in the background