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Tips & Tricks

X1® Professional Client

How X1 Changes the Way You Work

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X1® Professional Client Tips and Tricks

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WHAT WILL X1 DO FOR ME?

If you’re a frequent user of X1, you know that X1 instantly locates any word in any email message, attachment, file or Outlook contact on your PC. This guide provides tips and tricks for experienced X1 users, or for beginners who want to dive right in and make the most of the tool.

For more basic tips, please see the Quick Start Guide located at www.x1.com/download/quickstart.pdf

• Get a 360º view of a client or subject and restore it anytime with one click• Avoid unnecessary meetings—bring X1 to get answers fast• Never again waste time managing email• Get a new employee up to speed• Mine your contacts faster• Stay on top of “importance: high” emails• Create an instant task checklist

Get a 360º View of a Client or Subject and Restore It Anytime with One ClickDon’t invest effort in a hierarchical filing system or search across multiple applications ever again. Save searches according to your own intuitive system and reference them later, with one click.

For example, a sales representative is responsible for tracking the “IBM” account from initiation to the closure of the deal and beyond. The rep has access to many different systems—including the SFA solution, accounting, tech support and his or her own spreadsheets—but to open each application, search for the account name and scan the search results for the right file takes time.

Instead, the rep uses X1 to search All for “IBM” and all the results for the account, including email, objects in the SFA/CRM solution and the sales forecast spreadsheet, immediately populate the results pane (1).

The rep clicks the Date/Time column heading once to sort all results by date and finds the desired email, then saves the search in X1 as “IBM” (2). He or she can repeat this for each named account.

Avoid Unnecessary Meetings—Bring X1 to Get Answers FastThis tip came to us from a system engineer at a leading infrastructure company. “When working with customers and government regulators, I often use X1 to search thru RFCs (Requests for Comments documents) and government security documents while a conference call is in session. This allows me to have the exact answers to questions that come up during the call, thereby eliminating the need to have follow-up calls after doing research off-line. This is an incredible time saver for me and my team.”

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Never Again Waste Time Managing EmailMany IT departments set a limit of around 150MB, which can put a cramp on your style if you are an email power user. Never worry about filing another email or deleting stuff just to make room—only delete spam and emails you really don’t want to reference ever again. Because X1 instantly searches PST archives, you don’t have to worry about being hassled with “Mailbox Full” messages.

Open your Outlook Tools > Options, select the Other tab and click the Auto Archive button. (3). Set Outlook to archive everything, at whatever interval you want, so that your mailbox doesn’t grow beyond your allotted size (4). Set auto-archive to happen every 7 days, and put anything older than one month into the PST archive. When you search using X1, archived email and attachments will appear in results alongside those still in your Inbox. Get a New Employee Up to SpeedWith the full version of X1 Professional Client, search across multiple Outlook Profiles and PST files at the same time. For example, you’re orienting a new employee and need to get him up to speed with a project he’s going to be taking over. You’ve got project related email in your Inbox, in several archive PSTs and within Public Folders. You do not have time to search within each of those locations. Using the documents tab in X1, you quickly search across the entire universe of project related information (5), see the relevant items and then save that as a search (6). Email the saved search to the new employee to open, and he can choose to save or not save it (7).

For email, select and copy messages into a “new hire” PST file. Simply select the relevant messages, then right-click and select Copy, then Copy to PST. When the new employee starts on Monday, all the relevant files and project email are collected and ready to reference.

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Mine Your Contacts FasterYou don’t have to export your entire Contact database to Excel in order to make it more usable. Use X1’s Contacts search tab to enter just one keyword to go from thousands of contacts to a few or one. Use the metadata filters in each column to filter for specific job titles, cities, states, first names or area codes.

For example, a sales rep wants to target a specific metropolitan area for an upcoming seminar. She enters the area code for a region (e.g., 949) into the Work Phone filter and only those clients appear in the results (8).

She can either save the search for future reference or choose File > Export to export the target list to a text file or Excel (9).

Stay on Top of “Importance: High” Emails“High Importance” email can stack up and become difficult to prioritize. Keep on top of these messages by using Favorite Searches in X1. Choose the Email search tab, then Tools > Columns, and add the Importance column from the left side (10).

Then in the Importance metadata filter, enter “High”, and in the To field, enter your email name or group alias. If you want to limit the range of dates, such as for the previous week, use the drop-down menu to select a range. Finally, save this search as “Urgent Email” and then drag it up to your Favorite Searches. It will appear as a search tab!

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Create an Instant Task ChecklistThis is particularly helpful when launching a new product or duplicating a past project. Search Documents with the keywords “Project X” to pull up all relevant work product; select the search results for the documents you’ll be updating or reusing as templates (11); then choose File > Export to export the list along with authors and edit dates to Excel (12).

MORE TIps AnD TRIcks

Speed Up Sorting with Drag and Drop ColumnsWhen you see too many columns and/or want to rearrange them, expand the columns window all the way. Then just click, drag and drop the columns in the order that you want.

Use the Deskbar and Outlook Toolbar to Recall SearchesHow many times have you searched for a file or email, found it, then told yourself you would remember where it was next time? When you install X1, it adds a deskbar to the bottom toolbar of your screen and adds a toolbar to Outlook. Don’t turn this feature off because it will come in handy. When you use the deskbar or toolbar to search, they retain your queries. Use the left and right navigation bars to recall searches, going forwards and backwards.

Tips on Email and File SearchingSearch by an exact phrase. Use quotation marks to tell X1 to find a specific phrase instead of individual words. Entering “as fast as you can type” in the search tab will retrieve only those documents and messages that contain that exact phrase, and the entire phrase will be highlighted in a single color.

Show X1 Icon in the System TrayMany users prefer to launch applications from, or minimize them, to the system tray rather than the taskbar. You can perform both of these functions by choosing the option that allows you to display the X1 icon in your system tray. To turn this option on or off, go to Tools > Options and click on Basic Options.

See Multi-line ResultsDrag and drop a metadata column heading to a second line. This will array your results in a multi-line view, allowing you to see more info for each item.

Multitask with Simultaneous SearchesYou can have a different search active on every single search tab. By default, X1 automatically carries your search terms from one tab to the next. If you change this setting to require the Shift key to carry over terms, you can then have multiple searches in play at one time. This allows for more effective multitasking.

Sort Three WaysYou can sort three ways at once. For example, you may want to sort your results by date, then by name, then by subject. To do this, simply hold down the Shift key before clicking on the column to make your second and third sort selection.

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nEXT sTEps

Did you know that you could use X1 to search everything across your enterprise?

The X1 Professional Client allows you to find, preview and take action upon virtually anything on your local hard drive, including your email. Once you’ve become familiar with the X1 Professional Client, you are ready to unlock the full power of the X1 Enterprise Platform.

The X1 Enterprise Platform allows you to search shared directories on your network as well as critical enterprise systems such as Exchange, SharePoint, document management systems and database applications. In one search, see everything that is relevant to your query, use powerful filters to pinpoint selections and exponentially increase your productivity.

Tell your IT group that you want to X1 everything in your environment. Ask them to contact us at [email protected], 866.X1.TECH1, or visit our Web site at www.x1.com.

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