"Deleted Items" folder

[aperry]

Is there any way to have Xobni index/synchronize the Deleted Items folder? This is making an otherwise incredible product almost useless to me (as it sees all of my sent mail, but very little of my received mail). But maybe I'm missing something?

Am I the only one who moves almost all of my mail into Deleted Items but still relies on those emails via search tools (like Xobni)?

Thanks,
Aaron

[gary]

I do not store (or archive) any email in my Deleted Items folder. I generally rely on pst files since my mailbox quota on the server is not that large. I have rules setup that move a good amount of my mail into various folders (part of the pst) that are then available offline.

I have an AutoArchive function setup that purges my Deleted Items folder every week.

If you choose to keep your approach, you could always create a new folder (instead of using Deleted Items) and move items there. I think Xobni would find emails in that location.

-Gary

[IShootBrides]

If you choose to keep your approach, you could always create a new folder (instead of using Deleted Items) and move items there. I think Xobni would find emails in that location.

-Gary
That would be my suggestion as well.
That's like using windows recycle bin to store important files.
deleted=trash

[jeff]

I've always thought of Deleted as trash. If I put it there I don't want it anymore.

I used to have a complex filing system of my received email. I've since switched to making folders by year and simply file them in their respective folder.

I typically archive the last 6 months to a PST file which allows the emails to be searched if needed. Xobni did a great job of indexing my archive.

[aperry]

I do not store (or archive) any email in my Deleted Items folder. I generally rely on pst files since my mailbox quota on the server is not that large. I have rules setup that move a good amount of my mail into various folders (part of the pst) that are then available offline.

I have an AutoArchive function setup that purges my Deleted Items folder every week.

If you choose to keep your approach, you could always create a new folder (instead of using Deleted Items) and move items there. I think Xobni would find emails in that location.

-Gary



This is my archive method, the only difference being that it's a little easier to send mails to Deleted Items folder compared to any other folder I choose to create. All my email does get archived into local PST folders eventually, but again, the majority of them are still residing in a Deleted Items folder which isn't indexed by Xobni. I could use different folders as a replacement for Deleted Items, but I suppose that would be a workaround that seems a bit unnecessary and would involve extra work on a regular basis.

I'm guessing there's just no way to have Xobni index Deleted Items?

General question: what is the usefulness of the "out" and "in" numbers that Xobni provides in the Email pane, when Sent items are indexed but Deleted items are not? It seems that a lot of the "in" numbers will be artificially low if you're the kind of person who deletes email (which most of us do in some capacity). Doesn't think also skew many of the analytics reports?

[onthefritz]

From what I've notice, it indexes e-mail once it is read. If you read each e-mail, then it indexes it. But it would be nice if it indexed e-mail as it comes into your inbox.

OnTheFritz

[ryan]

Hi onthefritz,

Xobni does index mail as it comes into your inbox (it doesn't need to be read), but there can be up to a 30-second delay before that mail gets indexed and is available through the sidebar. You can test it out if you want: the next time a mail comes into your inbox, don't read it and wait 30 seconds. Then search for it -- it should come up.

-Ryan

[ryan]

Hi aperry,

No, you're not the only person who uses "Deleted Items" as an archive. I do it too, and I work here! The engineering team chose at one point to not include deleted items as an indexed folder (thinking of it as trash), but a fix to address this issue will be coming in the next couple releases where you will have the option to index it. Stay tuned!

-Ryan

[aperry]

Hi aperry,

No, you're not the only person who uses "Deleted Items" as an archive. I do it too, and I work here! The engineering team chose at one point to not include deleted items as an indexed folder (thinking of it as trash), but a fix to address this issue will be coming in the next couple releases where you will have the option to index it. Stay tuned!

-Ryan


Hi Ryan,

Thanks! This is exactly the response I was hoping for. I'm definitely looking forward to this feature and I'll keep my eyes out for it.

Thanks again!
Aaron

[Mitch]

Aaron,

I, too, miss the fact that Xobni will not index the deleted items folder. While I do not use that folder as a long-term archive, I do keep 90 days of deleted items handy. For those of you who think only of this folder as trash, here is how it helps me and how indexing would be immensely useful:

-- incorrectly deleted emails can be quickly found
-- emails that are trash when I read them, but I want them later can be quickly retrieved (e.g., an advertisement that I don't care about today, but do remember as useful two weeks from now OR a brief email containing a phone number that I trash, but after losing the phone number decide I need to find the email in a few weeks)

I am glad to see that this feature will be added back in the future.

Mitch

[bgold]

yea but then you don't have a 1-click archive solution (delete button) -- this is a common workflow amongt the thousands of outlook junkies I work with -- outlook search provides for this feature (it's a CHOICE). this isn't a feature request, it's a bug.

[bgold]

woohoo! this is good news -- any time frame? I've been waiting since before Xobni was public ;) I reinstalled because I've heard perf has gotten much better (it has) but it's a non-starter until I have this feature :) great software, good job.

[themeiam]

Indexing deleted items is very important to me too as that is the way I archive things as well. Anything i want to truely delete I "Shift + Delete" :)

On this topic I think it would be very helpful if Xobni gave the user the option on which folders to index. I have some Outlook folders that I don't want indexed, but if I'm not mistaken Xobni indexes everything.

[sqroot]

I'd like to lend my voice to the side which says this is a "bug". I've just installed Xobni, and after restarting my computer, running the "Index All Mails" a few times, and leaving it idle for a few hours, I concluded that Xobni was broken. Most of my contacts had "Out: 1,000 In: 3". Nowhere was it mentioned that Deleted Items isn't indexed, and I had to search the forums to find this thread and work out the problem.

If I wanted an e-mail to disappear I would empty my Deleted Items. I leave 99% of my e-mails there because they're not worth filing into a special folder, but I do sometimes reference them using search.

Please can this be changed urgently!

[tyler]

@ sqroot:

Again, this is not a "bug", it's how we designed the product (in order to conform to Microsoft's design concept of Outlook). However, this will soon be changing due to popular demand from our users. :)

I apologize that this information was not readily available on our FAQ. I have made the necessary changes to prevent others from being confused about this, so thanks for letting me know!

[sqroot]

I suppose we're getting in to semantics of what a bug is!

I have no idea what Microsoft's "Design Concept" for the Deleted Items folder was, and I've never read their spec. I do know that everyone I've ever come across hits the "Delete" button when they've finished reading an incoming mail, and then expects to be able to reference those mails later.

Anyway, I'm not trying to pick a fight. Is it possible to know when this will be enabled? Until that time Xobni is fairly useless to my company.

[aamir]

I think we can all agree there is more than one way to use the Deleted Items folder. The engineers at Xobni have definitely learned a lesson about the variety of ways people use Outlook - thanks to everyone for their feedback on this topic.

When will folder selection be available in Xobni?

In the next release, which is currently scheduled for about 1.5 months from now. Stay tuned - this next version is going to address major requests and add some tweaks that will rock*!

* from an engineering standpoint, no guarantees on your own perception of awesomeness

[aparr]

I need to chime in here:

For many outlook users (myself included) the deleted items folder is nothing but a huge archive of email that does not have any “current” relevance but likely could at some later time. It is often used this way because it is really easy to shift an email from your inbox (a location for currently relevant items) to the delete items folder with the delete key.

Making statements or providing suggestions like these do not overcome the fact that outlook is used this way by many many people.

[Chahk]

In the next release, which is currently scheduled for about 1.5 months from now.

Unfortunately this means that (at least for now) Xobni will be uninstalled from my machine. Not indexing Deleted Items is a silly design flaw that should have been an option since early development stages.

I also use the Deleted Items folder as a temporary archive of old items that are no longer relevant, but are invaluable as reference material. I like to keep my Inbox clean, and am not a fan of "moving" items between folders. The Delete button as a one-press archiving tool has worked for me for ages.

P.S. No wonder it took Xobni a whole 15 seconds to index my 2.5 Gig PST's! ;)

[Chahk]

Unfortunately this means that (at least for now) Xobni will be uninstalled from my machine. Not indexing Deleted Items is a silly design flaw that should have been an option since early development stages.

I also use the Deleted Items folder as a temporary archive of old items that are no longer relevant, but are invaluable as reference material. I like to keep my Inbox clean, and am not a fan of "moving" items between folders. The Delete button as a one-press archiving tool has worked for me for ages.

P.S. No wonder it took Xobni a whole 15 seconds to index my 2.5 Gig PST's! ;)

Heh, perfect timing :) Version 1.4 beta has been released and the folder selection is exactly what's been added to the product to support my working habit. Re-installing as I write this.

[Danarchy]

At work we experience Xobni as being a useful tool to increase productivity. A requirement is that we can search through the deleted items. Now, everyone at my department, but one, can search this folder.

Also within Options --> Indexing there is no possibility the check the box deleted items for this one person. For those whom it is working for, deleted items does show up in the indexing tab.

Can anyone tell me why there is one unlucky person that cannot select deleted items?

[tyler]

@ Danarchy (nice username, btw!):

Hmm, that's very strange. I wonder if there's something unique to this person's setup that's causing this to occur. A couple of ideas, and questions, spring to mind:

1. Is this person running Xobni build 4023 or higher? If not, they won't have this feature.

2. What version of Outlook are they running?

3. Have they renamed the 'Deleted Items' folder?

4. Have they tried rebooting their machine since they noticed this issue?

5. Have they tried reinstalling Xobni? I'd grab the latest build off our website and try that.

6. Why can they not select 'Deleted Items'? Is the box greyed out? Or does 'Deleted Items' simply not appear in the folder tree? Perhaps a screen shot could best answer this.

7. Have they tried doing an Office Repair or a ScanPST?

Those are things I'm curious about, off the top of my head. Let me know about that!

Thanks!

[Danarchy]

Tyler,

Thanks for your response.

Below an answer to your questions:

1. Is this person running Xobni build 4023 or higher? If not, they won't have this feature.
We all did download the same, latest version which is 4024

2. What version of Outlook are they running?
Also the same for everyone in our department which is outlook 2003 SP3

3. Have they renamed the 'Deleted Items' folder?
Folder name has not been changed

4. Have they tried rebooting their machine since they noticed this issue?
Several times, but without succes

5. Have they tried reinstalling Xobni? I'd grab the latest build off our website and try that.
Also did try that...

6. Why can they not select 'Deleted Items'? Is the box greyed out? Or does 'Deleted Items' simply not appear in the folder tree? Perhaps a screen shot could best answer this.
The folder simply does not appear

7. Have they tried doing an Office Repair or a ScanPST?
Sorry, but this question is not quite clear to me... Could you rephrase?

Additionally, I have been looking at her folder tree, but it is no different than mine.

Thanks in advance.

[tyler]

@ Danarchy:

You (or this person) should contact the Support Team. Sounds like there's something going way off course, and I'd like to get a deeper look at what's going on.

Be sure to reference this thread, so we know who we're talking to!

Thanks!