Copying a Message

Mail can be copied to one or more users, you can either:

• Copy a message from your own mailbox, or
• From a mailbox to which you have rights.

To copy an item of mail:

1. From Mail Manager , select the message required.
2. Right click on the message and select Copy Message.
3. The Copy message screen displays:

   

4. Select the group or individual to whom you want to copy the message.
5. Select OK.

The following apply to copies:

• A copy can be sent to either an individual member of staff or a group.
• There is no limit to the number of times a message can be copied
• It is not possible to send a copy of a copy.
• The Read status for each copy is set to Unread.
• Any action performed on a copy affects the original, except marking as read. For example, if you file your copy, you are also filing the original.
• All copy operations are audited and any operations performed on a copy are audited in a way that clearly marks the fact that this was performed on a copy.
• Copy message can be deleted, this does not delete the original message.
• When an original message is archived from the system, the copy is not removed automatically, although you cannot access the message contents. This is deliberate as it acts as a notification that the message has been archived. The copy message can simply be deleted.

• Yes displays in the Copy column of the Messages List view.

• If a message is actioned for your attention, then a copy is made for you and the word Action appears in the Copy column.

• The following icons display next to each message to indicate whether it is an action, copy or original message:

  • - Action copy.

  • - Read only copy.
  • Original messages have no icon.

• If you have received a copied item, you can delete it. This deletes your local reference to the item, but not the original item, right click and select Delete Copy.

• Action copies can be marked as Confidential from the Add Action screen:

  • If an action copy is marked as confidential, the message details, the Request and Observations folders are hidden. These copies cannot be filed.