Suggested locations is Ideagen Mail Manager's machine learning filing feature. It recommends the right project location for each email based on metadata, project, sender, subject and prior filing behavior, so filing no longer depends on memory. It is available now in New Outlook in Mail Manager Desktop v15.2 and later.
Filing email correctly is simple in theory and almost never happens in practice. People are busy. The right project folder is several steps away. So the email stays in the inbox, and the project record gets a little thinner. Multiply that across a team and a year, and the record you need in a dispute has holes in it.
What is suggested locations?
Suggested locations is Ideagen Mail Manager's filing intelligence, powered by Prompt & Predict. Machine learning, not AI, learns how your team files and recommends the most likely project location for each email based on its metadata, project name, sender, subject and prior filing behavior. The email gets filed correctly because the system already knows where it belongs, so people do not have to choose the right location every time.
| Manual filing | Suggested locations | |
| Choosing the location | User decides every time | Machine learning recommends it |
| Consistency | Depends on memory and dicscipline | Same prompt for everyone, every email |
| When habits break, e.g. a New Outlook switch | Filing stops, the inbox fills | Filing continues, prompted by the system |
This removes the single biggest barrier to consistent filing: reliance on individual memory and discipline. Formation Architects went from spending up to a week finding a specific email to finding it in seconds.
Does suggested locations work in New Outlook?
Yes. Suggested locations is available now in New Outlook, in Mail Manager Desktop v15.2, delivered through the Mail Manager Desktop NOW Bridge. It works across every backend, including SharePoint, OneDrive and Teams as well as file servers and ProjectWise. It is one of the most requested capabilities from customers making the New Outlook move.
Why does suggested locations matter in New Outlook?
A client migration is a stress test for filing discipline. When the interface changes, old habits break and people default to leaving email in the inbox. That is exactly when correspondence scatters and the project record fragments.
Suggested locations protects against that, because the filing decision does not depend on the user relearning a habit. Mail Manager keeps prompting the right location regardless of which Outlook the team is in. WSP, which previously took days to locate project correspondence, now retrieves it in seconds.
Is suggested locations the same as AI filing?
No. Suggested locations uses machine learning, not AI. It learns from how your team actually files rather than guessing from a generic model, and it improves as it observes real behavior. Plenty of tools claim predictive filing. The difference is proof. Mail Manager has refined suggested locations over 20 years across 48,000+ users in 2,600+ firms. That is the difference between a feature that works in a demo and one that has held up across thousands of real projects and multiple Microsoft transitions.
What does suggested locations deliver in practice?
Consistent records, without the admin. Austin-Smith:Lord now retrieves any project email in under 10 seconds, transforming how it handles client queries, audit requests and disputes. As Mike Smith at the LiRo Group describes it, "The ability to have all project-related emails stored and easily accessible to all team members is a real game-changer. Having Mail Manager means that any question about what was said, agreed or instructed can be answered in seconds rather than trawling through inboxes."
Filing that survives the switch
Good filing should not depend on people remembering to file. Suggested locations makes the right action the automatic one, so your project record stays complete through the move to New Outlook and long after the people who built it have moved on.
Frequently asked questions
What is suggested locations in Mail Manager?
Suggested locations is Ideagen Mail Manager's Prompt & Predict feature. It uses machine learning to recommend the correct project filing location for each email based on metadata, project, sender, subject and past filing behavior.
Does suggested locations use AI?
No. It uses machine learning that learns from your team's real filing behavior, rather than a generic AI model.
Is suggested locations available in New Outlook?
Yes. It is available now in New Outlook in Mail Manager Desktop v15.2 and later, across both Microsoft 365 and non-Microsoft 365 backends.
How accurate is suggested locations?
Mail Manager does not publish a single accuracy figure. Its advantage is 20 years of refinement across 48,000+ users in 2,600+ firms, rather than the feature claim alone.