Patent Application
20060026244
The present invention relates to electronic mail and more particularly to updating distribution lists for electronic mail.
Recently, there has been an increased reliance on electronic mail (“e-mail”) exchanged via networks as a means of communication. E-mail messages typically contain a set of fields forming a header followed by the text of the message itself. When transmitting an electronic mail to many recipients, the electronic mail address of the recipient, is listed in the address field, CC (carbon copy) field, BBC (blind carbon copy) field or the like. When transmitting the electronic mail by listing the recipients in such a manner, the electronic mail having the same message content is received by each recipient.
However, by convention, much of which is borrowed from standard written mail protocol, certain fields are utilized for certain purposes. For instance, the address field is typically utilized to list the name or names of the person or persons to whom information in the electronic mail is of critical importance. Typically, the body of the electronic mail may contain a salutation or reference to the individuals in the address field by name or request an action or response from such individuals. Persons listed in the carbon copy field are typically persons who have an interest in the subject matter of the body of the e-mail whose identity is not intended to be concealed from the persons listed in the address field. Under normal circumstances, persons listed in the carbon copy field are not expected to act upon the body of the e-mail or return a response thereto. Persons listed in the blind copy field are typically persons who have an interest in the subject matter of the e-mail but whose identity is desired to be protected from, or whose receipt of the e-mail is preferred not to be disclosed to, the persons listed in the other fields.
Typically, e-mail composing devices, hereinafter also referred to as e-mail editors, provide a form window having several frames that are to be filled in during composition of the e-mail. The addressee frame, carbon copy frame and blind carbon copy frame are typically separate recipient frames that are logically filled prior to creation of the body of the e-mail message. The e-mail address (or other identification that the e-mail editor associates with the e-mail address) of the recipients are entered into the appropriate recipient frame and then the text of the e-mail is entered into the message frame. Other frames, e.g. an attachment frame, a subject frame etc., are often present within the form window. Those skilled in the art will recognize that e-mail editors typically permit information to be entered in the various frames in the form window in whatever order the sender desires by permitting the sender to select a frame in which information is to be entered by either clicking in the frame or tabbing to the frame.
While several types of E-mail servers are available, many e-mail systems utilize a version of Post Office Protocol (POP) e-mail server for receipt of incoming messages and a Simple Mail Transfer Protocol (SMTP) e-mail server for sending outgoing messages. SMTP messages include headers utilized by the SMTP server to properly direct and transmit an e-mail message. E-mail editors are configured to generate the appropriate SMTP header based on information entered into the various field frames of the form window.
However, there are many cases in which after having added the e-mail address of a recipient to one of the recipient field windows, it is determined that such recipient should more appropriately be the associated with another recipient field. For example, a recipient may originally be associated with the addressee field, but after drafting the body of the e-mail, it may be apparent that they are not addressed therein or no action is requested on their part and, thus, they should more appropriately be listed in the carbon copy field.
One common e-mail editor provided in Microsoft® Outlook personal information manager and messaging client, permits a recipient's e-mail address to be moved between recipient fields, however, such a move requires a number of steps. Typically recipient field modification requires either deletion of the address from the inappropriate field and re-entry into the appropriate field or cutting and pasting the address from the inappropriate recipient field to the appropriate recipient field. For example, if a sender originally selects the addressee field by selecting the “To:” button and enters the recipients e-mail address, or other moniker associated by the device with such address, in the “To:” recipient field and later determines that the recipient should not be an addressee but should instead receive a carbon copy, changing the recipient filed associated with the recipient includes several steps.
The following scenario illustrates the number of steps required to change the recipient field label associated with a recipient in Microsoft® Outlook from the addressee To: field to the carbon copy Cc: field:
Many programs do not prohibit the entry of a recipient's address in more than one recipient field. Common courtesy aside, there are disadvantages to a recipient receiving multiple copies of the same e-mail. For example, especially when there is a large attachment to the e-mail, a long period of time is taken for the communication which slows the operation of the sender's and recipient's computer. Also, communication expenses increase when multiple copies of an e-mail are sent to the same recipient and additional memory is utilized in the recipient's computer for saving the redundant e-mails. Moreover, the sender of the electronic mail is causing inconvenience to the recipient of multiple e-mail copies.
Thus, e-mail users would appreciate an e-mail editor that facilitates rapid movement of a recipient's address between recipient field frames. Additionally, e-mail users would appreciate an e-mail editor that inhibits a recipient being listed in more than one recipient field on the same e-mail.
The present invention facilitates rapid alterations of the recipient fields of an e-mail form window in an e-mail editor. The disclosed device reduces the likelihood of sending multiple copies of the same e-mail to the same recipient.
According to one aspect of the invention, a method of sending e-mail message comprises the steps of identifying a recipient having a type of recipient field label associated therewith, determining whether the recipient field label associated with the recipient should be modified to a different type of recipient field label, providing a function to modify the type of recipient field label associated with a recipient, selecting a recipient having a type of recipient field label associated therewith that has been determined should be modified and executing the function to modify the type of recipient field label associated with the selected recipient. The type of recipient field label indicates that the recipient will receive the e-mail as an addressee or will receive a carbon copy of the e-mail. The provided function generates a selectable list of types of recipient field labels and operates to modify the recipient field label associated with a selected recipient to the type selected from the list. The executing the function step includes selecting a type of recipient field label from the selectable list generated by the function.
According to another aspect of the invention, graphic user interface is provided having a function for composing an e-mail, a function for selecting a recipient, a function for modifying the type of recipient field label associated with the selected recipient and a function for sending the e-mail message to the each recipient in accordance with the recipient field label associated with the recipient. The composed e-mail message includes at least one recipient associated with a type of recipient field label selected from available types of recipient field labels. The available types of recipient field labels include an addressee recipient field label and a carbon copy recipient field label. The function for selecting a recipient designates a selected recipient.
According to yet another aspect of the invention, a system that sends an electronic mail message to e-mail recipients each of which has a type of recipient field label associated therewith in accordance with the type of recipient field label associated with each of the plurality of e-mail recipients is provided. The system comprises a processing circuit, a display manager and a communication manager. The processing circuit associates a recipient field label with each e-mail recipient corresponding to a recipient field selected from the group of recipient fields including an addressee recipient field, a carbon copy recipient field and a blind carbon copy recipient field. The display manager displays a first graphical user interface screen including a list of e-mail recipients and the recipient field label associated with each e-mail recipient and an option that allows a user to modify the recipient field label associated with a selected e-mail recipient displayed in the list. The communication manager sends the e-mail message to each e-mail recipient in accordance with the recipient's associated recipient field label. The display manager displays a second graphical user interface upon selection of a recipient from the list of e-mail recipients and selection of the option. The second graphical user interface screen comprises a selectable object associated with a function that modifies the recipient field label associated with the selected recipient to the addressee recipient field, a selectable object associated with a function that modifies the recipient field label associated with the selected recipient to the carbon copy recipient field, and a selectable object associated with a function that modifies the recipient field label associated with the selected recipient to the blind carbon copy recipient field.
Additional features and advantages of the present invention will become apparent to those skilled in the art upon consideration of the following detailed description of preferred embodiments exemplifying the best mode of carrying out the invention as presently perceived.
For a more complete understanding of the present invention and for further advantages thereof, reference is now made to the following Detailed Description taken in conjunction with the accompanying drawings, in which:
Corresponding reference characters indicate corresponding parts throughout the several views. Like reference characters tend to indicate like parts throughout the several views.
For simplicity and clarification, the operating principles, design factors, and layout of the e-mail systems, methods, and graphical user interfaces according to this invention are explained with reference to an exemplary embodiment of an e-mail system 10, shown in
Additionally, in the various exemplary embodiments described herein, for example, the e-mail system 10 is described with respect to a user sending a new e-mail message to multiple recipients. Alternatively, the e-mail systems, methods and graphical user interfaces of this invention also operate when a user sends a new e-mail to a single recipient or forwards an e-mail message to a single or multiple recipients.
As shown in
The input/output circuit 11 is connected to one or more of a display 24, one or more input devices 26, and, over a link 22, to a network 20. In various exemplary embodiments, the display 24 can be a cathode ray tube display, a liquid crystal display or any other known or later developed system capable of displaying data. The one or more input devices 26 can be one or more of a keyboard, a mouse, a touch screen, a touch pad, a microphone or any other known or later developed device capable of inputting data. The input/output circuit 11 receives data from each of the one or more input devices 26, over the link 22, from the network 20, and transmits the received data to the data/control bus 18. The input/output circuit 11 also receives data from the data/control bus 18 and transmits that data to at least one of the display 24, the one or more input devices 26, and over the link 22 to the network 20.
The link 22 can be any known or later developed device or system for connecting the e-mail system 10 to the network 20, including a direct wired connection, a connection over the public switched telephone network, a connection over a coaxial cable (i.e., CATV) system, a connection over a cellular telephone network, a satellite connection or the like. In general, the link 22 can be any known or later developed connection system or structure usable to connect the e-mail system 10 to the network 20, including both wired and wireless connections.
The display manager 12 drives the display 24. The text editor 13 allows the user to compose and edit e-mail messages. The memory 16 stores e-mail messages composed using the text editor 13. The memory manager 15 manages reading data from and writing data to the memory 16. The memory 16 stores software and data used by the e-mail system 10. For example, the memory 16 stores word processing software and communication software. The communication manager 14 drives the transmission of data to and the reception of data from the network 20 through the link 22.
In operation, one exemplary embodiment of the e-mail system 10, the e-mail system 10 is in a normal mode in which the user can utilize all the e-mail functions that the e-mail system 10 is able to perform. The display manager 12 generates an upper level graphical user interface screen 28, as shown, for example, in
The addressee “To . . . ” button 32, the carbon copy “Cc: . . . ” button 34 and the blind carbon copy “Bcc: . . . ” button 36 are each objects having a function operating on the Address List frame 30. When the addressee “To: . . . ” button 32 is actuated, a function is initialized permitting a selectable recipient frame 54 to be added to the Address List frame 30 designated as an addressee by the recipient type icon 56. When the carbon copy “Cc: . . . ” button 34 is actuated, a function is initialized permitting a selectable recipient frame 54 to be added to the Address List frame 30 designated as a carbon copy recipient by the recipient type icon 56. When the blind carbon copy “Bcc: . . . button 36 is actuated, a function is initialized permitting a selectable recipient frame 54 to be added to the Address List frame 30 designated as a blind carbon copy recipient by the recipient type icon 56. The addressee “To: . . . ” button 32, carbon copy “Cc: . . . button 34 and blind carbon copy “Bcc: . . . ” button 36 are utilized during the creation of the e-mail and original distribution list for the e-mail.
After actuation of the addressee “To . . . ” button 32, the carbon copy “Cc: . . . button 34 and the blind carbon copy “Bcc: . . . ” button 36, one or more recipients may be designated to receive the e-mail message using input from either the memory 16 (which illustratively stores an address book containing contact information for possible e-mail recipients) or the text editor 13 by adding recipient identity information using the input device 26 to the recipient identifier 58 of the generated recipient frame 54. Once a recipient has been designated to receive the e-mail, the e-mail system 10 generates the selectable recipient frame 54 in the Address List frame 30 including the appropriate recipient type icon 56 and the recipient identifier 58.
The Details button 40, Remove button 42 and Remove All button 44 are objects that interface with the sender frame 52 and the selectable recipient frames 54 in the Address List frame 30. When the sender frame 52 or one of the selectable recipient frames 54 in the Address List frame 30 have been selected or highlighted, as shown for example, in
When the Details button 40 is actuated and a sender frame 52 or selectable recipient frame 54 has been highlighted, the e-mail system 10 drives the display 24 to display a details graphical user interface screen 64 for the selected frame 60, as shown, for example, in
The provided details graphical user interface screen 64 permits the sender to easily update the distribution e-mail label or address list 30 by moving a recipient's e-mail address between the addressee (To:) field, the carbon copy (Cc:) field and the blind carbon copy (Bcc:) field without deleting and re-entering the recipient's e-mail address. The updating task is accomplished by providing the user with the details graphical user interface screen 64 accessible from the upper level graphical user interface screen 28 of the e-mail editor that includes three mutually exclusive buttons 68, 70, 72 (one for each distribution e-mail label). In addition to the three buttons 68, 70, 72, the details graphical user interface screen 64 includes all attributes of the recipient that are stored within the address book (e.g. friendly name, e-mail address, regular mail address, phone numbers etc.) as contact information 66. The contact information 66 allows the user to confirm that the correct recipient was added, and verify that the correct recipient field label was assigned to the recipient.
The user changes the recipient field label associated with the selected recipient by selecting the radio button 68, 70, 72 corresponding to the desired e-mail recipient field label. Each radio button 68, 70, 72 is an object with a function associated therewith that interfaces with the recipient type icon 56 and with the recipient field label associated with the recipient selected prior to entering the details graphical user interface screen 64. The function associated with each radio button 68, 70, 72 operates only if the save button 74 is selected to initiate a return from the details graphical user interface screen 64 to the upper level graphical user interface screen 28. If the close button 76 is selected to initiate a return from the details graphical user interface screen 64 to the upper level graphical user interface screen 28, the recipient type icon 56 and the recipient field label associated with the recipient frame 54 selected prior to entering the details graphical user interface screen 64 is not affected upon return to the upper level graphical user interface screen 28.
The embodiment illustrated in
In the illustrated embodiment, the user modifies the recipient field associated with the second recipient from an addressee recipient field to a blind carbon copy field. The user selects the second recipient of the e-mail message, having an e-mail address recipient2@2.com, from the address list 30 by placing the cursor 62 on the selectable recipient frame 54 containing the second recipient's recipient identifier 58 and clicking (
The following scenario illustrates the number of required steps to change a distribution e-mail label of a recipient within the illustrated e-mail service 10. After the recipient has been added to the address list, by entering the recipients e-mail address and associating it with one of the recipient fields, the recipient's e-mail address can be moved to any other recipient field by performing the following four steps. First, the user selects the recipient frame 54 for the recipient from the address list 30. Second, the user selects the Details button 40 to display the details graphical user interface screen 64. Third, the user selects one of the three mutually exclusive buttons (To:, Cc:, Bcc:) 68, 70 and 72, respectively. Fourth, the user selects the save button 74 in the details graphical user interface screen 64. The recipient is then automatically grouped with the correct recipient field label and given the appropriate recipient type icon 56 in the recipient frame 54 within Address List 30 when the display returns to the upper level graphical user interface screen 28.
In one exemplary embodiment of a method 700 for using the e-mail system 10 having the e-mail recipient field modifier function, as shown, for example, in
Recipients are added to the distribution list by selecting a recipient 710 for the e-mail and making an initial determination of the recipient field label to be associated with the recipient 712. If it is initially determined that the recipient should be an addressee (To:), then the user enters a recipient identifier associated with the recipient 714 and associates the recipient with the addressee “To:” field label 716. If the upper level graphical user interface screen 28 is utilized to carry out these steps, the user selects the addressee “To: . . . ” button 32 and enters the recipient identifier 58 in a text box generated by the function associated with the addressee button 32. After entry of the recipient identifier 58, the function associated with the addressee button 32 associates the recipient with the addressee (To:) recipient field label and generates a To: recipient type icon 56 to be displayed in the recipient frame 54 displaying the recipient identifier 58. Those skilled in the art will recognize that other graphical user interfaces and other forms of an e-mail editor could be utilized to facilitate entry of the recipient identifier 714 and association of the recipient with the addressee (To:) recipient field label 716.
If it is initially determined that the recipient should receive a carbon copy (Cc:) of the e-mail, then the user enters a recipient identifier associated with the recipient 718 and associates the recipient with the carbon copy “Cc:” field label 720. If the upper level graphical user interface screen 28 is utilized to carry out these steps, the user selects the carbon copy “Cc: . . . ” button 34 and enters the recipient identifier 58 in a text box generated by the function associated with the carbon copy button 34. After entry of the recipient identifier 58, the function associated with the carbon copy button 34 associates the recipient with the carbon copy “Cc:” recipient field label and generates a Cc: recipient type icon 56 to be displayed in the recipient frame 54 displaying the recipient identifier 58. Those skilled in the art will recognize that other graphical user interfaces and other forms of an e-mail editor could be utilized to facilitate entry of the recipient identifier 718 and association of the recipient with the carbon copy “Cc:” recipient field label 720.
If it is initially determined that the recipient should receive a blind carbon copy (Bcc:) of the e-mail, then the user enters a recipient identifier associated with the recipient 722 and associates the recipient with the blind carbon copy “Bcc:” field label 724. If the upper level graphical user interface screen 28 is utilized to carry out these steps, the user selects the blind carbon copy “Bcc: . . . ” button 36 and enters the recipient identifier 58 in a text box generated by the function associated with the blind carbon copy button 36. After entry of the recipient identifier 58, the function associated with the blind carbon copy button 36 associates the recipient with the blind carbon copy “Bcc:” recipient field label and generates a Bcc: recipient type icon 56 to be displayed in the recipient frame 54 displaying the recipient identifier 58. Those skilled in the art will recognize that other graphical user interfaces and other forms of an e-mail editor could be utilized to facilitate entry of the recipient identifier 722 and association of the recipient with the blind carbon copy “Bcc:” recipient field label 724.
After entering a recipient identifier associated with the recipient and initially associating the recipient with an initial appropriate recipient field identifier, it is determined whether contact information is stored for the recipient 726. If contact information is stored, the stored contact information is associated with the recipient 734. If contact information is not stored for the recipient, the user may be provided with an interface permitting such information to be entered and stored. If the user determines to store contact information, the contact information is entered for the recipient 730 and the contact information is stored 732. The stored contact information is associated with the recipient 734. The implementation of an address book or contact list is well known in the art and such address book or contact list and the interfaces for generating and storing the same may be utilized within the scope of the disclosure for generation and storage of the contact information.
After associating contact information with the recipient, or if it was decided not to store contact information regarding the recipient, a recipient frame is generated 736. The recipient frame will preferably include recipient identity information associated with the recipient's e-mail address and indicia of the recipient field label associated with the recipient. If the disclosed upper level graphical user interface screen 28 is utilized, the recipient frame will be a selectable recipient frame 54 including a recipient type icon 56 and the recipient identifier 58 associated with the recipient. Other interfaces may generate recipient frames in different manners within the scope of the disclosure. Once a recipient frame has been generated for the first recipient, it is determined whether another recipient should be added to the distribution list 738. If so, control returns to step 710 and is followed through until another recipient frame is generated in step 736 for the additional recipient. This control loop may be repeated until recipient frames are generated 736 for all of the desired recipients of the e-mail.
Once it is determined that there are no other desired recipients of the e-mail, a distribution list is generated containing all of the generated recipient frames 740. Such distribution lists are often referred to as address lists and are implemented in different fashions by different e-mail editors. The disclosed e-mail system 10 generates an address list that lists each of the recipients in a recipient frame 54 in the address list frame 30 of the upper level graphical user interface screen 28, regardless of whether there is only one or more recipients of the e-mail. Other e-mail editors may generate distribution lists in different fashions, for example, separate addressee, carbon copy and blind carbon copy frames may be provided each containing the recipient identifier for each recipient associated with the recipient field label corresponding to the frame. Once the e-mail and distribution list have been created 704, control transfers to the modify recipient field step 706.
As shown, for example, in
After the recipient frame containing the recipient whose associated recipient field requires modification, the user accesses a function for modifying the recipient field label 748. The function for modifying the recipient field label generates a display of selectable recipient field options 750, from which the user selects the desired recipient field option 752 corresponding to the desired recipient field label to be associated with the recipient whose recipient frame was selected in step 746.
In the illustrated embodiment, the types of recipient field labels that may be associated with a recipient are an addressee (To:) recipient field label, a carbon copy (Cc:) recipient field label and a blind carbon copy (Bcc:) recipient field label. The user determines which of these recipient field labels to associate with the selected recipient in step 754. If the user selects to associate the selected recipient with the addressee (To:) recipient field label, the function associated with the To: recipient field option associates the selected recipient with the addressee (To:) recipient field label 756. If the user selects to associate the selected recipient with the carbon copy (Cc:) recipient field label, the function associated with the Cc: recipient field option associates the selected recipient with the carbon copy (Cc:) recipient field label 758. If the user selects to associate the selected recipient with the blind carbon copy (Bcc:) recipient field label, the function associated with the Bcc: recipient field option associates the selected recipient with the blind carbon copy (Bcc:) recipient field label 760. The selected recipient frame is then updated in the recipient list 762 to reflect the modification of the recipient field label associated with the recipient designated therein. The user then determines if there are additional recipient frames that need to have the recipient field label associated therewith modified 764. If so, control reverts to step 746 and continues through step 762 after which the user can then decide whether to make additional changes. When no more recipient field labels associated with recipients need to be changed, the e-mail message is then sent to the recipients in the list of recipients in accordance with the recipient field label associated with each recipient 708.
If the disclosed graphical user interface is utilized to send the e-mail, after accessing the details graphical user interface screen 64, the user selects from one of the three mutually exclusive radio buttons 68, 70, 72 to modify the recipient field label associated with the selected recipient. However, as previously explained, modification of the recipient field label associated with the selected recipient does not occur until after the user confirms the recipient field label selection by selecting the save button 74.
In other exemplary embodiments of the methods for using the e-mail system according to this invention, the graphical user interface displays described herein can be replaced with, for example, one or more icons or one or more drop-down menus. By selecting the icon(s) or the appropriate command(s) in the drop-down menu(s), the user can choose to modify the recipient field label associated with a selected recipient in the distribution list, as described above. For instance, it is within the scope of the disclosure for a drop down list including radio buttons or a checklist to be generated when the recipient type icon 56 for a recipient frame 54 is selected and for those objects to be associated with a function that changes the recipient type icon 56 and the recipient field label associated with the recipient whose recipient identifier 58 is included in the recipient frame 54. Alternatively, right clicking on a recipient frame 54 could provide access, directly or indirectly through a details item in a drop down menu, to an interface containing objects that modify the recipient field label.
It should be understood that each of the elements of the e-mail system 10 shown in
Moreover, the e-mail system 10 can be implemented as software executing on a programmed general purpose computer, a special purpose computer, a microprocessor or the like. In this case, the e-mail system 10 can be implemented as a routine embedded in a network client, as a resource residing on a network server, or the like. The e-mail system 10 can also be implemented by physically incorporating it into a software and/or hardware system, such as the hardware or firmware systems of a personal digital assistant, a bi-directional pager, an analog or digital cellular phone or the like.
Thus, in summary, the e-mail system 10 can be implemented on a programmed general purpose computer, a special purpose computer, a programmed microprocessor or microcontroller and peripheral integrated circuit elements, an ASIC or other integrated circuit, a digital signal processor, a hardwired electronic or logic circuit such as a discrete element circuit, a programmable logic device such as a PLD, PLA, FPGA or PAL, or the like. In general, any device, capable of implementing a finite state machine that is in turn capable of implementing the method described above and/or the graphical user interfaces shown in
While this invention has been described in conjunction with the exemplary embodiments outlined above, it is evident that many alternatives, modifications and variations will be apparent to those skilled in the art. Accordingly, the exemplary embodiments of the invention, as set forth above, are intended to be illustrative, not limiting. Various changes may be made without departing from the spirit and scope of the invention.
