Ref. Ares(2016)5506068 - 22/09/2016
WHICH EMAILS MUST BE REGISTERED OFFICIALLY and HOW?
If the EMAIL is of an official nature and is likely to involve further action, it MUST be registered
If the email is personal but you wish to keep it nevertheless, please refer to DIGIT's document
on Outlook folders
Exchanges with PMO, HR, OIB, OIL about your rights as an official, SHOULD NOT BE REGISTERED IN ARES: these DGs
will register the exchange -> CONFIGU
RE Notis to know when you have new documents or tasks in Ares!
SECEM em
ails should be decrypted before registering in Ares / before using Areslook
How d
o I register my old emails?
REGISTER OUTGOING EMAILS USING AresLook
For more details, see
DIGIT'S video, or DIGIT's dedicated Ares Newsletter or DIGIT's AresLook manual
1. When your email is ready to be sent, click on
Register & Send:
Image removed in accordance with Article 4.2 of Regulation (EC)
No 1049/2001 to protect intellectual property of a third party (screen
shot of an Outlook screen).
2. If you use Areslook for the 1st time, click on
Refresh Ares data in order to import and update favourite files
and virtual entities. Complete the Email title (if necessary), assign the filing task to a person or to your unit's
virtual entity [if you work in A-B-C-D Directorates please assign the
filing task to ve_dgt.cad] and click on
Register and Send
Image removed in accordance with Article 4.2 of Regulation (EC)
No 1049/2001 to protect intellectual property of a third party (screen
shot of an Outlook screen).
REGISTER INCOMING EMAILS USING AresLook
you may either use a semi-automatic mode which sends an e-signatory task to another person ('save and assign
to...' option) or a manual mode ('manual registration in Ares')
For more details, see
DIGIT'S video, or DIGIT's dedicated Ares Newsletter or
DIGIT's AresLook manual
"Save and assign to..." option
1. Click on
Save and choose
Save and assign to
Image removed in accordance with Article 4.2 of Regulation (EC)
No 1049/2001 to protect intellectual property of a third party (screen
shot of an Outlook screen).
If you use Areslook for the 1st time, click on
Refresh Ares data in order to import and update favourite files
and virtual entities in a single click
Image removed in accordance with Article 4.2 of Regulation (EC)
No 1049/2001 to protect intellectual property of a third party (screen
shot of an Outlook screen).
2. Assign the registration and the filing tasks to a person or to your unit's virtual entity [if you work in A-B-C-D
Directorates please assign the
filing task to ve_dgt.cad] and click on
Save
Image removed in accordance with Article 4.2 of Regulation (EC)
No 1049/2001 to protect intellectual property of a third party (screen
shot of an Outlook screen).
"Manual registration in Ares" option
Click on
Save and choose
'Manual registration in Ares'
Image removed in accordance with Article 4.2 of Regulation (EC) No
1049/2001 to protect intellectual property of a third party (screen shot
of an Outlook screen).
You will be redirected to Ares.
Fill in the missing information and then
Register and send your record.
Go to the Assignments tab and add the filing task (code CLASS) to a person or to your unit's virtual entity [if you
work in A-B-C-D Directorates please assign the
filing task to ve_dgt.cad].
Check also SG's brand new site Managing emails