WARNING: Consider whether your candidates need to know how to add locations as it may be something only nominated personnel need to do. So you could be wasting their time or worse still showing them something that they should not be aware of.


Explain that that the software checks from time to time for changes to locations, so if you add one, your colleagues will all gain it too, by default within 15mins. (see Settings for how to change the period or force an immediate update.

Adding a location from within Windows Explorer

Often the easiest way to add a File System location is from the File System.


  • Browse to a folder (for example a customer or project folder)
  • Add a sub-folder and name it 'email'
  • Right-click the email folder and select 'Add Location to Pentagon Mail'
  • Show how to select the Group into which you will add the location (This is a good time to explain what Groups are and how you can use them to organise locations. If you are unsure about this, take a look at the section on Understanding Filing Locations as this explains the concepts of Groups and Locations
  • Show how 'email' has initially been selected as the name for the Location
  • Use the drop-down to select part of the path that contains the name for the location


  • Open the Locations Manager to show that the Location has been added to the selected Group

Adding locations via the Location Manager

  • Show how to add a new location to a selected Group
  • Explain that the Group Status can be set to 'Deactivated' if you want to temporarily disable a Group
  • You typically don't need to show this, but you should at least explain that there is an option to Add Multiple File System Locations