I can do my work OR I can do my email
Over the last 8 months, I have done a
lot of reading, research and analysis. I've analysed the way that I work
with emails and also the way my whole team works with emails. I've
communicated with customers and readers of my blog. And I HAVE LEARNT A
The problem is NOT
the volume of emails.
We often don’t realise it, but the emails we are talking about are an
ESSENTIAL part of our work. They can’t be delegated... yet just looking at
the long list in our Inbox just drains all the life out of us. Why?
Because most of us have a totally inefficient way of processing emails. Here are TWO SIMPLE TRUTHS.
I know... there are other causes of email overload..
What we need is a SYSTEM to create
emails once and then use them again as many times as we need to..
basically some easy way of creating and using templates inside
There are many solutions to this
problem. Many users use Outlook's built-in signatures as a solution.
There are also other solutions but they are basically automated copy and
paste. They fail to realise that an email consists of more than just
the body of the email.
That's why we created
InsertText for Outlook.
InsertText is one of the most brilliant Outlook Addons; i.e it works inside Outlook by adding buttons to Outlook's
menus and toolbars. This lets you use the power of InsertText without
leaving Outlook while still working the same way you always have.
NOT just a
fancy copy and paste replacement.
The best way to show you
exactly what InsertText can do for you is with a few examples.
These are examples of how we have used InsertText in our own company to
reduce email processing times by 65%.
Example # 1: Send Product Details: I often get requests
for information on our various Outlook Addons. With InsertText, I click
Reply using Template that InsertText has added to my Outlook. InsertText creates the reply
for me with all the relevant information from the template as shown
below (read the points in the numbered order).
New email to report website problems to our webhost: When we have a
problem with any of our websites, I click New Email using Template.
InsertText creates a new email for me that is already addressed
to the correct support person, it has all standard details in the
body of the email identifying my site to the webhost, it has the
Subject pre-filled for me and it automatically CCs my
webmaster. All I need to do is type in details of this specific problem
and click Send.
has turned a 10 minute chore into a 30 second point and click task.
Forward support requests to my webmaster: We get a lot of FANTASTIC
feedback for our software from our users (THANK YOU). I pass on these
testimonials to our webmaster by clicking Forward using Template.
InsertText creates a forward email that is pre-addressed to my
webmaster. It also has my standard instructions on it to add it
to our website. All I need to do is click Send.
Insert links and/or website addresses in emails: While writing
emails, I frequently need to send people links to different files or
websites... I have set up these links (often with extra instructions) as
templates. Now all I need to do is position my cursor at the correct
place, click InsertText on the toolbar and select the correct
template to insert. The link and any relevant information is
automatically inserted in the correct place.
Support our customers: Our support team makes extensive use of InsertText to
respond to customer queries. We have used InsertText's Shared
Templates feature to put the support templates in a folder that we
can all access. Some of our support is done using a Web application i.e.
using a web browser. We are still able to make FULL USE of InsertText
Templates outside Outlook from the icon it puts in the Windows System
we are able to respond to customer questions quicker and in fewer
As a company we were able to
reduce our email processing time by almost 65%
templates are simply emails saved to a special folder. If you know
how to create an email, you already know how to create a template.
Create your email and then click Save Template (instead of clicking
Send). InsertText will automatically save it to the correct folder ready
to use. Easy!
you use a Template?
InsertTextText adds buttons labelled InsertText, Reply using Template, Reply-to-All using Template, Forward using Template and New Email using Template.
Ready to get your copy of InsertText 4Outlook
Download a fully
functional 30 day Trial Version from the link below:
PS: This complete solution to email templates in Ms Outlook has resulted in a 65% reduction in our company’s email processing time. It has reduced the number of emails we have to write because our emails are now more complete (i.e. higher quality) and has resulted in HAPPIER CUSTOMERS.