A Simple Tip to Improve Email Conversions by 21x

By standss · Comments ( 0 ) Monday, May 22nd, 2017

I was shocked to read in a lead response management survey that said that your odds of qualifying a lead in 5 minutes versus 30 minutes drops 21 times. That’s within the first 30 minutes! The same survey shows that you have 10x greater chance of just contacting leads if you contact them within the first hour.

How can you use this information for the emails you send out?

You need to know when your emails are opened!

Assuming that you are using email to make reach out to your leads, the survey indicates that you have a significantly greater chance of contacting and qualifying a lead if you call them within 5 minutes of them reading your email.

An email tracking solution that tells you when recipients open your emails can give you a significant return on investment.
Now just because someone opened your email does not mean that they are necessarily interested. However if they are interested you need to talk to them NOW!

You need to know when your emails are opened!

We recently released a new version of EmailCaddie that lets you track opens, clicks and replies on emails that you send out. This can be used for individual emails that you send out as well as email merges to lists of emails.

Within seconds of a recipient opening an email, you will get a desktop notification similar to one of the following,

Now you will know who you can focus your time on with the greatest chances of success.

We have launched the new version of EmailCaddie with brand new pricing. You can also download a fully functional trial version by clicking on the image below.

(During the launch period, you can also get a further discount on the Standard Version by using the coupon code LAUNCH)


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What NOT to do after an accidental Reply-All (Hint: Recall does NOT work)

By standss · Comments ( 0 ) Tuesday, April 11th, 2017

Did you just do a Reply-All to an email and say something you regret… maybe sent some incorrect or worse insultive or embarrassing information. Here’s what you should and should not do.

(In most cases) Don’t bother with Recall

You may be tempted to use the Recall button that is built into Outlook but we really don’t recommend it. Why?

It does not work in many cases including when:

• The original message has been read. This can occur even when the email has not actually been read i.e. when the message is displayed in the Preview Pane or Reading Pane.
• The recipient is not using Outlook
• The recipient is not logged on to the mail service provider.
• The recipient is using Cached Exchange Mode and is working offline.
• The original message is moved from the Inbox.

In most cases, recipients will get an additional message saying that you want to recall the message. In our experience that makes recipients even more curious and they end up going and reading your original email which they may have been ignoring until then.

Before we look at what you need to do now… here’s what you can do to avoid this mistake the next time. Companies around the world use Reply-Guard for Outlook to avoid accidental Reply-Alls.

What you can do now (that the email has already been sent)

If you have sent incorrect information, you may want to do another Reply All immediately with something similar to the following.

Please disregard my earlier email because it contained incorrect information. I will be sending another email soon with the corrected information.

My apologies for any confusion caused.

Then take your time and send the corrected information.

If you feel that you may have offended someone in the Reply All, then we recommend that you send the person a one-to-one apology email, or even better pick up the phone and call them. You could also ask them if they would like you to do another Reply-All and apologise in the email thread.

How to avoid Accidental Reply-Alls (Prevention is better than cure)

Thousands of users around the world are already using ReplyGuard for Outlook. It prompts users for confirmation whenever a user clicks Reply-All.

You can use ReplyGuard on its own or use the full SendGuard which includes ReplyGuardGuard, DelayGuard and SendConfirm.

DelayGuard keeps your emails in your Outbox for a pre-set time thereby giving you time to change your mind.
SendConfirm does a final confirmation prompt with the names of recipients after you click Send.

Together these prompts help keep your companies safe from accidental reply-alls and other situations where confidential information could accidentally be sent to the wrong person.

SendGuard and ReplyGuard are already used by companies of all sizes around the world. Please contact us for more information or click on the image below to download a free trial.

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Quick Steps: Add shortcuts to the Outlook ribbon to file your emails

By standss · Comments ( 0 ) Tuesday, April 4th, 2017

Quick Steps: Add shortcuts to the Outlook ribbon to file your emails

This week we continue our series on automating Outlook using it’s built in Quick-Steps feature. I will show you how to use Quick-Steps to add buttons to your Ribbon that will let you file emails to any folder at the click of a button.

For example, you may want to create Quick-Steps to folders for your currently active projects.

If you have many folders for emails, you may also want to look at QuickFile for Outlook which learns and recommends filing locations.

Scenario

I have a few folders to which I often need to file emails to. For example, I have a Reading folder to which I read non-important emails that I want to keep for (leisure or research) reading later.  I also have a folder called Keep for Now for emails that are important for the moment (e.g. an email about a golf tournament in the next few weeks).

I have created Quick-Steps for both so that I can move emails to both folder quickly.

Step-by Step: Creating the Quick-Step

Click Quick-Step on the Home tab of the Outlook ribbon.

Click New Quick Step – Move to Folder

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Type in an easy to remember name for this Quick Step in the Name box

Tick the Move to folder checkbox

Select the folder to move to in the list

Untick Mark as read checkbox

Click Finish

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Now that you Quick-Step Is saved, let’s use it

Step-by Step: Using the Quick-Step

Click on the email that you wish to apply the Quick Step to (in this case the email that I want to move)

Click Quick Step on the Ribbon and then click on the appropriate Quick Step from the list.

… and That’s it!

Summary

Quick-Steps are a great way to file emails if most of your emails go into a few folders only. However if you have many folders, you may want to try a more complete solution for filing your emails such as QuickFile for Outlook.

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Outlook Quick Steps: Forward emails to the RIGHT person at the click of a button in Outlook

By standss · Comments ( 0 ) Wednesday, March 22nd, 2017

Quick Steps are a built-in feature of Outlook (since Outlook 2010) that allow you to automate Outlook to do multi-step operations at the click of a button.

Despite being one of the greatest productivity features in Outlook, Quick Steps is probably one of the least used.

In the next few weeks I will show you how you can use Quick Steps to simplify your Outlook. I want to start with an example that I use every day.

Scenario

I often receive emails from clients that I need to forward to my assistant with some standard text at the top. Normally this would take at least 4 steps:

  1. Click on Forward
  2. Type her name in the To field.
  3. Type my standard text (Please deal with this for me) at the top of the email.
  4. Click Send.

Quick Steps allows me to do all this simply by clicking one button.

Step-by Step: Creating the Quick-Step

Click Quick-Step on the Home tab of the Outlook ribbon.

Click New Quick Step – Forward To. (Quick Steps can be used to do many other things too which you can explore by clicking on Custom if you wish).

Click the Options button to display the full screen.

Click the Show Options hyperlink.

Type in an easy to remember name for this Quick Step in the Name box.

Type in the email address of the person you wish to send the email to the To box.

Write anything that you want to add to the email in the Text box

Tick the Automatically send checkbox. Leave it unticked if you still want to manually click Send aftet the email is created.

(Optional) You can set a Shortcut key combination to use the Quick Step if you want.

(Optional) You can add some Tooltip text to remind yourself what this Quick Step is meant to do.

Click Save.

Now that your Quick-Step is save, let’s use it.

Step-by Step: Using the Quick-Step

Click on the email that you wish to apply the Quick Step to (in this case the email that I want to forward)

Click Quick Step on the Ribbon and then click on the appropriate Quick Step from the list.

… and That’s it!

Summary

Quick Steps are one of the hidden productivity tools in Outlook that can save you a lot of time if used properly. Try it out.

Please share your own ideas for using Quick Steps by leaving a comment.

Categories : Office Tip, Outlook Email Tips, Outlook Shortcuts Comments ( 0 )

Download the NBA 2016/17 Schedules into Outlook Calendar

By standss · Comments ( 0 ) Tuesday, February 21st, 2017

NBA_2016_Schedules

Last week I had to download and print the Cleveland Cavaliers games times for the current season because my son has taken a sudden interest in basketball. I thought I’d share the steps that you can take to download your own team’s game times into Outlook so that you don’t miss out on any important matches.

Here’s what you need to do.

You can click on the link below to download the full NBA schedules for ALL teams into your Outlook: Download the 2016 NBA Season Schedules for all teams

OR…If you only want schedules of your favorite team, click on the appropriate link below:

Boston Celtics Download Schedule in Outlook
New Jersey Nets Download Schedule in Outlook
New York Knicks Download Schedule in Outlook
Philadelphia 76ers Download Schedule in Outlook
Toronto Raptors Download Schedule in Outlook
Chicago Bulls Download Schedule in Outlook
Cleveland Cavaliers Download Schedule in Outlook
Detroit Pistons Download Schedule in Outlook
Indiana Pacers Download Schedule in Outlook
Milwaukee Bucks Download Schedule in Outlook
Atlanta Hawks Download Schedule in Outlook
Miami Heat Download Schedule in Outlook
Orlando Magic Download Schedule in Outlook
Washington Wizards Download Schedule in Outlook
Denver Nuggets Download Schedule in Outlook
Minnesota Timberwolves Download Schedule in Outlook
Oklahoma City Thunder Download Schedule in Outlook
Portland Trail Blazers Download Schedule in Outlook
Utah Jazz Download Schedule in Outlook
Golden State Warriors Download Schedule in Outlook
Los Angeles Clippers Download Schedule in Outlook
Los Angeles Lakers Download Schedule in Outlook
Phoenix Suns Download Schedule in Outlook
Sacramento Kings Download Schedule in Outlook
Dallas Mavericks Download Schedule in Outlook
Houston Rockets Download Schedule in Outlook
Memphis Grizzlies Download Schedule in Outlook
New Orleans Hornets Download Schedule in Outlook
San Antonio Spurs Download Schedule in Outlook

 
Once you click on your favourite teams link, the webpage for your Team will open up and provide you with the options shown below:

Basketball_Lakers

2. Select the “OUTLOOK” option which will than trigger your Outlook to connect to the schedules server as shown below:

Contacting_Webserver

3. Once Outlook starts up it should prompt you to “Add this internet calendar to outlook and subscribe to updates”

Add_to_calender

4. Once you select “Yes” on this prompt it should open up your calendar and give you a view of the scheduled matches as shown below:

Schedules_Knicks

 

Categories : Sports Comments ( 0 )

It is easier to send attachments in Outlook 2016

By standss · Comments ( 0 ) Tuesday, February 14th, 2017

One of the best improvements in Outlook 2016 is how much easier it is to add attachments to emails.

The designers of Outlook 2016 realised that you will usually want to send a file that you have recently worked on, and have designed this into the latest version of Outlook.

Here’s what you need to do.

Write your email as you normally would.

Click the attach file icon (paper-clip) on the ribbon. You will be presented with a list of the 12 most recent files that you have used in other programs (PDFs, Word documents, Excel spreadsheets, PowerPoint presentations, plain text files etc).

Click on one of those files if appropriate (it usually is for me). Otherwise, click on Browse this PC or Browse Web Location which appear at the bottom of the list to select a different file.

This simple improvement saves me a lot of time every day as I find that 90% of the files that I need to send are there on the Recent Items list for me to pick.

If you have your own tricks for working better with attachments or know of other time-saving improvements in the latest versions of Outlook, let us know by leaving a comment below.

Categories : Outlook 2016, Outlook Email Tips Comments ( 0 )

Exporting Email Merge Tracking Data to Excel or CSV

By standss · Comments ( 0 ) Tuesday, February 14th, 2017

Many users have started tracking opens and clicks on the emails they send out using Email Merge Pro for Outlook. While EmailMerge can use this information directly for remerging (sending only to people who opened or clicked etc) and the EmailCaddie website has summary and detail reports, you may also want to export the tracking information in CSV format.

Here’s what you need to do.

Go to the EmailCaddie website and login.

Click on the Mail Merge tab to display a list of all the merges that you have sent out.

Click on the name of the merge that you are interested in to be taken to the Merge Details page.

Select the data you wish to see using the drop-down (Everyone, people who opened the email, people who clicked on a particular link etc).

Click the Export to CSV link to download a file to your desktop.

You can now open the CSV file in Excel or import it into other systems if you need to.

If you’re an existing EmailMerge for Outlook user, find out more about tracking your email merges here.

If you haven’t used Email Merge Pro for Outlook, click below to see why thousands of Outlook users trust the Outlook addin to send out sales and marketing emails to their customers everyday.


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Categories : EmailCaddie, EmailMerge for Outlook Comments ( 0 )

How to Stop Legitimate Emails from Ending Up in the Junk Folder

By standss · Comments ( 0 ) Wednesday, February 8th, 2017

Do you find that Outlook is incorrectly sending legitimate emails to your junk mail folder? Here are a few tips to help your junk mail filter work properly.

These tips are based on the Safe Senders List. The Safe Senders list is basically a list of email addresses (or domains) that you say should NOT be treated as junk.

Change Settings to trust emails in your Contacts list and to trust people who you have sent emails to

The first thing you need to do is to tell Outlook to trust email addresses that are in your Contact list. You can also tell Outlook to add people to your Safe Senders list anytime you send them an email (even if they are not in your contact list)

  1. Right click over any email in your Inbox.
  2. Click Junk and then Junk E-mail Options.
  3. Click on the Safe Senders tab.
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  5. Tick the checkbox to “trust emails from my Contacts”.
  6. Tick the checkbox to “automatically add people I email to the Safe Senders List”.

Add people who end up in the Junk Mail folder to the Safe Senders List.

You will still find that some legitimate emails may end up in the Junk Emails folders. Here’s what you need to do to add them to the Safe Senders list.

  1. Go to your Junk Email folder.
  2. Right click over the email.
  3. Click Junk and then click Not Junk.
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  5. Make sure that the “Always trust….” checkbox is ticked.
  6. Click OK.

The senders email address will be added to the Safe Senders list and the email will be moved to your Inbox too.

I hope that the tips in this post help you to not miss out on important emails because they ended up in the Junk Email folder.

If you have your own ideas for managing junk emails, please share it with us by leaving a comment below.

Categories : Office Tip, Outlook Email Tips, Outlook Performance Comments ( 0 )

Creating and Using Plain Text Signatures in Outlook

By standss · Comments ( 0 ) Tuesday, January 17th, 2017

Do you have a great looking signature for your HTML emails but find that it either looks terrible or has missing information on plain text emails? Here’s what you need to do.

Problem

When you create a nicely formatted HTML signature in Outlook, it creates its own plain text version of it (for those instances when you send out or reply to plain text emails). The problem is that this automatically created version often does not contain essential information from the HTML version.

Step-By-Step Solution

In this post, we show you how to create a plain text version of your signature in Outlook. It probably won’t look as great as the HTML version (you can’t don any formatting in plain text) but you can at least ensure that it still contains all the information you want to put in.

(In Outlook) Click File and then Options.

Click on the Mail tab on the list of tabs on the left hand side.

signature

Locate the Signatures button but do NOT click on it yet.

Hold down the CTRL button and click the Signatures button. This will open the Windows folder that contains all the files that are used by Outlook to insert signatures in your emails.

Find the txt version of the signature that you wish to modify. The txt version defines the plaint text version of that signature.

Double-click the file to open it in Notepad. You will find that all formatting and images have been removed. You may also find that links etc are not where you expect them to be.

Edit the file to back the information you want. At the minimum, I recommend you put your name, company name, email address and website. You may also want to put a slogan if one is appropriate for your company.

signature

Testing Your New Signature:

Create a new email and insert the signature.

Click Format Text on the ribbon and click Plain Text.

You will find that the email has been changed to Plain Text but now your signature contains all the information you want.

Categories : Outlook Email Tips Comments ( 0 )

Searching for Folders in Outlook

By standss · Comments ( 2 ) Tuesday, January 17th, 2017

Reader Question: Love QuickFile. Makes Zero Inbox possible but… Do you have a product (or know of one) that can jump to a certain folder in my Outlook folder structure? I need this because it takes me too long to manually locate folders when I need to find specific correspondence.

Answer: Yes! It’s actually built into QuickFile!

QuickFile for Outlook is used by thousands of users around the world to file and find emails into folders. QuickFile adds a few buttons inside Outlook for you.

  1. Click on the Find & Goto Folder button.
  2. Type a few characters from the folder name in the Search box. QuickFile will show you list of all the folders that match the characters types.
  3. Select the folder you want.
  4. Click Goto Folder.

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Outlook will move to your chosen folder. No more searching through forests of folders to find that one folder you are looking for.

QuickFile can help you file both incoming and outgoing emails… in fact you may find that you can file up to 90% of received emails at the click of one button.

You can try a fully functional trial of QuickFile for a full 30 days.


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Categories : QuickFile for Outlook Comments ( 2 )

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