Here is a twist to the normal Junk Email problem. How do you stop non-junk emails from ending up in the Junk email folder?
For some reason I have been finding more and more legitimate emails in my Junk Email folder. It is easy to miss them, unless you remember to check your Junk Emails folder frequently.
But there is a better solution…
What I was doing
I feel a bit silly as I have known of this solution for a while (and have even used it in the past) but this is what I was doing…
I was checking my Junk Email folder several times a day and then manually moving the “real” emails to the Inbox.
The problem emails were generally from the same people or organizations that were being treat for some unknown reason by Outlook.
I can’t believe that I had forgotten but…
Use the following steps to add the sender or organization to Outlook’s safe senders list. Once this is done any email from that sender will end up in the Inbox.
Go to your Junk Email folder.
Right click over the “good” email that shouldn’t be there.
Click Junk – Never Block Sender (or Never Block Senders Domain)
You will still need to manually move the email from the Junk Email folder to your Inbox this once.
That’s it! Now all emails from that sender will go to your Inbox. EASY!
Do you need to BCC or CC someone on certain emails that you send out? Wouldn’t it be great if Outlook could do this automatically for you, or at least prompt you to add the person to the recipients list?
In this post we will show you how can use Send Rules to do this for you. SendRules is one of the components of SendGuard for Outlook.
SendRules allows you to define your own rules to run on any outgoing emails that can be used to:
- Check emails for sensitive information (recipients, attachments, keywords etc.) and prompt the for confirmation before emails are sent out.
- Block sending of emails based on your own criteria.
- CC or BCC additional recipients based on your own criteria.
Here is a Rule that I have setup in my own Outlook.
A maintenance company looks after maintenance of our office building. My contact person in the maintenance company is Ajesh, and I write to him whenever something needs to be done but… I also found it useful to CC his manager (Shivas) every time I email Ajesh.
It is easy to forget so I have setup SendRules/SendGuard to prompt me to CC Shivas every time I email Ajesh.
I only need to click Yes and the email is automatically CCed to Shivas. If I click No then the email is still sent out but without being CCed to Shivas (I don’t want to bother Shivas for small things).
NOTE: It is also easy to setup SendGuard to CC or BCC without prompting the user if you want.
(You will need to have SendGuard for Outlook installed in order to carry out the following. A fully function trial can be downloaded from here.)
Open up the SendGuard Settings screen (Click on the Standss Outlook Addins tab on the ribbon, click on the little drop-down arrow and then click Settings).
Click the Add button to create a new Rule.
Give the Rule a name (to distinguish it from other Rules).
A Rule contains two parts: an IF part which is the set of CONDTIONS to check the email for, and a THEN part which is the ACTION to take if the conditions are met.
Set the IF condition. In this case, my IF condition is “if the email contains Ajesh’es email address). The If tab has a lot of other conditions that you can check for.
Click on the Then tab.
Tick the Show Message box and select the Warning with Yes/No buttons message type (If you don’t want to be prompted, then leave this box unticked).
Enter your message details in the Message Caption and Message Body fields on the screen (You can right click over the Message Body field to enter in tags for the email addresses etc).
Tick the CC to box under the Action on Yes/OK and enter the appropriate email address in the box. This means that if the user clicks Yes then the email will be CCed to the entered email address.
Untick the box Do not send email for Action on No/Cancel. If the box is ticked then the email will NOT be sent out when the user clicks No. In this case I still want the email to be sent out if the user clicks No (but I do not want the CC to be added to the email).
Click OK to save your new Rule and go back to the main Settings screen.
Make sure that your new Rule is ticked in the list of Rules, and then click OK to save and close the Settings screen.
That’s it. Now anytime I send out an email to Ajesh, I get asked if I should CC it to Shivas. Easy.
Trying it out for yourself
SendRules and the rest of SendGuard can be setup easily to carry out all kinds of checks and actions on outgoing emails.
I have another similar rule setup to ask me if I want to add outgoing emails to my CRM system (by BCCing a special email address that they have given me).
Other customers use it to check emails for specific words and recipients.
You can download a fully functional trial version and test it for yourself from here.
What is the risk to you and your company if an email is accidentally sent to the wrong person? It’s easy to make this mistake (thank you AutoComplete) and the internet is full of horror stories of the consequences.
SendGuard for Outlook provides a simple solution to protect yourself and your company.
SendGuard prompts user for confirmation before emails are sent out.
- Users can immediately see who the email is going out to. External recipients are highlighted in red as an extra warning.
- Send Guard highlights that the email is going multiple domains (can also optionally show an extra prompt)
- The prompt can be branded with with your company logo
- The prompt can link to relevant corporate email policies
- Users also have to review a list of attachments before emails are sent out (attachments can be removed and renamed directly from here)
Extra Protection for the Organization: SendGuard can log details if users click Yes to send the email
SendGuard can be setup to log the necessary details to the Window log or a text file whenever a user click Yes on the prompt.
This can provides additional protection as proof that the organization took adequate steps to minimise the risk of wrongly addressed emails.
SendGuard has many additional powerful features to protect your company from confidential information accidentally being sent to the wrong recipients. This includes Reply-All filtering and a Rules engine that can be used to define your own special checks on emails before they are sent out.
Do you need to send an email again? Maybe you forgot to attach a file the first time, or maybe you sent it to the wrong person, maybe you need to add a few more recipients…
One way to do this is to go to find the sent email (in your Sent Items folder) and then do a Forward or Reply on it, make any changes you want and then click Send. The problem with that is it adds FW or RE in the subject line… and adds the original send dates, recipients etc in the body of the email. Any changes that you make to the email may also be highlighted in a different color making it look like you resent the email.
There is an another way built into Outlook.
Go to your Sent Items folder.
Open the email in its own window (by double-clicking on it).
The Message tab of the Ribbon should already be selected (click on it if you need to).
One the Move group, click Actions and then click Resend This Message.
A new unsent email will be opened will all the details of this email copied to it. Make any changes that you need to and then click Send.
I hope that this tip helps you in those instances when you need to resend an email.
If you work with important and/or confidential information in your emails, you may also want to add extra protection using a tool like SendGuard for Outlook.
How can you be sure that an email has been copied from Outlook to NetDocuments? We added two features to MailSync for NetDocuments and Outlook to give you this information quickly.
MailSync for NetDocuments and Outlook allows users to map Outlook folders to NetDocuments workspaces. This means that any emails you move to folders you have created in Outlook will automatically be copied and profiled correctly in NetDocuments.
You don’t need to do anything extra to copy the email over to NetDocuments.
Users requested for a way to quickly identify if an email has been copied to NetDocuments. We gave them two.
Once an email is copied over, MailSync adds the category MailSynced to NetDocuments to it. The category is displayed as a purple tag to the email and is easy to spot at a glance.
This feature can be turned off from the settings screen if you want.
You can also go the folder where the email is filed, right click on the email (in the list of emails) and click MailSync Where Filed?. MailSync will display a small prompt similar to the following.
This not only confirms that the email has been filed, but also where in NetDocuments you can find it.
We thank our users for their constant stream of ideas that allow us to help solve your problems. We trust that you fill find these feature useful too (and if your own suggestions, please contact us at email@example.com).
Here’s a quick tip if your organization has started saving important documents in Office 365 SharePoint. You can create an alert so that you get notified via email or text message whenever a document that you are interested in changes.
How I use this
My accounts team updates an Excel spreadsheet with key metrics for me once a week. I have setup an alert that lets me know as soon as the update is done.
Now whenever the document is changed, I get an email with a link in it. One click and I can see the latest data.
Setting up Alerts (Step-by-Step)
Here are the steps to set this up for yourself.
1. Go to the SharePoint library or list in which the document is saved.
2. Right click over the relevant document and then click Alert me
3. Enter the options that you want for the alert and click OK.
1. Go to the relevant SharePoint library or list
2. Click on the three dots (…) on the too bar/ribbon and then click Manage my alerts.
3. Click on the relevant alert from the list.
4. Make any changes you need and click OK (or click Delete to get rid of future alerts).
I hope you find this tip useful. Please let us know how you use this or other features in Office 365 by leaving a comment.
Many NetDocuments users are now using MailSync to copy their emails from Outlook to NetDocuments using drag and drop. MailSync maps Outlook folders to NetDocuments so that any emails moved into mapped Outlook folders are automatically copied over to the correct place in NetDocuments.
Based on user feedback, we added several features to MailSync so that users can know easily if they are saving emails to an Outlook folder that is synced over to NetDocuments.
Outlook displays a list of folders to on the left hand side of the Outlook window. How those folders are displayed depends on what view you choose.
(nd) in the Email View
In the Email View (which is the default for emails), you see a list of folder names. There is no folder image displayed beside the names.
In this view, we have added (nd) to end of folders that are mapped to NetDocuments.
This feature can be turned off if required (or you can use your own choice of characters to add instead of nd).
Blue and Red folders in the Folder View
If you change to folder view, the mapped folders are even easier to see.
The mapped folders have either Red or Blue folders displayed instead of the normal yellow Outlook folders.
Blue folders indicate that the emails will be copied over so that all users (with permission) can see them in Outlook while Red folders indicate that you have chosen to sync emails over privately (so that only you can see them in NetDocuments.
This feature was not in our originally specifications for MailSync. However after one of our initial deployments (to 650 users), users told us they needed to quickly know if they were using folders that were mapped already.
In our 15+ experience serving Outlook users in firms of all sizes we have learnt that users know best!
We trust that you fill find this feature useful too (and if your own suggestions, please contact us at firstname.lastname@example.org).
Here’s a quick tip that allows you to email merge out from Outlook and still track the email in your favourite CRM system.
What you may not know is that, even if the emails are sent out from Outlook, you can still record them in your CRM system i.e. copies of the email will be created inside your CRM and linked to the correct contacts.
It’s easy thanks to the BCC field.
Most CRM system assign you your own email address. This is an email address specially assigned to your account in the CRM system.
In order to capture an email in the CRM system, you simply need to BCC the email to that address.
You can use this for any email that you create and send out from Outlook. Simply add the email address assigned by your CRM to the BCC field.
Once the email is sent:
1. It will automatically be received and recorded in the CRM system thanks to the BCCed address.
2. Real recipients will not be affected in anyway, since the BCC address will not show up in the copies that they receive.
How to use this in Email Merge for Outlook
If you are using Email Merge for Outlook to send sales, marketing or support emails to your clients, here are the steps to use this feature so that each email is properly link to the appropriate account or contact in your CRM.
Start the EmailMerge exactly the same as you always have.
In the step where you create the email, enter the email address into the BCC field.
Now continue with the Email Merge Wizard to send out your email. Email Merge will send a personalized copy of the email to each person and thanks to the BCC field, the email will also be recorded next to the correct contact in your CRM.
If you haven’t tried Email Merge for Outlook yet, you can download a 30 Day trial version from here.
We are starting to use Office 365 more and more in our company and I thought I would share some of our learnings. It isn’t always obvious what extra Office 365 can do for you (aside from being a way to rent Office instead of being able to buy it).
Once of the things that was a bit confusing was WHERE in Office 365 should we be filing documents (Word, Excel, PDFs etc). We want to stop using shared drives on our own network and move these files to the Office 365 cloud.
There appears to be two main options: OneDrive for Business and Sharepoint Team sites. In this post, we look at when to use what.
When should you use OneDrive for Business?
OneDrive for Business is meant to be a place where you file your own documents. These are generally documents that you do not want to share with others.
Think of it as your new “My Documents” folder.
The advantage of having your files in OneDrive instead of My Documents are that they are now “in the cloud. This means that you can access your file from any device that you are working on (your computer, your smart phone, tablet etc).
OneDrive for Business also has a handy desktop application that automatically copies any files you create and save (into specific folders on your computer) up into the cloud which makes it a very useful automatic backup tool for your computer.
When should you use a Sharepoint Team Site?
Save documents to Sharepoint Team Sites when you need to file documents into a shared place where other members of your team can access them. Sharepoint has some additional features for setting security and version control on those files but in its most basic form…
Think of Team Sites as the new shared folders (that you used to have on the network… where multiple users can file documents for collaboration and archiving).
Instead of filing documents to shared folders on your network, you should now file them to Team Site folders.
I hope that this brief post helps you understand what should be filed where. Now here are links to two useful posts to help create and setup the appropriate OneDrive and Team Site folders in Office 365.
The first link below gives a more detailed explanation of what I summarised above.
The second link has extremely useful tutorials that you can use to setup Office 365, Sharepoint and OneDrive to work in your business.
NOTE: Office 365 has changed a little from the explanations in the link above. Where the instructions say click on Sites on the Office 365Home page, you will need to click on Sharepoint instead as shown in the following image.
COMMENTS PLEASE: Please share your own favourite tricks for saving files in Office 365 by leaving a comment below.
QuickFile for Outlook has been updated with two important tweaks that make filing and managing emails in Outlook even easier. Both these updates are based on user suggestions.
#1 Sticky Columns Widths
The QuickFile (and Find & Goto Folder) screen shows you folder names and the paths of folders as shown below.
It has always been possible to see more or less by dragging to increase or decrease the size of the column on the screen but…
A user with longer folder names requested that the column widths be sticky i.e. QuickFile remember the column width from the last time i.e. when the QuickFile screen opens, the column widths automatically resize to what you set them to the last time instead of going back to the default widths.
This has been implemented in the new version and feedback has been very positive.
And in case you want to go back to default column widths, simply right click on the screen and click Reset Column Size.
#2 Icons to indicate mapped NetDocuments folders
Many QuickFile for Outlook users are also users of the NetDocuments document management system.
The new version of QuickFile clearly shows which of your Outlook folders are mapped up to NetDocuments using MailSync (emails in mapped folders are automatically profiled and copies over to the correct workspace in NetDocuments).
You can see this in the screenshot above where the BLUE and RED folders are mapped back to NetDocuments (the RED folders are mapped privately so that only you can see the emails in NetDocuments).
This is a free update for existing users of QuickFile Version 5.x. Simply download and install the trial version and it will automatically use your existing license information from the computer.
And if you haven’t tried QuickFile yet, you can download 30 day trial of QuickFile for Outlook to see how you can file 90% of inbox emails at the click of one button, and send and file outgoing emails in one step.
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