How To Send Merged Emails In the ‘To’ & ‘CC/BCC’ Field in Outlook

By standss · Comments ( 0 ) Thursday, September 14th, 2017

Do you need to send personalized emails using the ‘To’ as well as ‘CC’ or ‘BCC’ fields in Microsoft Outlook?

In this post, we will look at why this feature is useful and how it can be used with Standss Email Merge Pro.

Why is it Useful?

The usefulness of this is when you need to send a copy of the same email to two or more people in the same company. This feature is not limited to one business or industry and some scenarios where it can be used includes:

  • For sending event reminders via email to the attendees, while also including their assistants as a CC.
  • Sending copies of statements to clients, while also listing their accounts manager as a CC for businesses.
  • For schools, sending email newsletters the one parent and including the other parent as a CC as well.

In all these examples the To and CC field are related to each other i.e. there could be a different CC email address for each person you are emailing.

Before I show you how to do this in Outlook, you may be wondering…

‘Why not just send each person a separate copy of the same email?’

The main reasons for this is that you want all recipients to be aware that the others have also received the email. They can now also do Reply-All on the email your sent to start a conversation if they need to.

Setting Up Your List

The first thing you need to do is to setup a list that contains the email address you want to use in the ‘To’ field and also the email address(es) for the CC field.

For this example, I am assuming that your list is in Microsoft Excel similar to the one that I have shown below:

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Note:

  • The To field (in this case the Customer Name) can only contain ONE email address.
  • The CC field can contain multiple email addresses separated by comas or semi-colons as shown for Jane Doe above.

Merge and Send the Emails

Now it’s time to send out the emails. While there is no built-in way in Outlook to do this, you can easily do this if you are using the Standss Outlook add-in Email Merge Pro for Outlook.

Start Outlook

Click the Email Merge Wizard button. The Wizard will guide you to creating your email and to choosing the Excel file as your data source.

When you come to the following screen, click the Select field’s hyperlink.

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Click CC/BCC and then select the field that your CC email address is in.

Click OK to return to the Wizard.

Follow the rests of the steps of the Wizard to send out the email.

Email Merge will create a separate email for each person, with the correct file attached to each one.

Our customers have used Email Merge to increase sales and to provide better support to their customers. Please share your own ideas in the comments below.

Related articles:

You can use this with our earlier article on setup your spreadsheet to email merge a different attachment to each person in Outlook.

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Categories : EmailMerge for Outlook, Outlook Email Tips Comments ( 0 )

2017 NFL Season Schedules For Outlook Calendar’s

By standss · Comments ( 0 ) Monday, September 4th, 2017
NFL Season

 
For all you NFL fans out there, it’s that time of the year again! Get ready to gear-up with your favorite team jersey/ hat/ cheering gear and plan in advance with friends and families to enjoy the games from the comfort of your own home or in the middle of all the action at the venues.

The start of the season kicks of on Thursday, 7th of September with the Kansas City Chiefs against the New England Patriots at the Gillette stadium in Foxborough, Massachusetts. The season will end with the Super Bowl LII Championship Game on Sunday, February 4th 2018, at the U.S. Bank Stadium in Minneapolis, Minnesota.

Download your favorite team’s schedule and link it into Outlook so you don’t miss out on any of their matches.

1. Click on the links below to download your team’s schedules and link them to your Outlook calendar:

Arizona Cardinals Download Schedule in Outlook
Atlanta Falcons Download Schedule in Outlook
Baltimore Ravens Download Schedule in Outlook
Buffalo Bills Download Schedule in Outlook
Carolina Panthers Download Schedule in Outlook
Chicago Bears Download Schedule in Outlook
Cincinnati Bengals Download Schedule in Outlook
Cleveland Browns Download Schedule in Outlook
Dallas Cowboys Download Schedule in Outlook
Denver Broncos Download Schedule in Outlook
Detroit Lions Download Schedule in Outlook
Green Bay Packers Download Schedule in Outlook
Houston Texans Download Schedule in Outlook
Indianapolis Colts Download Schedule in Outlook
Jacksonville Jaguars Download Schedule in Outlook
Kansas City Chiefs Download Schedule in Outlook
Los Angeles Rams Download Schedule in Outlook
Los Angeles Chargers Download Schedule in Outlook
Miami Dolphins Download Schedule in Outlook
Minnesota Vikings Download Schedule in Outlook
New England Patriots Download Schedule in Outlook
New Orleans Saints Download Schedule in Outlook
New York Giants Download Schedule in Outlook
New York Jets Download Schedule in Outlook
Oakland Raiders Download Schedule in Outlook
Philadelphia Eagles Download Schedule in Outlook
Pittsburgh Steelers Download Schedule in Outlook
San Francisco 49ers Download Schedule in Outlook
Seattle Seahawks Download Schedule in Outlook
Tampa Bay Buccaneers Download Schedule in Outlook
Tennessee Titans Download Schedule in Outlook
Washington Redskins Download Schedule in Outlook

 

2. Once you are on your favorite teams Schedule Page, Click on “Add to Calendar” and a pop up screen opens up.

Page
 

3. At the “Add to Calendar” section, click on “Outlook” to download the Web Calendar, once you have done this, another prompt will appear, requesting you to Click on “Open URL: Outlook Add…ernet Calendar?”

pop up
 

4. Outlook prompts you with “Add this Internet Calendar to Outlook and Subscribe to Updates?” click on “Yes” to simply add the calendar to your Outlook.

Prompt
 

5. The times for all the games will now be in your Outlook calendar.

Outlook
 

All you need to do now is stock up on some chilled Beers, snacks and enjoy the game.

May the best team win!

Categories : Outlook Calendar Tip, Sports Comments ( 0 )

5 Problems That Arise from Outlook’s “Reply-All”

By standss · Comments ( 0 ) Thursday, August 31st, 2017

Should you do  Reply or Reply-to-All? Have you ever looked at an email and wondered if your reply should be seen by ALL other recipients included in the email?

In most cases a simple ‘Reply’ would suffice, as only the sender would receive the email.

Situations where a ‘Reply-All’ would be justified is if the information being sent adds value and relevance to all the recipients of the original email.

On the other hand, Reply-All should NOT be used if your reply is a ‘Thank You’ or ‘Ok’. In this case, either using Reply, or providing no reply will do, as the subject matter is not necessary for the sender and all the other recipients to see or be a part of.

It is also important to note that at times these Reply-All email chains are the result of an accident, i.e. clicking ‘Reply-All’ instead of ‘Reply’. Users do not always fully  understand the function of Reply-All, resulting in email chains sent back and forth without knowing about all the other included recipients.

Regardless of the intentions behind clicking Reply-All, by choosing to send a reply to all the recipients listed in the email, many problems can arise.

In this post we will be looking at some of these problems and why they should be avoided.

Emails or Spam Mail?

The first problem with Reply-All messages is that they are very annoying. At times these messages are similar to spam mail, which for many organizations is not something they want to deal with on a daily basis.

For instance, if you were part of an organization that employed thousands of people around the world, and one of your associates accidentally clicks Reply-All to an email that all the employees are addressed in. The amount of emails being sent would be HUGE. In addition, once others start replying back using Reply-All on the same email chain, the cycle of emails being sent and received would seem never ending.

Having to constantly check these incoming emails to ensure that they are work related would be irritating and a waste of time. On the other hand, having to ignore incoming emails is not wise, due to the possibility of receiving emails from clients/customers.

Causes Server Issues

As emails are being sent back and forth, they are ultimately stored in the organizations computer servers and cloud based storage. When put in a situation where everyone in the organisation is receiving the same number of emails at the same time, multiple problems can arise for the servers.

For starters, the size of the organization and the number of employees will have an effect on the functionality (i.e. the speed and available space) on the servers. This simply means, if there are a whole lot of employees receiving a whole lot of emails, the rate at which the servers are filled may cause some problems regarding how well the servers work.

Furthermore, as the servers and other storage systems are filled, there may not be time to purchase more space, due to the lack of time and costs involved in buying more servers/space at the last minute. This could result in lagging computers and networks, due to the strain put on the servers trying to send out emails to all the listed recipients, while simultaneously trying to allocate space and data for various business operations.

With the increased pressure placed on the servers, the likelihood of it ‘flooding’ and therefore crashing is a big concern for the organizations due to the magnitude of data and emails being shared.

Decreases Organizational Productivity

The drip down effects of employees having to constantly check their emails, increasingly  slow network receptions and crashed servers will have a negative effect on the organizations productivity.

By having so many obstacles that affects so many people, from the restrictions to their ability and quality of work will also increase. Furthermore, in some situations, these problems may take days to amend, leaving organizations and their employees unable to perform their daily tasks and meet important deadlines.

Loss of Clients and Customers

Businesses can also potentially lose clients and customers if they are included as recipients in these Reply-All emails. Receiving what seems like never-ending emails, that has no relevance of their role  in the organization would be very annoying/frustrating. This may cause them to negatively perceive the company and may even lead them to part ways, to reduce the risk of a similar situation happening because of the organization.

The Secret’s Out

The final problem we will be looking at is the inclusion of BCC (Blind Carbon Copy) recipients in Outlook emails. When BCC recipients are included in emails, the recipients in the To and CC lines are unaware of their inclusion, besides the sender, due to their email addresses being hidden.

There is nothing negative about using BCC’s in the right context, such as BCCing the HR or legal department when addressing sensitive situations as a compliance measure. On the other hand, when BCC’s are used as a method of protection for gossip or as a way to confront other co-workers, is where it can get problematic.

If BCC’d recipients decide to reply to the email with Reply-All, things can get messy. For one, their secret is out, i.e. their identity and involvement in the email is made known to all other CC’d recipients. The next problem is that CC’d users now know that the sender of the email had included other recipients without their knowledge, this can reduce the level of trust the recipient has for the email sender, and it will also make them question the motives behind the email.

All these situations mentioned above, have been more frequent recently due to human error and the rush of everyday life. That being said, with a little bit of time and proper email etiquette can be avoided.

However, If you are interested in providing extra protection at the click of a button whenever replying to emails for you and your organization, feel free to download the free trial of ReplyGuard for Outlook which provides solutions for Reply-All related problems, or for increased range of email protection solutions, download the free trial of SendGuard for Outlook.

Learn more about preventing accidental Reply-Alls in your organization

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Categories : ReplyGuard, SendGuard for Outlook Comments ( 0 )

The Amazing Wheelbarrow Race 2017 (Thank You)

By standss · Comments ( 0 ) Thursday, August 3rd, 2017

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Today’s post is a bit different. I am not going to talk about Outlook. Instead, I would like to thank you and show you how you have helped us to create better futures for many disadvantaged children in Fiji.

Last weekend we participated in the Amazing Wheelbarrow Race. Thanks to your support, the team at Standss was able to donate $19,150 to an organization that works with children with disabilities.

We even won the award for the Most Funds raised award but that wasn’t the best part of it.

The Amazing Wheelbarrow Race is an annual charity event in Fiji that is organized by the Frank Hilton Organization. The Frank Hilton Organization is a charity based in Fiji that works with and for children with disabilities in Fiji.

Long-term customers and readers of our newsletter know that we have been working with the Frank Hilton Organization and the Hilton Special School for a number of years.

They provide medical facilities that help detect children with disabilities. They also provide early intervention, therapy and schools, which help these children learn to cope and have full lives, even with their disabilities.

The facilities may be commonplace in developed countries but in our still developing country, the Frank Hilton Organization is creating a future for these children that they would not have otherwise.

We visited the organization’s schools and were humbled to see the love and dignity with which these children are treated. The sad reality is that they don’t always get the same treatment in the outside world and we believe that their training will help them with this.

We are very grateful for the work that the team at Frank Hilton does and we thank them for giving us this opportunity to contribute to their life-changing work.

I would like to finish by personally thanking each and every one of our customers. It is only through your support that we have been able to help these children.

Categories : Charity Projects Comments ( 0 )

How to name your Outlook Email Folders

By standss · Comments ( 0 ) Tuesday, July 25th, 2017

Eeminders

If you use Outlook folders to file customer, project or case/matter emails, here is a simple naming system that will help you both file and find emails later.

If you already have an Outlook based email filing system you are happy with, find out how you can file 90% of your emails to the correct folders at the click of one button.

Your folder name should contain the following 3 parts:

Client Name: Needs no explanation but remember that the same client may have multiple projects.

Project/Matter Number (Optional): Many firms assign unique numbers to each project/matter. This number is then used in all correspondence etc. related to that project.

Project/Matter Description: A brief description of the project/matter

I recommend using those 3 part in the order shown below.

CLIENT_NAME PROJECT_NUMBER PROJECT_DESCRIPTION

For example: Acme Corporation 2017-01 Wile E Coyote Vs Roadrunner

(If you don’t use project/case/matter numbers, just leave out the project number part e.g. Acme Corporation – Wile E Coyote Vs Roadrunner)

Naming your folders in this way provides some very specific advantages for both when you want to file and find your emails later.

1. You can see all projects/matters for a particular client together in next to each other (since the folders are shown alphabetically in Outlook).

2. It is easy to identify what is in a folder even if you don’t know the project/matter number since the folder name contains both the client’s name and description.

3. If you use an Outlook addon such as QuickFile to search for folders, folders are much easier to find because you have many ways to search including the client name, project/matter number or any word from its description.

I hope that this short article helps you to make your email folders and more importantly your emails better organized. If you have many folders then we also recommend QuickFile for Outlook.

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Categories : QuickFile, QuickFile for Outlook Comments ( 0 )

Planning using Blank Monthly Outlook Calendars

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

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Now that we’re in the second half of 2017, you may need to want to do some planning for what you hope to achieve in the next 6 months (I just used the same process to plan and present the next quarter to my team).

One of the things that I find very useful in my planning is BLANK PRINTED CALENDARS. I print out one page per month and use that for planning. It really helps that I can have multiple months spread out in front of me on the table.

In this post I will show you how you can print out blank monthly calendars from Outlook (and also how you can print out calendars for any particular date range).

How to Print a Blank Calendar from Outlook

Go to the Calendar in Outlook.

Go to the Home tab of the Ribbon (if you are not already there)

Click Open Calendar – Create New Blank Calendar.

Enter a name for the calendar.

Ensure that your existing Calendar is selected for “Select where to place the folder” and click OK.

Create_new_folder

On the navigation pane on the left, you should see that the calendar that you just created added to the list of Calendars.

Tick it so that it is displayed (you will also need to untick the name of your normal Calendar).

Click File –Print.

Under Settings, select Monthly Style (or choose an alternative style if your prefer)

By default the current month will be printed. If you want to print a longer date range (you may plan for the next quarter…or even the rest of the year), click Print Option and enter the date range in the space provided.

Click Print.

I hope that you find your printed blank calendars useful for your planning. It may be old school but it works.

Categories : Outlook Calendar Tip Comments ( 0 )

Best Practices for Creating an Email Filing System in Outlook

By standss · Comments ( 0 ) Wednesday, June 28th, 2017

Eeminders

In this post we define best practices for an Email Filing System that will work for lawyers, accountants, engineers, architects and other professionals who do work on discrete projects (or matters if you are a lawyer).

The simplest system that you can use for organizing your emails is based on having a separate folder for each project/matter.

This is easy for everyone to understand since folder based filing is something that we all know from the paper world.

We will cover 2 Simple Rules that you need to follow and create and name the folders so that emails are easy to file and to find later. We finish with a final tip on how to separate Current Projects/Matters from Closed Projects/Matters.

Once you have read this article, you may also want to look at QuickFile for Outlook which automates the filing of finding of emails in your email filing system.

2 Simple Rules

There are only 2 simple rules that you need to follow.

1. Create a separate folder for each project/matter
2. File ALL (both incoming and outgoing) emails for the project/matter into the folder.

Follow the above two rules and you will be able to find all related emails for a project/matter easily when you need to.

The trick however is to name your folders in such a way that the folders (and therefore the emails) are easy to find when you need them later.

How to name your email folders

There are up to 3 pieces of information that you can use to name your folders.

Client Name: Needs no explanation but remember that the same client may have multiple projects.
Project/Matter Number (Optional): Many firms assign unique numbers to each project/matter. This number is then used in all correspondence etc. related to that project.
Project/Matter Description: A brief description of the project/matter

Assuming that your organization assigns numbers to projects, we recommend that you name your email folders inside Outlook as follows.
CLIENT_NAME PROJECT_NUMBER PROJECT_DESCRIPTION
For example: Acme Corporation 2017-01 Wile E Coyote Vs Roadrunner

If you do not use project/matter numbers, just leave them out so your format is
CLIENT NAME – PROJECT_DESCRIPTION
For example: Acme Corporation – Wile E Coyote Vs Roadrunner

What are the advantages of naming your folders in this way?

Naming your folders in this way provides some very specific advantages for both when you want to file and find your emails later.

1. You can see all projects/matters for a particular client together in next to each other (since the folders are shown alphabetically in Outlook).
2. It is easy to identify what is in a folder even if you don’t know the project/matter number since the folder name contains both the client’s name and description.
3. Folders are easy to find using folder search tools like Find&Goto folder in QuickFile for Outlook because you can search using the client name, project/matter number or any word from its description.

Note: You may have seen system where users create folders for clients and then create the project/matter folders under them. I personally don’t recommend that because it creates an unnecessary level you have to drill down into when looking for emails. The folders are also not that easy to find using Search tools because Project folders do not contain client names and vice versa.

Separating Current Projects from Completed Projects

It is highly likely that you work on many projects and most of these projects are not ongoing forever i.e. they get completed and closed at some point in time.

We recommend that you create two top level folders to deal with this.
A_Current_Projects (or A_Current_Matters)
B_Completed_Projects (or B_Completed_Matters)

(I have named the folders with the A_ and B_ in front of their names so that Current Projects is listed before Completed Projects as Outlook sorts the folders alphabetically). Now…

Create folders for your new and existing projects in the Current Projects folder.

Once a project is completed move the entire folder out of the Current Projects folder into the Completed Projects folder.

Using the Filing System while still doing your real work

I hope that you find the guidelines from this post useful in either setting up or refining your own email filing system… and remember to file emails from both your Inbox and Sent Items folders into the dedicated project/matter folders.

If you work with many emails and many projects, you may find that filing emails takes too much time away from your real work. If that is the case we recommend you download 30 day trial of QuickFile for Outlook which makes it easy to find folders, file 90% of inbox emails at the click of one button, and send and file outgoing emails in one step.

Finally, if you have your own ideas for email systems or need more detailed instructions (maybe by video), please let us know by leaving a comment.

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Rules for Using the ‘Reply All’ Button

By standss · Comments ( 0 ) Wednesday, June 14th, 2017

Emails are often sent out to large lists of recipients to announce information. Unnecessary Reply-Alls to the same emails can be both annoying and expensive for organizations as recipients waste valuable time reading and responding to useless emails.

Here’s a quick checklist of when you should and should not do a Reply All. You may also want to share this post with colleagues who are annoying you with unnecessary reply-alls to group emails.

Many companies are also using Reply-Guard for Outlook to warn users if they click Reply-All accidentally (it can also disable the Reply-All button for selected emails)

Here’s the list.

Do NOT use Reply-All to acknowledge receipt or say Thank You

Not everyone on the list needs to know that you specifically have received the email.

And unless the sender has specifically asked for acknowledgement, you probably don’t need to say Received or Thank You. Chances are that if the original email out to many people, the sender doesn’t want his or her Inbox filled with hundreds of Thank Yous.

In the rare case where an acknowledgement is appropriate, please click Reply instead of Reply-All. This way only the original sender is notified.

DO a Reply-All if the email is a discussion or if you are adding information that applies to all recipients

If the email is a discussion, then it makes sense to do a Reply All. However even if it is a discussion, you should only do a Reply All if your information adds additional information. Don’t just reply with an “agreed”.

The rare case where a short Agreed or Yes or No is appropriate where you need to let everyone (and not just the original sender) know your opinion.

Do NOT berate anyone or complain about others in a group email

That almost never ends well!

Even if you are correct, you have probably caused unnecessary embarrassment to a colleague. Your comments could easily become watercooler gossip and affect your long-term relationship with the affected person.

If you absolutely need to berate anyone then either send them an email personally (which I still do not recommend because emails can make what you mean sound much worse) or pick up the phone or (best of all) do it in person.

Similar rules also apply if you need to complain about someone else’s behaviour. In most cases, a one-to-one email to the appropriate person, a phone call or an in-person meeting works best.

Prevention is Better Than Cure

Unfortunately, It is too easy to accidentally do a Reply-All when you didn’t mean to… the Reply and Reply-All buttons are right next to each other. If Reply-All is a problem for you or your organization, you may want to look at some additional protection such as ReplyGuard for Outlook.

Reply-Guard installs inside Outlook is already used by thousands of users in companies of all size around the world. It also has additional features for control and deployment in large organizations.

Learn more about preventing accidental Reply-Alls in your organization

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Categories : Uncategorized Comments ( 0 )

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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