Monthly Archives: March 2010


Office 2010: Choosing Between 32-Bit and 64-Bit

By standss - Comments ( 16 ) Wednesday, March 31st, 2010

I recently bought myself a new 64-Bit computer. Although this was going to be my main work computer, I took a risk and loaded Office 2010 Beta. Here’s why I decided to load the 32-Bit version of Office 2010 although I was running the 64-Bit version of Windows 7.

Some background first…

  1. If you are running a 64-Bit version of Windows then you can choose to install either the 32-Bit Version or the 64-Bit Version of Office 2010 (this is the first version of Office with a 64-Bit implementation as well).
  2. If you have a 64-Bit computer but you are running 32-Bit Windows then you can only install the 32-Bit version of Office 2010.
  3. You cannot run part of Office in 64-Bit and other parts in 32-Bit (e.g. you cannot run 32-Bit Excel with 64-bit Excel. The installer will not allow it!)

My primary reason for sticking to the 32 Bit Version of Office 2010 was:

  1. I use many other applications that interface with or work inside Office, particularly with Outlook.
  2. If you use 64-Bit Office then these application will need to be rewritten as 64-bit applications before they can talk to each other.
  3. At the current time very few software vendors are releasing 64-bit version of their software.

It is highly likely that your favourite Outlook addons will not work with 64-Bit Windows!

Summary… if you are using ANY Office addons or applications that need to communicate with Outlook, Word, Excel or PowerPoint then INSTALL THE 32-BIT VERSION OF 2010.

For more background information, you can also refer to this article on Microsoft’s website on Understanding 64-Bit Office.

Categories : Outlook Installation/Setup Comments ( 16 )

NEVER Email Merge All Your Bulk Emails From Outlook in One Big Lot!

By standss - Comments ( 4 ) Monday, March 29th, 2010

Email Merging from Outlook is an essential technique used by sales and marketing professionals…. but a lot of your emails may be getting blocked and you may be getting yourself blacklisted on mail servers if you are sending all your bulk emails at once.

If you’re not familiar with the term email merge… it is a technique/tool where by you take one email and then send out personalized, individually addressed copies of the email to a list of people. It is essential for sales and marketing professionals… and it gets a much better response then sending one email with everyone’s email address stuffed into the To, CC and BCC fields.

So why shouldn’t you send out all the personalized individually addressed emails at once?

Because if you do, there is a chance that your emails will not reach their intended recipients!

  1. Many ISPs now place a limit on the number of emails that you can send out in a given period of time. This means that if you send out more than your limit, the emails may bounce back and never reach the recipient.
  2. You could get your email address black-listed on anti-spam servers because of the high frequency of emails from your address. This again means that the emails will either be blocked by the ISPs or transferred to Junk Mail folders.

Summary… if you plan to send out a lot of bulk mails, do not send them all out at once in a single session.

Solution… do your email merge using our own Email Merge PRO for Outlook which can break your email merge down into smaller lots and schedule to send them out at pre-defined intervals.

For example, you can choose to send out 30 emails every 15 minutes as shown in the screen above.

Categories : EmailMerge for Outlook Comments ( 4 )

Outlook Calendar Tip: Marking Appointments as Complete

By standss - Comments ( 2 ) Friday, March 26th, 2010

A reader asked me if there was any way in Outlook to mark appointments as complete… this is available for Tasks so it should be fairly safe to assume that there must be an easy way to do the same for appointments/calendar items. It turns out there is no built-in way to do this but here’s a work-around you can use instead.

There is an easy way to change the color of individual appointment items in Outlook. I use this trick to make my completed appointment Red (you can use any color you want).

Outlook Appointments

Here’s how you can do the same…
If you are using Outlook 2007 or 2010 (scroll down for earlier versions of Outlook)….

The color of appointment items in Outlook 2007 is controlled using categories.

First… let’s create a category to mean Complete.

Go to your Calendar.
Right-Click over any existing appointment.
Click Categorize and then click All Categories.
Click the New button.
Enter a name for the category (I used the word Complete), choose a Color and click OK.
Click OK again to return to the Calendar screen.

The appointment you had right-clicked over should now be colored. If this appointment is actually not completed, you can clear the color by…

Right-click over the calendar item.
Click Categorize and click on the Complete category again (or click on Clear All Categories).

To mark another appointment on your calendar as complete.

Right-click over the calendar item.
Click Category and select the category of your choice (the Complete category).

If you are using Outlook 2003 or earlier….

The color of appointment items in Outlook 2003 (or earlier) is controlled with labels. Outlook comes with a default set of 10 labels (each of a different color) and you can also create your own.

First… let’s change one of the labels to mean Complete.

Go to the Calendar folder.
On the menu at the top, click Edit-Label
Edit the label text as needed (I have changed my Red label to Complete)

Now… to mark an appointment on your calendar as complete..

Right-click over the calendar item.
Click Label and select the label of your choice.

Easy!

This little technique makes it simple to see which appointments have been completed and which ones still need your attention. You can also use the same technique to color code different types of appointments for quick visual reference.

Did you like this article? Do you have suggestions to improve this technique?… Please leave a comment on the blog.

Categories : Outlook Calendar Tip Comments ( 2 )

Email Merge: Why Personalized Emails from Outlook Get Better Responses Than Bulk Emails?

By standss - Comments ( 0 ) Thursday, March 25th, 2010

Are your Sales and Marketing Emails from Outlook reaching their audience… or are they lost in Junk Mail folders?

In order to get your marketing emails read by your customers, you should NEVER send out bulk emails by stuffing many email addresses in the To, CC or even BCC fields.

Instead use Outlook to do an email merge i.e. create and send out a separate, personalized, individually addressed copy of the same email to each person.

Why is this important?

Emails sent the wrong way are MUCH  more likely to be blocked by the many levels of junk email filters that we all have (even if we don’t always know they’re there).

Junk/SPAM Mail Filters have different levels of sophistication but they all follow a few basic rules including:

  1. An email with a lot of recipients is more likely to be spam than an email addressed to only my valid email address and…
  2. An email that is NOT addressed to me directly is more likely to be SPAM than one that is addressed to my email address.

Many Outlook users don’t realize the multiple levels of junk email filters stopping both junk and often real emails from getting to our Inboxes.

Level 1 – Internet Service Provider: Most ISPs now have Junk Mail Filters setup on their servers. These filters do their work even before the email gets to our computers i.e. they remove the email to a Junk Folder that can only be accessed via the Internet.

Level 2 – Anti Spam Software: Many users have additional anti-spam software on their computers that automatically remove and quarantine suspected spam emails.

Level 3 – Outlook’s built-in Junk Email Filter: Finally Outlook has its own Junk Mail filter which moves suspected junk emails to Outlook’s own Junk E-mail folder.

If you’re still sending out your Sales and Marketing Emails from Outlook by putting them all in the To, CC and BCC fields of one email then guess what… your email is most likely lost in a Junk Email Folder somewhere… it is NOT reaching the Reader.

Very few users bother checking the various Junk Mail folders… if your email is getting blocked then chances are it’s going to stay blocked.

THE SOLUTION:

Email Merge! You can use Outlook to create and send out personalized copies of the same email to many people.

Outlook has some basic mail merge functionality built into it (it uses Word to do the merge) but this does have some limitations including being harder to use, not being able to customize the Subject line, and not being able to send out your emails in smaller lots (which again impacts deliverability).

The easiest way to do this is using our own EmailMerge for Outlook addin. Our addin installs inside Microsoft Outlook and then provides a step-by-step Wizard that will guide you through your first email merge.

You can learn more about Email Merge for Outlook and download a trial version using this link.

Using Outlook as an Essential Business Tool

By standss - Comments ( 14 ) Wednesday, March 24th, 2010

Welcome to our brand new blog…. Regular readers will know that we’ve been blogging for almost 3 years on Outlook4Business.Blogspot.Com. We felt it was time to bring our blog home… to our own website.

For those who are new to us… our blog focuses on making use of Outlook as a serious productivity tool as part of your daily work.

We will discuss and explore ways in which Microsoft Outlook can help you organize and grow your business. We will try and give you hints and tips to make better use of Outlook, as well as pointing you to ebooks (many free), websites and software that can make you more productive.

Many (possibly most) of our tips will not require any extra software… all you will need is Outlook.

We will also use this blog to provide additional information specifically for users of our own software.  What kind of software do we develop?

We specialize in the development of Outlook addins that are designed to solve specific business problems.

All our addins work inside Outlook and add a few buttons (and extra functionality) to Outlook for you.

At the time of writing this post, our main applications include:

EmailMerge for Outlook:  Easy to use Wizard interface to send out individually addressed, personalized emails to your contacts. Perfect for Sales and Marketing newsletters, special offers, announcements etc.

QuickFile for Outlook: File 90% of your emails to the correct folder at the click of a button. Files both incoming and outgoing (sent emails). Find and use any folder simply by typing a few characters of the folder name… no more hunting through folder trees. Plus many more powerful email management features.

SendGuard for Outlook: Automatically detects and prompts you if you forget an attachment, do a reply-to-all, do a reply on an email with multiple recipients, send out emails with missing or inappropriate subjects, send out an email using the wrong email account and more. It even lets you undo emails after you have clicked Send.

InsertText for Outlook: Speeds up email response times and ensure high quality emails. InsertText allows you to easily save text (with formatting and more)  as templates for future emails. Templates can include the message body, subject, to, cc and bcc fields. Major time saver for sales and support teams.

SignatureSwitch for Outlook: Improves Outlook’s use of HTML signatures by automatically sending out the appropriate signature depending on whether the email is going to external or internal addresses. External emails will be sent using formatted signatures with your full branding message. Internal signatures will be simple to save bandwidth and space on your servers.

Our products are already used by tens of thousands of users around the world and we hope these tips will help you get better results for your business using our software.

Remember… even if you don’t use our software, many of our tips will help you become much more productive with Outlook.

We look forward to serving you through our blog.

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Categories : Outlook as a Business Tool Comments ( 14 )

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