Monthly Archives: February 2011

Handling Unsubscribes Using EmailMerge for Outlook

By standss - Comments ( 1 ) Wednesday, February 23rd, 2011

Several Email Merge PRO for Outlook users have recently asked about how to handle people who wish to Unsubscribe from their emails(Newsletters). The short answer is “Stop sending them emails!”. The problem however is remembering who NOT to send emails to when you have a long list or if you have several lists. That’s why we built the Do Not Send To list in Email Merge for Outlook.

Before we get into using the Do Not Send To list, here’s a small quote from a happy user of this feature.

“I just found the function to update the do not send list from email responses in the current folder with Unsubscribed in the subject line and the ability to change the Subject word being searched for. Awesome! I lost my unsubscribe list, but keep all my responses in one folder.”

I’d like to say a Special Thanks to Marge for the positive feedback.

For all existing users of EmailMerge for Outlook and also who are currently trialing it, this post highlights what the “Do not Send To” list feature is and how you can use it to handle Unsubscribes.

What is the “Do not Send To” list?

The Do Not Send list allows you to maintain a list of email addresses to which EmailMerge will NEVER send emails (even if they are in your mailing list).

Why? Certain contacts may request to not be part of your mailings. Accidentally emailing them could result in annoyed prospects or customers… or complaints against you to spam authorities.

Adding these contacts to the Do Not Send list ensures that EmailMerge will not send emails to them.

How to Use it?

To Open the Do not Send List:

  • In Outlook go to your Inbox, click on the little arrow beside(below) the EmailMerge button on the Toolbar/Ribbon.

Dont Not Send List Button

  • Click Do not Send List. The application will open the following screen:

Do not send to screen

1.  Add an email-address to Do not Send List:

  • Click Add, the application will display the following screen:

Add Email Address

  • You can add email address(s) to the Do not Sent list using 1 of the 3 options below:
    • Manually add the new items to the list
      Select this option if you would like to type-in the email addresses manually. (Enter 1 email address per line)
    • Email address (sender) of currently selected email(s)
      Select this option if you want Email Merge to automatically add email addresses for the emails you have already selected in the current folder. The email address of the sender will be added to the Do not Sent List.
    • Emails in current folder with unsubscribe/bounce back words in subject
      People can unsubscribe from receiving emails from you by having certain words in the subject of the email they sent to you. (Normally they would reply to your email and add the word Unsubscribe)

You may also find that certain emails addresses on your list are no longer valid as emails you send are bounced back. EmailMerge can automatically add addresses of the above to the Do not Send List by comparing words in the Subject fields.

You can edit the list of words by clicking on Maintain Word List to add, delete or reset the Word list to default.

2.  Edit Do not Send List:

  • Select the email-address and click Edit
  • Make the necessary changes to the email-address
  • Click OK to save your changes

3.  Remove an email-address from Do not Send List:

  • Select the email-address you want to remove
  • Click Delete and the application will display a prompt to confirm the removal of the indicated email address from the list.
  • Select Yes to remove the email-address from the Do not Send List.

So… are you using the Do Not Send To feature of Email Merge PRO for Outlook. Let us know your thoughts by leaving a comment on the blog.

Not a user of Email Merge PRO for Outlook yet? Find out how you can keep customers informed using EmailMerge PRO for Outlook.

Empty your Outlook Deleted Items automatically when you quit

By standss - Comments ( 1 ) Tuesday, February 22nd, 2011

Here is a simple tip to make Outlook empty your Deleted Items folder automatically each time you quit.

WARNING: I am assuming that you know that the Trash Can is not the same as a filing cabinet… and that once you have deleted an email (and sent it to the Deleted Items folder), you no longer want it!

After you make this simple settings change Outlook will display a message similar to the following every time you close Outlook.

Delete Prompt

In Outlook 2010:

  • Click File.
  • Click Options
  • Select the Advanced tab.
  • Tick the box labelled “Empty Deleted Items Folder when exiting Outlook”.

Outlook Options

  • Click OK

In Outlook 2007 and Outlook 2003:

  • Click Tools
  • Click Options
  • Select the Other tab.
  • Tick the box labelled “Empty Deleted Items Folder when exiting Outlook”.
  • Click OK

I hope this quick tip helps to keep your Outlook data file cleaner and leaner.

Categories : Outlook Email Tips Comments ( 1 )

How to get back a message you have Sent?

By standss - Comments ( 2 ) Wednesday, February 16th, 2011
Have you ever wrote and sent a not-so-diplomatic email while in a bad mood and later wished there was only some way of calling the email back?

The Good news is, Outlook already has a built-in Recall feature which lets you do just that.

The Bad news is, it only works with Exchange server accounts and has a very low success rate, mostly because recall only works with unread messages.

For those who have a Exchange Account

If you would like to recall a email you sent a co-worker:

  • Go to the Sent Items folder and open the email you want to recall
  • In Outlook 2010/2007, click on the Other Actions menu (or Actions depending on your Outlook settings) and select “Recall this message…”
    In Older versions, click on the Actions menu and select “Recall this message…”

Recall Message


Recall Message

Older Outlook

After clicking Recall this Message, a dialog comes up, giving you the option of Deleting the message (if unread) or replacing the message with a new one.

If you enable the option to be told if the recall was successful, you’ll get a message back within a few minutes letting you know if the recall was successful or failed.

Note: the above method is only useful if the email you sent has not been read by the recipient.

Prevention is better then Cure

We all have heard the saying above but often enough end up looking for cures rather then preventing the mistakes in the first place.

SendGuard for outlook is a simple add-in which allows you to delay all or selected emails for a preset time in your Outbox. This lets you change your message if you’ve had a change of heart after clicking Send. For the super cautious, SendGuard can be configured from the settings screen to get confirmation before sending out emails to all or selected recipients.

What would you perfer, sending the email and then looking for a way to recall it OR safeguard yourself from sending the email in the first place?

let us know by leaving a comment on our blog

Categories : Outlook Email Tips, SendGuard for Outlook Comments ( 2 )

How to write emails that get RESPONSED to ON TIME!

By standss - Comments ( 1 ) Wednesday, February 16th, 2011

Here are few simple things you can do to greatly increase the chances of getting a response to your email that are useful and on time.

1. Make sure that your email has a meaningful Subject.

Before anyone responds to your email, they have to read it… and they need to actually open your email before they can read it.

We all get too many emails these days and the email with the most important/relevant/interesting Subject gets our attention first. Everything else can wait till we have time.

If you need a response from the reader of the email, make sure that the Subject spells out the topic quickly.

A Common Mistake
One common practise that results in many many emails with the wrong Subject:

You want to write to Mr X whose email you don’t have immediately available… so you find an older email from them… and click Reply. You delete out the contents of the email and write what you want to write… but leave the old Subject.

Remember to change the Subject… or use something like Send Guard for Outlook which automatically prompts you if you try and Reply to an email that is too old (you get to decide what is too old)

2. If your email has a deadline then put the actual date/time in the Subject too.

e.g. XYZ Meeting. Please confirm if attending by 3 PM 14-Feb.

This way there is an immediate indicator to the reader if action is required quickly.

Personally I find an actual date/time in the Subject to be much more effective than putting words like URGENT. Too many spammers use those words to try and get action now.

Put in an actual date/time so it is super-obvious exactly when a response is required by.

3. Try not to ask for too many different unrelated things on one email

If it is going to take too much effort (like looking for information not immediately available) to respond to your email then the reader will probably leave it in their Inbox for later… for when they have more time.

Unless it is something that is critical for the reader (as opposed to being important to you), there’s a good chance you won’t get a response… at least not quickly.

I hope you find these tips helpful in getting better responses to your emails. If you have your own tips for getting faster and better responses, please let us know by leaving a comment on the blog.

Categories : Outlook Email Tips, SendGuard for Outlook Comments ( 1 )

Download the ICC Cricket World Cup 2011 Timetable to Your Outlook

By standss - Comments ( 3 ) Wednesday, February 9th, 2011

The Cricket World Cup 2011 is about to start in a weeks time (19th February), so for all you Cricket Lovers who would not want to miss a single match, or at least not your favourite teams matches, here’s how you can download the times for all the games into your Outlook Calendar.

1. Make sure that your computer is setup to the correct time zone. This step is important to ensure that the game time gets shown at the correct time depending on where in the world you are. Go to the Windows Control Panel and open Date and Time.

Date and Time

(Your screen may be slightly different depending on the version of Outlook… it may have a separate tab for Time Zone).

Make sure that the correct Time Zone is displayed i.e. the time zone of where YOU are. (I am in Fiji so the screen shot above says Fiji). Click on Change time zone if you need to.

2. Click on the link below and save the .ics file to your desktop
Download Cricket World Cup 2011 Schedule

3. Import the downloaded file into your Outlook by using the following steps. If you are using Microsoft Outlook 2010, click File OpenImport. For all other versions of Outlook, click FileImport & Export.

Import and Export

4. Select Import an iCalendar (ics) or vCalendar file (vcs) from the list and click Next.

5. Use the screen that comes up to select the ics file that was downloaded in Step 1.

(You may get the following extra steps depending on the version of Outlook you are using)


Click either Open as New or Import. (I simply imported it to my main Outlook Calendar as it then synched with my Iphone too)

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

Enjoy the games and may the best team win.

Read Receipts in Outlook are not very reliable!

By standss - Comments ( 1 ) Monday, February 7th, 2011

Is there any way for me to check if the email that I’ve sent has been opened? Outlook has a feature called Read Receipts which you can use for this but unfortunately it is not very reliable.

Here’s a short post on what they are, how you can use them, and why you shouldn’t rely on them too much.

What are Read Receipts?

When you write an email in Outlook, you can tick a check box labelled Request a Read Receipt. Now when the recipient opens your email, his email program may automatically send you an email notifying you that your email has been read.

How do you use Read Receipts?

  • Create a new email.
  • If you are using Outlook 2010 or 2007, click Options on the menu and tick Request a Read Receipt.

Options menu

  • If you are using Outlook 2003 or earlier, click the Options… button on the toolbar and tick Request a Read Receipt on the screen that appears

Why is this not always reliable?

You may not get a read receipt even if the user has read your email.

1. Not all Email programs support Read Receipts. You may only get a response if the users email program supports them.
2. The user has the option of sending the email receipt. In Outlook the default setting asks the user if he wants to send a Read Receipt each time one needs to be sent out. The user also has the option of turning Read Receipts off and never sending out any read receipts.

You may get a read receipt even if the user has NOT read your email.

1. When a user empties his Junk Emails folder in Outlook (and assuming that the Read Receipt settings are turned on), Outlook may still send out Read Receipts… even though the user has not read your email!

What should I do to find out if recipients have read my emails?

Despite the shortcomings, I still think that Read Receipts are well worth using. They may not work 100% but they do work a good percentage of the time.

I also like to add a short line like the following to my emails if I need stronger assurance.

Please let me know by replying to this email if you have received this

Do you use Read Receipts?
Do you have your own techniques for tracking if users have opened your email?

Let me know by leaving a comment on the blog.

Categories : Outlook Email Tips Comments ( 1 )

How to Create a New Outlook Profile

By standss - Comments ( 1 ) Thursday, February 3rd, 2011

If you face problems with your Outlook, one of the first troublshooting steps you should try before doing uninstallation and reinstallation of Outlook is creating a New Profile. A new profile is also recommended when you are upgrading to the latest version of Outlook.

You can follow the steps below to create a new profile:

  • Ensure that Outlook is closed
  • Open Control Panel.
  • Open the Mail Setup dialog box: If you use the Category view, look for the Mail Setup dialog box in the User Accounts category.
  • In the Mail Setup dialog box, click Show Profiles.
  • On the General tab, under When starting Microsoft Office Outlook, use this profile: click Prompt for a profile to be used, and then click Add.

Mail Setup

  • In the Profile Name box, type the name that you want to use for the new email profile, and then click OK.
  • In the E-mail Accounts dialog box, click Add a new e-mail account, and then click Next.
  • Click the appropriate server type for your new email account, and then click Next.
  • Type your account information in the required boxes, and then click Next.
  • Click Finish, and then click OK.

To add your existing personal data store to the new Profile:

  • After you click Finish in the profile wizard, select the new profile from the Mail dialog and choose Properties > click Email Accounts > click view or change email accounts.
  • Select New Outlook data file and find your existing PST, add it to the profile and set it as the default.
  • Click OK until you are back to the Email Accounts dialog and select the PST you just added in the “Deliver new e-mail to the following location” menu.
  • When you return to the Mail Setup dialog, choose Data Files and remove the extra personal folders from your profile.

If you open Outlook, you will now get a prompt to select the profile you would like to use.

If you find this post useful, please leave a comment on the blog.

Categories : Outlook Installation/Setup Comments ( 1 )

Outlook Productivity with Windows 7 Jump Lists

By standss - Comments ( 4 ) Tuesday, February 1st, 2011

If you’re using Outlook and Windows 7, here is a tip that will take you all 2 seconds to implement but will save you hours of time in the future.

One of the new features that Windows 7 has is called Jump Lists. Jump Lists are basically a list of options that get displayed for programs on the Task Bar.

  • Start Outlook.
  • Right Click over the Outlook icon on the Task Bar. The following options will be displayed in the Jump List (which is what Microsoft has called the pop-up that gets displayed when you right click)

Jump List

Why do I like this?

I can use this Jump List to quickly create a new contact, appointment, task or email… without having to look for the appropriate button on the Outlook ribbon.

How to make it even better.

You can pin Outlook to the Task Bar so that the icon (and associated jump list) is there even when Outlook is closed. To pin Outlook to the task Bar:

  • Start Outlook.
  • Right Click over the Outlook icon on the Task Bar and click pin this program to the taskbar.

I hope you find this tip useful. If you have your own tips to share about the new features on Windows 7, please leave a comment on the blog.

Categories : Outlook as a Business Tool, Windows Tip Comments ( 4 )

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