QuickFile is an Outlook addin that simplifies email management allowing you to file 90% of your emails at the click of a button. Version 4.1.172 of QuickFile for Outlook is now available for download at our website.
This update is free for all existing registered users of version 4.0 or later.
Fixes and Features in this upgrade include:
- Bug Fix: Find&Goto does not search Public folders in Outlook 2010 even though they exist.
New to QuickFile: Watch this short video on managing emails inside Outlook.
Smart Schedules is an Outlook addin that simplifies project management using Outlook tasks and appointment. Version 1.0.663 of Smart Schedules for Outlook is now available for download at our website.
This update is free for all existing registered users of version 1.0 or later.
Fixes and Features in this upgrade include:
- Bug fix: Error on Reschedule if Task has date set to none.
- When editing appointment and task from control center, category was not saved.
- If an appointment and task was added from control center it was not saved.
- Correct item was not selected in events when you return from editing events in templates
Click here to view the full list of updates in Smart Schedules for Outlook
Download latest version of Smart Schedules for Outlook
New to Smart Schedules: Watch this short video on managing projects inside Outlook.
The Rugby World Cup 2011 is going to start in less than two weeks (9th September). Here’s what you need to do in Outlook to ensure that you don’t miss a single game of your favourite team.
Follow these steps to 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.
(Your screen may be slightly different depending on the version of Windows… 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 Rugby World Cup 2011 Schedule
(Fixtures are from the Rugby World Cup 2011 Official website)
3. Import the downloaded file into your Outlook by using the following steps. If you are using Microsoft Outlook 2010, click File – Open – Import. For all other versions of Outlook, click File – Import & 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 2.
(You may get the following extra steps depending on the version of Outlook you are using)
6. 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.
Personally I am predicting an All Blacks win… it’s about time that the trophy went back to New Zealand… I was a student there in 1987 and still remember them winning the very first world cup final. It has been a long wait for the kiwis… but this is their year.
Our last post Keep good emails out of the Outlook Junk Mail Folder showed how you can use Outlook’s Safe Senders option to keep real emails out of the Junk folder. Outlook’s Junk Mail folder does a good job of catching most of the SPAM emails but at times some of the real work emails also end up there.
Here’s how you can quickly spot the work emails amongst all the SPAM by getting Outlook to HIGHLIGHT the most likely real emails.
The trick is to get Outlook to automatically color code any emails that have certain words in them. In my case…
I’ve setup Outlook so that it automatically highlights (Red Bold) any email with the word Outlook in it.
1. Go to the Junk Emails Folder.
2. On the menu at the top, Click View > Current View > Customize Current View to display the Customize View screen. (In Outlook 2010 click View > View Settings on the ribbon)
3. Click the Automatic Formatting(or Conditional Formatting) button.
4. Click the Add Button
5. Enter a name e.g. “Colour Code Outlook Emails”
6. Click the Font button and using the resulting screen to choose how you want emails to be highlighted (I chose the colour Red and Bold). Click OK to return to the previous screen.
7. Click the Condition button to display the Filter screen and enter your criteria and click OK.
In my case I chose:
Search for the word(s): Outlook
In: Subject and message body
8. Click OK 3 times to return to your Folder.
Your Emails are Now Color Coded… Any emails in the folder that meet the criteria you specified will automatically be highlighted. Any new emails will also be highlighted using the same rules.
I can’t tell you how many times this simple trick has helped me immediately spot an important email that Outlook thought was spam.
Here’s a quick tip on how to stop good emails from getting into Outlook’s Junk Mail folder (normally you’re trying to get bad emails in there).
We all get spam emails. Luckily for us Outlook’s Junk Mail folder does a good job of catching most of them. But there are occasional false-positives… when a good email ends up in there.
Here’s how you can tell Outlook to always trust emails from certain people.
Outlook has a Safe Sender’s list. Anyone on your Safe Sender’s list is authorised to send you email i.e. Outlook will not treat emails from them as junk email.
Everyone I send emails to is SAFE!
It makes sense (most of the time) that anyone you actually write to should automatically be put on your safe sender’s list.
The ability to do this is built into Outlook but is turned off by default. To turn it on:
- Go to your Inbox.
- If you are using Outlook 2010, (on the ribbon) click File > Junk > Junk E-mail Options
For other versions of Outlook, (on the menu) click Actions – Junk Email – Junk Email Options
Click the Safe Senders tab.
Tick the checkbox “Automatically add people I e-mail to the Safe Senders List”.
This little tip should hopefully help your get more of your real emails in your Inbox.
If you have your own tips for using the Junk Mail Folder, please share it with others by leaving a comment below.
Since we posted Better Search with Microsoft Outlook earlier this week, several readers have indicated that Outlook’s Search does not return expected results for them. Here are a few tips that may help you solve Search related problems in Outlook.
1. Rebuild the Search Indexes
The Search functionality in Outlook 2007 and Outlook 2010 is great… unless it is not working. Most of the time rebuilding the search index clears up the problems. Unfortunately it isn’t obvious, at least not from inside Outlook.
Search in Outlook 2007 and Outlook 2010 uses Windows Search Indexes (i.e. it’s a Windows feature and not an Outlook only feature). If Windows Search Indexes are not built properly or corrupt you may find that Outlook Search does not work properly.
You can refer to our earlier post Fixing Search Problems in Outlook 2007 and Outlook 2010 to learn how to rebuild the search indexes.
2. Search all folders instead of just the current folder
Outlook (by default) searches emails in the current folder you are in. The Search results also come up with a link at the bottom to “Try Searching all Mail Items”. I find myself ALWAYS clicking on the Search All link as I rarely bother to move to the relevant folder first.
You can refer to our earlier post Make Outlook 2007/2010 search ALL folders instead of just the current folder to learn how to force Outlook to search all mail items by default.
I hope this post makes it easier for you to search and find your emails.
Searching for emails in Outlook 2007 and Outlook 2010 has become much easier and faster. Here are a few tips to help you get the most out of Outlook Search.
1. Use Instant Search
Outlook 2007 and later has a very handy Search box that is easy to use and can search the folder you are in, as well as all other mail folders.
Just type in your Search term and Outlook will automatically show you any matching emails that it finds.
If you think that the email is in a different folder, click the “Try searching again in All Mail Items” hyperlink that is displayed at the bottom of your search results.
You can clear your Search results at any time to see all emails in a folder again by clicking the little x in the Search box.
2. Refine Your Search using the Search Tools ribbon
Did your search return too many results? You can refine it further by using the Search Tools ribbon. (This ribbon only comes up after you start a Search as described above)
For example, I can refine my search results to only show me results that have attachments by clicking on the Has Attachments button on the ribbon.
Or… If I wanted to only see Search Results from this week then I could click on the This Week button on the ribbon.
You can click more than one buttons for more complicated searches (e.g. click Has Attachments and This Week to filter search results for emails from this week that have attachments)
The Search Ribbon has some very powerful options including the option to Search by Sender, Recipient, Categories etc.
Note: As you click buttons on the Search Ribbon, you will find that the Search box gets updated with your search criteria.
3. Instead of using the Search box, use Find from the Home ribbon
I don’t use this much myself but you can also apply quick filters to emails in any folder by using Find from the Home ribbon.
- Click Find (you only need to do this if Filter Email is not displayed)
- Click Filter Email
- Select the appropriate filter that you want to apply (e.g. you could click This Week to see all emails from this week)
The results will be displayed and (again) the Search Ribbon will be displayed that you can use to further refine your search.
4. Search for Folders instead of emails
All the above tips involve searching for emails based on the email contents. Depending on your filing system, you may also want to search for a folder… in order to go over emails in a project etc.
Although this final feature is not built into Outlook (everything else above comes built into Outlook 2007 and later), you may want to use a email filing addin such as QuickFile for Outlook which adds a Find & Goto Folder button to your Outlook.
I hope this post makes it easier for you to search and find your emails.
Our last post discussed the risks of accidentally sending a sensitive email to the wrong person because of Outlook’s AutoComplete feature. Here’s how you can still use Outlook’s AutoFill and still protect yourself from this kind of mistake.
This technique works particularly well if there are certain people from whom you need “better protection” e.g. if you’re a lawyer, you need to be extra careful that you don’t send sensitive information to opposing counsel… or you send information to a report in the media
Our Outlook Addin Send Guard for Outlook has a feature called Send Confirm. If you enable this feature, Outlook will prompt you before it sends out any email.
You probably don’t want a prompt for every email you send out but…
You can configure Send Guard so that Outlook will prompt you only when you send out emails to particular people (e.g. your boss, opposing counsel, reports from the media etc.)
Here’s how to configure Send Guard to do this (please note that if you are not already a user of SendGuard, you will need to download and install the Outlook addon before you can do this)
- Open Outlook
- For Outlook 2003/2007, on the main menu, click Tools > Standss > SendGuard > Settings
For Outlook 2010, go to the Addins tab > Standss > SendGuard > Settings
- Click the Send Confirm tab
- Select the third option “Display message only for these email addresses:“
- Click Add, type in the email address and click OK. You can repeat this step to add other email addresses.
- Click OK
Now anytime you click Send to send an email to anyone on the list, Outlook will ask for confirmation before the email is sent out.
If you’re a SendGuard user, I hope that this tip helps you get even more out of your software.
SendGuard has a number of other protection features built in including:
- Reply-to-All Filtering to prevent disclosing sensitive information by accidentally clicking Repy-to-All
- Reply Prompts to ensure that you reply to everyone who needs to be kept informed.
- Missing Attachment warning to ensure that you send all information
- …plus much more.
We have previously reported on the potential problems of accidentally sending emails to the wrong person because of Outlook’s AutoComplete feature. Here’s more information on this important topic and how to protect yourself.
Whenever you type an email address in the To/CC/BCC field of an email, Outlook helps out by showing you a list of email addresses that match what you have typed. This can be very helpful in quickly entering a recipient’s email address.
But it also makes it easy to send emails to the wrong person.
What is the source of the Auto-Complete List
Outlook itself builds the Auto-Complete list using email addresses of people that you send emails to. This includes both people who are in your contact list as well as those who are not in your contact list. This means that…
People can be in the Auto-Complete list even if they are NOT in your Contact list!
Deleting someone from your Contact List does NOT delete them from the Auto-Complete list!
How to turn AutoComplete Off (or On)
I find Auto-Complete very handy but you may want to turn it off to avoid possible auto-complete disasters of your own.
If you are using Outlook 2000-2007:
- On the menu click Tools and then click Options.
- Under the Preference tab, Click the E-Mail Options button.
- Click the Advanced E-mail Options button.
- Untick the “Suggest names while completing the To, Cc and Bcc fields” box.
- Click OK … until you are back in Outlook.
If you are using Outlook 2010:
- On the menu click File and then click Options.
- Click the Mail tab.
- Scroll down to Send Messages
- Untick the “Use Auto-Complete list…” box.
- Click OK.
If you still want to use Outlook’s AutoComplete feature then, the following links may be useful.
Deleting Email Addresses from Outlook’s Auto Complete List
Have you ever accidentally lost a email or a folder because while you were dragging and dropping you accidentally released the mouse button in the wrong place? Here’s a quick change in a Windows setting that will prevent this mistake.
The trick is to enable ClickLock which enables you to drag and drop without holding down the mouse button.
WARNING: This change affects drag-and-drop (and highlighting) everywhere in your Windows computer (and not just Outlook). It takes a little getting used to so you may want to consider Other Options listed at the end of this post.
How to enable ClickLock for your mouse:
- Click Start > Control Panel
- In the Control Panel, double-click on “Mouse“
- Under the Button tab, you will see a “ClickLock” group, tick the checkbox for “Turn on ClickLock“
- Click OK
How to drag and drop once ClickLock is enabled:
- Click on a Email/folder
- Drag the Email/Folder to where you want to move it (you do not have to hold the mouse click)
- To release the Email/Folder, click on the folder to which you want to move it
If you’re still dragging and dropping emails when filing in Outlook, then this tip should help you to have less lost emails.
However it does affect how drag-and-drop and highlighting works in all of Windows. I am so used to the default way these things work that I preferred not to use this tip myself.
… plus I hardly use drag-and-drop inside Outlook. I do most of my email filing using a Outlook addin like QuickFile. This lets me file the majority of Outlook emails at the click of one button. If you’re not a QuickFile user, download a fully functional trial for yourself.
- Rules for Using the ‘Reply All’ Button
- A Simple Tip to Improve Email Conversions by 21x
- What NOT to do after an accidental Reply-All (Hint: Recall does NOT work)
- Quick Steps: Add shortcuts to the Outlook ribbon to file your emails
- Outlook Quick Steps: Forward emails to the RIGHT person at the click of a button in Outlook
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