Monthly Archives: September 2011


Email Marketing Tips for Accidental Salespeople

By standss - Comments ( 1 ) Thursday, September 29th, 2011

Right now a lot of you might be wondering… who are ACCIDENTAL SALESPEOPLE?

Well to keep it simple, these are people (like me) who have found themselves becoming salespeople because of the needs of their business and I’m sure there are others like me.

For the sake of this people, here are some of the Email Marketing Tips that are used and recommended by Real Salespeople:

TIP #1: Send a SEPARATE EMAIL TO EACH PERSON, personalized with personal data if appropriate.

Make sure that each person gets a separate email with only their own name in the To field. You can further personalize the content of the email with the person’s name and any other data you want if it adds to the value of your message.

  • Do NOT send just one email with everyone’s name stuffed in the To or CC field. It lets everyone know everyone else who is getting the email.
  • Don’t send the email to yourself (or undisclosed recipients) and BCC everyone else. It looks unprofessional and makes your email look like SPAM… both to the readers and to most spam filtering software.

TIP #2: Email your list with RELEVANT (and hopefully INTERESTING) information

The information you send to customers must be relevant to them… otherwise you will quickly find yourself banished from their Inbox to their Junk Emails folder.

  • Don’t spam your customers. Write content that they are interested in. That way they will WHITE LIST you so that your emails will stay out of their Junk Emails and get into their inbox.  

TIP #3: Email your list at the appropriate interval.

What is the appropriate interval between emails? Not so long that they have a hard time remembering who you are… and not so frequently that they lose interest in what you’re writing.

  • Don’t train your customers to ignore your emails… if you send them too much information, they won’t make time to look at it.

TIP #4: Segment Your Customers and Prospects (or you could end up losing sales)

Not everyone in your list of customers and prospects are interested in everything you sell. Try and group them into different segments… and then send different emails based on the needs of each group.

  • Outlook has a very powerful feature called Categories that you can use to segment your contacts. Unfortunately it is not as easy as it could be to do email merges with this!

TIP #5: KNOW why you are writing the email… What is in it for the reader? What is in it for you… what do you want the reader to do?

Why are you writing a particular email… Is it to inform the customer of a new product… is to inform them of a promotion you are running?

Is there something you want the customer to do… maybe click on a link… or call you… or download a file?

  • If you want your customers or prospects to do something then ask them to do it… they can’t read your mind! (You’d be surprised what a difference in conversion rates this simple tip will make)

TIP #6: Write your Emails in a way that gets into their Inbox (and not Junk Emails) folder.

We often get asked by prospective customers if our Email Merge for Outlook can guarantee that their emails end up in Inboxes instead of Junk Mail folders.

Email Merge does many things to improve your chances of staying out of SPAM folders but guess what… if your email is basically spam then chances are it will be blocked.

TIP #7: Respect your customers wishes… don’t send them marketing emails if they’ve asked you to stop

If your customer has asked you politely (the first email is usually polite) to not send them marketing emails then STOP. You will probably need to contact them via email again… use their email address against their wishes and you may find that you get blocked off.

These are if you like the 7 tips that can help you with your Email Marketing efforts.

If you have any other tips, please share it with us and our many readers by leaving a comment below.

Is Email Marketing a thing of the Dead?

By standss - Comments ( 1 ) Wednesday, September 28th, 2011

Everyone is talking about Social Media these days… so is email marketing a thing of the dead. NO!

But you need to use it properly… inform and educate and (sometimes) market/sell to your list… don’t spam them.

A few simple guidelines…

  1. Make sure that you are only emailing people who have given you their email addresses.
  2. If possible, segment your list into logical groups
  3. Send out emails to each group based on its interests.
  4. Personalize each users email with their own email addresses and possibly names. (Don’t stuff a lot of names in the CC and BCC fields)

There are online email marketing services that you can use but these generally incur monthly fees and are more applicable if you have larger lists.

If you have a small list and you would like to do your email marketing directly from Outlook, then you may want to look at Email Merge PRO for Outlook.

EmailMerge Pro lets you send out your emails directly from Outlook, it can personalize each email and it can even maintain different marketing lists for you (making it easy to segment your list).

But remember… whatever tool you use… only email people who have given you permission to email them!

Other Related Posts:

Do NOT CC customers from Outlook

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

How to Set Reminders for Outlook Emails

By standss - Comments ( 3 ) Friday, September 23rd, 2011

Often the emails that we receive require some future actions for example to setup a meeting with a client or making a phone call on a particular date/time. Ofcourse you can create a new Appointment or a Task to do the same but in this post, I will show you how easy it is to set reminders on the email itself.

In Outlook 2010 (When a message is closed)

  • In your Inbox, select a message
  • Under the Home tab > go to the Tags group
  • Click Follow Up > Add Reminder
  • On the Custom dialog box, tick the Reminder checkbox. This activates the Reminder date and time boxes beneath the checkbox.
  • Select a date and time for the reminder to appear. Additionally you have the option to select what sound to play when a reminder appears by click on the Sound button.
  • Click OK.

The message will now be automatically flagged for follow up and the reminder will appear at the date and time specified.

In Outlook 2010 (When a message is open)

  • Under the Message tab > go to the Tags group
  • Here on the steps will be the same (as above) as when the message is closed.

In Outlook 2007 (When a message is closed)

  • In your Inbox, right-click the message
  • Click Follow Up > Add Reminder
  • On the Custom dialog box, tick the Reminder checkbox. This activates the Reminder date and time boxes beneath the checkbox.
  • Select a date and time for the reminder to appear. Additionally you have the option to select what sound to play when a reminder appears by clicking on the Sound button.
  • Click OK.

The message will now be automatically flagged for follow up and the reminder will appear at the date and time specified.

In Outlook 2007 (When a message is open)

  • On the open message window, click Follow Up on the Ribbon > Add Reminder
  • Here on the steps will be the same (as above) as when the message is closed.

In Outlook 2003 (When a message is closed)

  • In your Inbox, right-click the message
  • Click Follow Up > Add Reminder…
  • On the Flag for Follow Up dailog box, select a Due by date (and optionally a time for the reminder to appear).
  • Click OK

The message will now be automatically flagged for follow up and the reminder will appear at the date and time specified.

In Outlook 2003 (When a message is open)

  • On the open message window, click Actions on the menu
  • Click Follow Up > Add Reminder…
  • Here on the steps will be the same (as above) as when the message is closed.

Do you think that this is much easier then setting up new Appointments and Tasks?

Let us know by leaving a comment below.

Categories : Outlook as a Business Tool, Outlook Email Tips Comments ( 3 )

Start your day with Outlook the way YOU want

By standss - Comments ( 0 ) Thursday, September 22nd, 2011

Everytime you open Outlook in the morning, the first thing you see is a inbox full of emails that you will be working on. This is how the day starts for alot of us, but this can be changed.

We are all different and we always like things which can be personalized and configured to our likings.

Do you wish to view your Calender, Contacts, Task or anything other then your Inbox (emails) in the morning?

I personally have Outlook setup to open my Calendar so I know what I had actually planned for my day. (I don’t like starting with the Inbox because it is too easy to jump into emails and start working on things that are not real priorities)

You can follow the simple steps below to change to the folder of your choice:

In Outlook 2010:

  1. Click the File menu > Options > click Advanced on the left column
  2. Under Outlook Start and Exit, click Browse and then choose what folder you want Outlook to show you first: Calendar, Contacts, Tasks or any of your other folders

In Outlook 2007 & 2003:

  1. Click the Tools menu > Options
  2. Click the Other tab, and then click Advanced Options.
  3. Under General Settings, next to the Startup in this folder box, click Browse and then choose what folder you want Outlook to show you first: Calendar, Contacts, Tasks or any of your other folders.

Now when you start Outlook, it will display the folder that you have selected above.

Take Control of your Emails and be more Productive

By standss - Comments ( 3 ) Thursday, September 15th, 2011

EMAIL IS GETTING IN THE WAY OF REAL WORK for many of us… and many of us are constantly looking for ways of reducing the stress and frustration that email is causing, let alone the drop in our productivity.

One of the major factors affecting productivity is the time and effort needed to keep all the incoming and outgoing emails organized.

Normally the manual effort required means many of us just give up and leave everything in a mess. The reason for this is simple:

  1. It takes too much effort to drag each and every e-mail out of the Inbox and into the correct folder.
  2. It’s too easy to forget to go to the Sent Items folder to move e-mails out of there into the correct folders.

In this post, I will show you how I personally use our email management tool, QuickFile for Outlook on a daily basis… I hope you find ideas in it that will help you take control of your emails.

I am able to file 90% of the emails at the click of a button

QuickFile adds a toolbar inside Outlook. Whenever I select an email, QuickFile changes one of the buttons to the name of the folder I last used to file a similar email… most times the email needs to go into the same folder. One click and the email is moved out of my Inbox.

What I like:

  • I am actually filing my emails because I don’t have to hunt through a tree of folders… one click is so much faster.
  • My Inbox doesn’t feel like a list of endless tasks because it only contains emails that still need my attention.

A COPY of my Sent Emails are automatically filed to the correct folder

QuickFile prompts me for a folder every time I send out an email. The prompt contains a list of folders where I am most likely to file the email…. Double-click and the email is automatically filed to the correct folder after it is sent.

(The prompt can be turned off if you prefer to bring it up only when you want by clicking Send&File instead of Send)

What I like:

  • Without this, emails in my Sent Items folder were NEVER filed. I don’t look at Sent Items as often as my Inbox and it’s just too easy to forget.
  • QuickFile can either move the original email or file a copy from the Sent Items folder. The copy feature was implemented as a result of user DEMANDS and I really find this useful. A copy gets filed to the correct folder and I still have a copy in my Sent Items for quick reference. Many users tell me that they also use the Sent Items emails for filling in timesheets.

I don’t let Newsletters distract me

I subscribe to many different newsletter emails. Most of these newsletters do not need my urgent attention… they do not need to be added to my list of things to do.

QuickFile lets me treat any email in my Inbox as a newsletter at the click of a button. After that any email from that email address automatically gets moved to a folder dedicated to Newsletters, which I then read at my convenience.

What I like:

  • My Inbox does not get cluttered by newsletters… there is less stress each time I look at my Inbox.
  • I’m not distracted from my real work by an email with an interesting topic
  • QuickFile reminds me once a day to look at my newsletters with an email in my Inbox… I do a quick scan to make sure that I am not missing out on anything time-sensitive.
  • Many emails that I was spending (wasting) a lot of time reading no longer seem important… now that they’re not in my Inbox, I don’t feel as compelled to read stuff that I won’t actually use.

I (defer and then) deal with non-urgent emails in batches

Many productivity gurus recommend that you don’t deal with emails first thing in the morning but… we’re in a different time zone from many of our customers… I need to reply to them first thing to ensure that we are able to communicate while we are still both at work.

I start from my Inbox and deal with each in it. If it’s urgent I deal with it there and then.

Otherwise, I use QuickFile to defer it to 11 am… a time I have set aside for email processing. QuickFile moves the email out of my Inbox and then brings it back at 11 am. (QuickFile can defer each email to a different time of your choosing).

What I like:

  • My Inbox does not contain emails that I have decided not to work on now. This keeps me focussed only on what I need to think about.
  • The email automatically appears at a time of my choosing.
  • Batch Processing emails is actually a much more productive way of dealing with emails instead of getting distracted by emails 50 times a day.

I am able to find Email Folders by typing any part of the folder name

I have many folders of several levels inside Outlook. Finding the right folder to file or retrieve an email can take a long time… OK… it takes less than 10 seconds but it feels like a long time.

QuickFile adds a Find&Goto Folder button to the Outlook toolbar. To find a folder all I need to do is click on the button and type a few characters from anywhere in the name of the folder.

QuickFile shows me all matching folders and I double-click to go to the correct folder. Easy!

What I like:

  • I don’t have to remember where the folder is or its exact name… or even the start of the folder name. QuickFile will do a find anywhere in your Outlook file and based on any part of the folder name
  • It makes answering queries that requires reference to old emails much much faster.

That covers my favourite ways in which QuickFile makes me productive.

If you’re not using QuickFile yet… you owe it to yourself to try it out.

Also exclusively for all our blog readers, we are offering a special Productivity Tools Pack which includes QuickFile Pro for Outlook and another popular productivity tool of ours, EmailNotes for Outlook.

EmailNotes is an Outlook addin that allows you to quickly and easily add notes like ‘post-it notes’ to emails. With EmailNotes you can:

  • Immediately jot down ideas while reading emails
  • Add missing information to emails (usually gathered by follow-up phone calls)
  • Improve follow-up on emails (and INCREASE SALES CLOSING RATES)
  • Remember why certain emails were put in certain folders

Normally they would cost US $99.90 (QuickFile Pro = $69.95, EmailNotes = $29.95) if bought separately; however as a special offer to all our Blog readers, we are giving away QuickFile Pro and EmailNotes together as a Productivity Tools Pack for only $79.95.

This offer is only valid till the 19th of September so if you are interested, ACT NOW.

Click here to get more information about the Special Productivity Tools Pack.

Productivity Tools Pack Special Offer (Limited Time Only)

By standss - Comments ( 2 ) Tuesday, September 13th, 2011

For a limited time only, exclusively for our blog readers, we are offering 2 of our best selling Productivity Tools, QuickFile Pro for Outlook and EmailNotes for Outlook as a bundle for only $79.95.

Normally they would cost US $99.90 (QuickFile Pro = $69.95, EmailNotes = $29.95) if bought separately; however as a special offer to all our Blog readers, we are giving away QuickFile Pro and EmailNotes together as a Productivity Tools Pack for only $79.95.

This offer is only valid till the 19th of September so if you are interested, ACT NOW and SAVE UP TO 20% on this special offer.

This Special Offer End on the 19th of September

About QuickFile and EmailNotes

QuickFile is an Outlook addon that allows you to quickly and easily organize your mail into folders with a single click. With QuickFile you can:

  • Organize mail quicker
  • Send & File in one quick step
  • File 90% of emails at the click of one button
  • Find emails again fast and easy
  • Quick and easy to install and use

Click here to see what existing users of QuickFile are saying

EmailNotes is an Outlook addin that allows you to quickly and easily add notes like ‘post-it notes’ to emails: With EmailNotes you can:

  • Immediately jot down ideas while reading emails
  • Add missing information to emails (usually gathered by follow-up phone calls)
  • Improve follow-up on emails (and INCREASE SALES CLOSING RATES)
  • Remember why certain emails were put in certain folders

Click here to see what existing users of EmailNotes are saying

 100% Risk Free Quarantee  We believe in our outlook add ins so much that we offer a unconditional 30 days 100% Money Back Guarantee. No Questions Asked! This removes all risks from your decision so ACT NOW!

This Special Offer End on the 19th of September 

Feel free to share the link to this special offer with anyone you feel might be interested in becoming more productive.

Use Outlook to create and share standard processes with others

By standss - Comments ( 1 ) Thursday, September 8th, 2011

You can easily create templates of appointments and tasks for standard work processes and project plans with Smart Schedules for Outlook. These templates can then be used to create an entire series of appointments and tasks for new projects in the future. Do you know that you can also easily share your process templates with other Outlook users?

You can export the templates you have created in Smart Schedules into a zip file. This zip file can be sent to your members who use Smart Schedules. The templates can be easily imported into Smart Schedules from this zip file by using the import function in Smart Schedules.

Below are instructions on how to can easily share Smart Schedules Templates with others.

1. Export the Smart Schedules templates from your computer
2. Send the Zip file to your members
3. Import the Smart Schedules templates

1. Export the Smart Schedules templates from your computer (Your End)

  • Start Outlook and go to your Inbox
  • Click the Project Centre button on the Smart Schedules toolbar/ribbon
  • On the Project Centre window, click Create/Edit Templates under the Project Commands section
  • Select the templates you would like to send to your members from the list of templates (multiple templates can be selected with the use of the Ctrl or Shift key on your keyboard)
  • Click Export button. If the Export button is not displayed on the screen, then click on the Show Import/Export Templates link

Show Import and Export Template link

  • Enter a name for the zip file and save it to a preferred location on your computer.

A zip file will be created containing the templates you selected for Export.

2. Send the Zip file to your members

You can now attach the zip file to a email and send it to the member(s).

3. Import the Smart Schedules templates (Member’s End)

You can now advice your member(s) to follow the steps below to easily import the templates into their Smart Schedules program:

  • Start Outlook and go to your Inbox
  • Click the Project Centre button on the Smart Schedules toolbar/ribbon
  • On the Project Centre window, click Create/Edit Templates under the Project Commands section
  • Click Import button. If the Import button is not displayed on the screen, then click on the Show Import/Export Templates link

This should now import the templates into the Smart Schedules program.

I hope this tip helps you get more out of the time you put into creating process templates in Smart Schedules.

Reminders Showing Twice in Outlook + Solutions

By standss - Comments ( 3 ) Tuesday, September 6th, 2011

Yesterday a friend of mine called for assistance regarding an unusual problem he had with Outlook Reminders. For some reason Outlook (he was using Outlook 2010) showed each of outlook calendar reminders twice. He had put up with this for sometime until it got really frustrating. Here’s how I fixed the issue.

Research on the web showed two solutions. I tried both and the second one worked.

Option 1: Use the cleanreminders switch when starting Outlook

This one did not work for him but it may be the solution that works for you.

  1. Quit Outlook
  2. Click Start > Run
  3. Type Outlook.exe /cleanreminders (don’t forget the space after the exe) and press Enter

Option 2: Check your Outlook data files to see if any file is listed twice

Here’s what did work for him (I recommend you do the cleanreminders first anyway)

I checked his Outlook data files and found that his main Outlook PST was listed twice. I removed one and everything was back to the way it should be.

To check your Outlook data files:

  1. Quit Outlook
  2. Go to your Control Panel and double click Mail.
  3. Select the Data File tab
  4. IF AND ONLY IF you see the same data file listed twice, select the second one and click Remove.
  5. Restart Outlook.

Did any of these two methods work for you. Do you have a different solution.
Please leave a comment on the blog.

Categories : Outlook Calendar Tip, Outlook Performance Comments ( 3 )

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