Monthly Archives: November 2011


Save Time Responding to Emails

By standss - Comments ( 0 ) Thursday, November 17th, 2011

Working solo or individually was very popular before but now more and more people prefer working in teams and groups.

There are obvious reasons for working in teams:

  1. It helps share the workload thus
  2. Work is done much faster and
  3. Working in team is just fun

Working in teams is what we have always believed and so when designing our addins (of course with the help from our customers who we also consider part of the team) we have ensured to design the Outlook Addins so that it allows easy sharing and collaboration with team members.

The post today occurred as a result of our recent communication with a client.

Here is what happened:

We recently received a query from a person who was the Head of the Support Department in the company he worked. He was looking for a Outlook based solution which would allow his team to respond to customers issues and queries quickly and efficiently.

He stated to us that a lot of the queries that they received on a day to day basis were the same and the support team were wasting a lot of time having to write the same emails (answers) every time. This was time consuming as well as error prone.

We told him about one of our Outlook Addons InsertText and provided a link to download a fully functional 30 day trial.

Upon trialing, he could immediately see the benefits of using InsertText rather then having the team members re-writing the same emails over and over again.

We then showed him how to configure InsertText so that the templates can be shared amongst other team members.

After communicating with our newly added customer, we realized how important the sharing of templates feature is and there could be others who are looking for a similar solution. There could be other readers on our list who are unaware of this feature of InsertText so we thought to share it.

Step-by-Step instructions

InsertText allows multiple users to share templates. If you are in an exchange environment you can use Public Folders as a location to share templates from. To enable sharing:

  • Open Outlook
  • Click on the little arrow On the InsertText Toolbar or Ribbon, click Settings
  • Click the Folder Settings tab
  • Tick the checkbox “I am using Microsoft Exchange Server…” to enable sharing of templates.
  • Use the Change Folder… button below this checkbox to select your appropriate shared folder which is in Exchange.
    Note: If you wish to view your shared templates by default when loading templates and also while saving templates then select Shared option in both the options in the Shared Templates Folder section.
  • Click OK

Now other users of the team who have InsertText installed will also be able to view the shared templates and use them when responding to emails.

About InsertText

InsertText makes it quick and easy to write and reply to emails. It does this by letting you create and save InsertText templates. These templates are simply prewritten text blocks that you can insert into your emails whenever you need to.

You owe it to yourself to try InsertText.

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

Strategies for Outlook Sent Items Emails

By standss - Comments ( 0 ) Thursday, November 10th, 2011

There are four things that we can do with emails sent from Outlook: 1) leave them in the Sent Items folder 2) Delete them 3) File them to another folder or 4) Leave a copy in the Sent Items folder and file a copy in another folder.

Here is how QuickFile for Outlook users can do all of these things almost automatically.

QuickFile for Outlook displays the Send&File screen every time you send out an email (i.e. the screen is displayed when you click Send).

Send and File screen

To leave the email in the Sent Items folder:
Click Send Only on QuickFile’s Send&File screen.

If you don’t want this prompt to be displayed (i.e. you want all sent emails to simply stay in the Sent Items folder), you can change the settings .

  • On the QuickFile Toolbar/Ribbon > Click More > Settings…
  • Under the General tab, you will find the option “Action to take when Send clicked
  • From the Drop-down menu, select Do Normal Send
  • Click OK

To delete the email after it is sent (i.e. you do not want a copy in the Sent Items folder or in any other folder)

Click Send & Delete when QuickFile for Outlook displays the Send&File screen.

To file the sent email into another folder and leave a copy in the Sent Items folder:

  • On the Send & File screen, select the folder to which you want to file a copy of the email
  • Click on the Show Options >> link on the bottom right corner of the screen
  • Select the option “File a COPY of email
  • Click Send & File button

If you normally want to file emails this way, you can change the relevant setting on the QuickFile settings screen.

  • On the QuickFile Toolbar/Ribbon > Click More > Settings…
  • Under the General tab, go to the section “Action to take upon Button Click
  • From the Drop-down list for Send & File:, select File a copy of email to folder
  • Click OK

To file the sent email out of the Sent Items folder and into another folder:

  • On the Send & File screen, select the folder to which you want to file the email
  • Click on the Show Options >> link on the bottom right corner of the screen
  • Select the option “File/Move original email
  • Click Send & File button

If you normally want to file emails this way, you can change the relevant setting on the QuickFile settings screen.

  • On the QuickFile Toolbar/Ribbon > Click More > Settings…
  • Under the General tab, go to the section “Action to take upon Button Click
  • From the Drop-down list for Send & File:, select File/Move original email to folder
  • Click OK

We hope this blog post helps you get more out of QuickFile for Outlook. . If you’re not a user yet, you can view a demo video of Quick File for Outlook or download a free Outlook addon trial from our website today.

Marketing with Outlook: How to Send your Catalogue

By standss - Comments ( 3 ) Tuesday, November 8th, 2011

It’s that time of the year when Outlook users will start sending out holiday emails. One of the things that you may choose to do is to email out your catalogue to your customers. You have two options: Giving users a link from which they can download the catalogue or attaching the catalogue to your email.

Should you be attaching the catalogue to your email or giving users a link to download it from your website?

And the answer is that it depends… on the size of your catalogue and the number of people that you will be sending it out to.

The advantages of attaching the Catalogue to your Email

Customer is more likely to read the catalogue: The customer does not have to do anything extra to read your catalogue. It’s already there with the email and they can simply open it up and start reading.

(We recommend that you send the catalogue in PDF format. Everyone has a PDF reader so your customer won’t need to download any special software and more importantly, your file will stay formatted properly and display to the user the way you intended.)

The disadvantages of attaching the Catalogue to your email

Time to send emails: If you are sending out a lot of emails and/or your attachment is a big file, then the emails may take a long time to send out of Outlook.

Time to download emails (annoyed customers): If your file is too big, it may take a while to download, which could end you annoying the customer.

Customers may not get emails: Files with attachments also have less deliverability. It is likely that your catalogue consists of “sales talk” that could be regarded as spam causing your email to end up in the Outlook’s Junk Emails folder instead of the Inbox.

So what should you do…

  1. If you are sending a small file to a few or many people, you may choose to send it as an attachment via email.
  2. If you are sending a large file to a few people (who know you personally and work closely with you), you may choose to send it as an attachment via email.
  3. If you are sending a large file to many people, we recommend that you upload the file to the web and send customers a link via email.

And finally…

We recommend that all marketing emails (with or without attachments) should be individually addressed to the recipients (i.e. send a separate email to each person). Studies have shown that emails sent this way are up to 3X more likely to be opened and read.

Our customers know how easily you can do this from inside Outlook using an addon such as Email Merge PRO for Outlook. If you’re not a user yet, you can view a demo video of Email Merge for Outlook  or download a free Outlook addon trial from our website today.

Your Personal Email Security Guard in Outlook

By standss - Comments ( 2 ) Wednesday, November 2nd, 2011

In a earlier post, I mentioned how emails are causing stress and frustrations for many people and showed how you can take control of your emails.

With so many emails to handle each day, it is very common for us to make mistakes (we are all human after all), and if you are running a business, particularly a professional business, this mistakes can make you look unprofessional and waste precious billable time.

Please raise your hand if you ever:

  • Forgot to attach a document to an email message (which delays matters or could even result in missed deadlines)
  • Clicked Reply when you meant Reply-All (and thereby forgot to keep everyone in the loop)
  • Clicked Reply-All when you meant Reply (and accidentally disclosed confidential information to the wrong people)
  • Forgot to write a subject or sent an email with an old subject line (the correct subject on an email generally gets a much better response
  • Fired off an angry message that you later regretted.
  • Emailed someone using the wrong email address (for those of us with more than one email address).

This errors may not seem so much but in a professional environment, they could make a person (company) look unprofessional and waste valuable time.

Our Outlook Addin SendGuard, protects you from all these mistakes by automatically warning you if it detects the possibility of any of the above mistakes (and more).

It acts like your own email security guard running in the background. SendGuard works inside Outlook and takes no time to learn – you continue to write and send your emails the same way you always have. SendGuard will automatically warn you and let you take corrective action if it detects a mistake.

Click here to download a fully functional 30 day trial of SendGuard addin.

Do you have your own methods of preventing common emailing mistakes?

Please do share it with us by leaving a comment below.

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

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