Monthly Archives: May 2012


Outlook Power Tip: Learn to use Jump Lists

By standss - Comments ( 1 ) Thursday, May 31st, 2012

Outlook Jumplists are a great productivity tool… and yet so many Outlook users still don’t know how to use them. Here’s more information on what Jump Lists are, how to set them up and what you can do with them.

NOTE: You must be using Outlook 2010 and Windows 7 to use Jump Lists

What are Jump Lists?

Windows 7 lets you pin software programs to the TaskBar (we’ll show you how later). You can right-click over programs that are pinned to the Taskbar and shortcuts to do specific things in those programs. This saves you from having to switch to the actual program and carry out extra clicks inside them.

Pin Outlook 2010 to your Taskbar and the following options will appear by default when you right click over the Outlook icon in the Task bar.

Windows Jump list

So Why are Outlook’s Jump Lists useful?

They let you quickly create new emails, appointments, meetings, contacts and tasks without having to switch to Outlook. It may seem like a small thing but it is very useful when you’re doing something else and then need to quickly send out a reminder email, or set a task for yourself etc.

I also find that it helps me to stay focused and not get distracted by emails in my Inbox or items in my Task List e.g. if I am working in Word and I need to add a Task Reminder to myself, I only see the new Task window. I am able to stay better focused by being able to avoid seeing my Inbox or full Task list.

How 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 have found Jump Lists to be very useful… it is one of the best new things in Windows 7 with Outlook 2010.

If you have your own tips to share about the new features on Windows 7/Outlook 2010, please leave a comment on the blog.

Categories : Outlook as a Business Tool Comments ( 1 )

Extract Email Addresses from Emails to CSV

By standss - Comments ( 3 ) Friday, May 25th, 2012

In an earlier post, we showed you how to export outlook contacts to a CSV file.

We had several readers asking if there was a way to extract email addresses from emails directly to external files like CSV…

The answer is YES and you don’t need any new program, you can use Outlook’s in-built Export feature to do this.

Here’s how…

  • The first thing you need to do is move/copy all the emails you wish to extract into a separate folder. For example you can create a folder called “Export”.
  • In Outlook 2010, click File > Options > click on Advanced from the left pane > Scroll down and click on the Export button
    For Outlook 2007/2003, On the main menu Click File > Import and Export…
  • Click Export to a file > click Next >
  • Select Comma Separated Values (Windows) > click Next >
  • On the next screen, select the folder which contains the emails from which you wish to extract the email addresses
    * Click the Browse… button to specify a location and file name for the new file.
    * Click Next >
    * Click Finish.

This should now extract the email address (and other information) from the emails to the new CSV file.

Wondering how this tip is handy?

If you do not want to invest in expensive, subscription-based, online email marketing systems, you can use Outlook and Email Merge for the same.

You can use the steps provided in this post to extract email addresses of your potential clients following a conference, seminar or any other event (who have contacted you) to a CSV file. You could also add them to your Contacts folder but this will be time-consuming as you will have to create each contact individually.

Once all email addresses are in the CSV file, you can use Email Merge for Outlook to create and send personalized emails to your mailing list. With Email Merge, you can send out unlimited number of emails, there is no monthly or yearly fee’s and you can load unlimited contacts from Outlook contacts and external files like CSV, Excel or even Access.

Hope you find this tip useful.

Do you know of other ways the Export feature can be handy?

let us know by leaving a comment below.

Customize how Outlook highlights Unread Emails

By standss - Comments ( 0 ) Tuesday, May 22nd, 2012

Let me start off by asking a very simple question…

How does Outlook highlight Unread emails by default? Yes you all are right :), it highlights the email as Bold and Black.

This is how we have always identified unread emails in our Inbox and while many would still prefer this classic view, for others who are interested in customizing this option or would like a color, font of their choice, this post provides you steps to make this change.

In Outlook 2016/2013/2010

  • Click the View tab > View Settings
  • Click Conditional Formatting…
  • Select Unread messages
  • Click on the Font button
  • On the Font screen, specify your desired settings
  • Click OK until all screens are closed.

In Outlook 2003/2007

  • Click View on the menu > Current View > Customize Current View…
  • Click Automatic Formatting…
  • Select Unread messages
  • Click on the Font button
  • On the Font screen, specify your desired settings
  • Click OK until all screens are closed.

Any new emails you receive will now be highlighted as specified in your settings.

Which view do you prefer, the classic Bold or your own customized color?

Let us know by leaving a comment below.

Related Post

Let Outlook Highlight Important Emails

Color Code Emails in Your Outlook Inbox

Remedy for Issues like Slow, Crashing or Freezing Outlook

By standss - Comments ( 1 ) Friday, May 18th, 2012

Outlook like any other program is also suspectible to failure.

For most of us, Outlook is a “treasure(Data) chest” with so much valuable information related to our work, business, clients etc.

In an earlier post, we have discussed the importance of maintaining your Outlook Data files especially if you have been using it for a long time or you could suddenly (i.e. without warning) end up with a corrupted Outlook data file with Outlook no longer able to open your emails.

If you find that your Outlook is slower than normal, crashes or freezes often, 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.

New Email Profile

  • 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.

Do you have any other remedies to solve the issues discussed above?

Let us know by leaving a comment below.

Linking Contacts to Calendar Appointments in Outlook

By standss - Comments ( 0 ) Wednesday, May 16th, 2012

[A hidden but very useful feature of Outlook appointments is that you can link contacts to them. Here’s why and how.]

Why you may want to show contacts on Outlook Appointments?

Having your contacts linked to the Outlook Calendar appointment lets you see all the people associated with the appointment. In case you need to reschedule the appointment, you can simply get more information about the contact (like phone number) directly from the appointment screen and make a call to inform them of the reschedule.

Apart from being able to get information about the contact straight from the Appointments screen, the appointment will also appear in the Activities tab of contact record and also in the People pane when you receive an email from the contact.

How to display Outlook Contacts on Appointments?

The first thing you need to do is to make the Contacts field visible on your Appointment form. In the versions prior to Outlook 2007, the Contacts field was always available on the Appointment form, but this feature was disabled by default in the later versions.

To enable Contacts button on the Appointment form in Outlook 2010 and 2007:

  • In Outlook 2010, click on File > Options > click Contacts from the left pane
  • Tick the option “Show contacts linked to the current item
  • Click OK
  • In Outlook 2007, click Tools > Options…
  • Under the Preferences tab, click the Contacts Option… button
  • Tick the option “Show contact linking on all Forms
  • Click OK and then OK again

To start attaching contacts to an appointment:

  • Go to your Calendar folder and create a new Appointment, you will find the Contacts button as shown below:

Contacts on Appointment form

  • Say for example you want to create a meeting with Sanjay Singh of Standss (South Pacific) Limited. Simply click on the Contacts button, select Sanjay Singh from your contacts list and click OK.
  • Click Save and Close to create the appointment.

You can also link contacts to other Outlook items such as Tasks, Journal, Notes etc following similar steps.

Let us know if you find this tip useful by leaving a comment below.

Essential Elements to Include in your Email Signature

By standss - Comments ( 1 ) Thursday, May 10th, 2012

What are the essential elements of information that you should include in your signature…

It’s a matter of personal choice what you wish to add in your email signatures but it is best to keep signatures as small as possible but still convey enough information to help the reader and represent you.

Here are some things you might want to include in your signature:

ESSENTIAL

  • Your Name (obviously)
  • Your Phone Number (don’t lose out on a sale just because you’ve made it hard for someone to call you for more information)
  • Your website URL (makes it easy for them to find out more about your company by clicking on a link)

OPTIONAL

  • SMALL corporate logo and slogan (for branding purposes)
  • SMALL Picture of yourself usually instead of the corporate logo (depends on the nature of your business… better suited to people in sales… or where you are the brand you are promoting)
  • Links to follow you on Twitter, Facebook etc (can be useful for social media marketing)

A WASTE OF TIME

Email Address (they can just click reply… don’t waste space at the bottom of your email)

Did we miss something? Let us know by leaving a comment on the blog.

When and How to let Outlook Rules Control your Inbox

By standss - Comments ( 0 ) Tuesday, May 8th, 2012

Last week we discussed why you should NOT let Outlook rules take control of your Inbox. This week I’d like to show you why it makes perfect sense to use Rules to process your newsletter emails.

Do you subscribe to any email newsletters, mailing lists or groups?

I often find myself going to check my email and 30 minutes later all I have done is read through “interesting” articles instead of doing any real work.

Microsoft’s built-in Rules feature provides a solution.

Normally I don’t use Rules much because…

My Inbox is my To-Do list.

I don’t want anything automatically moved out of it. Even Outlook automatically moving items after they are read is NOT acceptable because I sometimes leave stuff in there to deal with later.

I want to move emails out myself after I have finished with them – I need to stay in control of my Inbox.

I use QuickFile 4Outlook to simplify email filing out of my Inbox (and Sent Items).

But in this situation it makes sense…

I want the newsletter emails moved out of my Inbox and into a folder dedicated to newsletters.

These emails are not part of my daily to-do-list and I prefer to go through them when I take a break from real work.

How to create a Rule

BEFORE creating the Rule, create a folder inside Outlook where you want the newsletter emails to be moved to. Then…

  • Go to your Inbox.
  • In Outlook 2010, click on File > Manage Rules and Alerts
    In Outlook 2007 and 2003, click Tools > click Rules & Alerts
  • Click New Rule to display the Rules Wizard.

Outlook rules wizard

  • Move Messages from someone to a folder” will already be highlighted. (This example assumes that the newsletters come from the same email address – otherwise you can use one of the other predefined Rule Templates)
  • Click “people or distribution list” to display the Rule Address screen.

Rule Address

  • Choose a name from the list or type in the name in the From field and then click OK.
  • Click the hyperlinked word “specified” to bring up the Choose Folder dialog. Select the desired folder from the list and then click OK.

Now that the Rule is created, any emails coming from the list will automatically be moved to the chosen folder.

You can also apply it to any emails that are already in the folder by going back to the Rules and Alerts screen and clicking the “Run Rules Now” button.

Use Rules in this way to move emails that you know are NOT part of your REAL WORK.

This keeps your Inbox clean and focussed on things that need your attention.

OPTIONAL RELATED OUTLOOK ADDIN: I recommend that you don’t use Rules to shift work related emails. Instead use QuickFile for Outlook addin to move emails AFTER you have finished with them.

QuickFile PRO for Outlook also has a special Newsletters feature which moves emails to a dedicated folder AND also reminds you once a day (at time of your choice) to look at newsletters.

Did you find this tip helpful? let us know by leaving a comment below.

Should you let Outlook Rules Control your Inbox?

By standss - Comments ( 4 ) Friday, May 4th, 2012

Rules are a handy feature in Outlook that can automatically move emails out of your Inbox to any other chosen folder but… I personally almost never use Outlook Rules (I’ll write about exceptions next week) to move emails.

So why don’t I use Outlook Rules?

You might be aware of this phrase “Out of Sight, Out of Mind“, this is exactly what could happen if you let rules control your inbox. You might receive an important email from a client but even before you sight it, the email would be moved to a different folder leaving you unaware (and you most likely won’t take the required action).

I like to see ALL emails that I have not read or I have read but not taken action yet in one place… my Inbox… in fact the Inbox shows me the emails that I still need to work on.

I don’t use Rules because emails would be moved out of the Inbox before I’ve had a chance to even read them.

I move the emails out of the Inbox AFTER I have finished with it.

You can move the emails manually (by dragging and dropping) or…

You can use an Outlook addin like QuickFile for Outlook which speeds up the process. QuickFile lets you file up to 90% of emails at the click of one button by displaying an additional button inside Outlook for you. The button displays and links to the folder you are most likely to file the currently selected/open email.

This gives you more control over your Inbox and how emails are to be handled.

Next week I’ll have a post on when it makes sense to use Rules.

What are your views on the use of Outlook Rules? let us know by leaving a comment below.

Related Post

Take Control of Your E-mail Inbox

Mark Outlook Task as Complete the Easy Way

By standss - Comments ( 0 ) Wednesday, May 2nd, 2012

Last week we showed how easy it was to snooze multiple reminders at once.

Today’s post is just a follow-up to that as we realised you could do much more then just snoozing from the reminder pop-up screen.

Do you get annoyed when the reminder pop-up appears with Tasks that you might have completed already?

You are so busy that you just didnt find the time to go to the task folder to Mark it as complete.

Here is the easier way to mark Tasks as complete (without browsing all the way to the task folder).

The next time the reminder pop-up appears with completed tasks:

  • Right-click on the task
  • Click Mark Complete
  • Done!!!

Apart from marking task complete, you can also open it incase you need to edit or you could Delete it, all from the same pop-up window.Easy right?

I hope you find this tip useful.

Do you know of other ways to do things easily in Outlook? Share it with our readers and us by leaving a comment below.

source: lawyerist.com

Categories : Outlook as a Business Tool Comments ( 0 )

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