Monthly Archives: August 2012


Rebuild Search Index for Better Results in Outlook 2010/2007

By standss - Comments ( 2 ) Wednesday, August 29th, 2012

The Search feature in Outlook 2010 and 2007 is a great tool, almost eliminating the hard task of manually searching through hundreds of folders/subfolders for a particular email you might need at that point in time.

But like any other tool, the search is only useful if its working fine and fulfills its purpose “finding the item you are searching for“…

Have you had problems whereby:

1. The search did not find the email you expected it to find based on your qeury
2. The results provided were OUTDATED

The likely reason for this search problem could be that the indexing of Microsoft Windows and Office System datafiles (called search catalog) is incomplete.

Rebuilding the search index can easily solve this.

Here is how to rebuild the Search Index:

Warning: This process takes a long time. I suggest you run it just before you leave the office for the day (or just before you go to sleep at night):

Bring up the Indexing Options screen. (Instructions below depending on your version of Windows)

  • Windows 7/Vista: Click the Windows Start button and type “index” in the Search box. Indexing Options should appear under programs. Click Indexing Options to bring up the Indexing Options screen.
  • Windows XP: Click Start > Control Panel > Indexing Options

Indexing Options

  • Click the Advanced button on the Indexing Option screen.
  • Click the Rebuild button.

Your current Search Indexes will be deleted and rebuilt. Once the rebuilding process is complete (I told you that this will take some time so hopefully you’re doing this just before you leave the office or go to bed) you should find Search working perfectly again.

Do you have any other suggests for solving Search problems in Outlook?

Please us know by leaving a comment below.

EmailNotes & Outlook Reminder: Never Miss Out an Important Email

By standss - Comments ( 3 ) Thursday, August 23rd, 2012

Never miss out an email

Is email your primary form of business communication? Here’s a system we use at Standss to ensure that 1) we get reminded to follow up on emails and 2) we have all the information we need to actually follow up.

Email is our primary way of serving our customers… our sales and support team goes through many emails every day. We normally respond to emails in the order they come in… but some emails may not get responded to fully at first because:

1) We may need to get additional information ourselves
2) We may need to get more information from the customer.

We use the following system to ensure that the emails don’t end up slipping down the queue and being forgotten.

1. We add reminders to the email so that we get prompted to take action at the right time

To add reminders in Outlook:

  • Right-click on the email
  • Click Follow Up > Add Reminder…

Reminder options

  • Tick the Reminder checkbox
  • Select the Date and Time that the reminder should pop-up
  • Click OK

2. We add Notes to the Email to remind us why the email was not dealt with immediately

  • Simply select the email in the Inbox
  • Jot down the notes right beside the email… in the Notes Pane as shown below.

EmailNotes Notes Pane

Later when the reminder screen appears, we do not have to read the whole email again or RETHINK why the email was not responded earlier… the notes provide us a quick summary.

Handling emails has become much more effective for our team with this system.

Try it out for yourself and see how Outlook’s Reminder and EmailNotes for Outlook can work for your business.

You can download a fully functional 30 day trial of EmailNotes from our website.

If you have other techniques of effective email handling, please share it with us and our readers by leaving a comment below.

Main for post sendguard

2012 NFL Football season schedules inside your Outlook Calendar

By standss - Comments ( 1 ) Wednesday, August 15th, 2012

Wednesday 5th of September is the date that the 93rd 2012 NFL Regular season kick-offs. The first game is between the defending champions of Super Bowl XLVI New York Giants and Dallas Cowboys.

I’m sure NFL fans are all geared-up with their favourite team’s jersey, hats, cheering gears etc, plans have been made with friends and families to enjoy the games at home or at the venues.

You can download the full NFL 2012 schedule or only your favourite team’s schedule and load it into Outlook so that you don’t miss out on any of your favourite team’s matches.

1. Click on the link below to download the full NFL schedules for ALL teams and save the .ics file to your desktop
Download the 2012 NFL Season Schedules (source: MySportsCal.com)

If you only want schedules of your favourite team, click on the appropriate link below:

Baltimore Ravens Download Schedule in Outlook
Buffalo Bills Download Schedule in Outlook
Cincinnati Bengals Download Schedule in Outlook
Cleveland Browns Download Schedule in Outlook
Denver Broncos Download Schedule in Outlook
Houston Texans Download Schedule in Outlook
Indianapolis Colts Download Schedule in Outlook
Jacksonville Jaguars Download Schedule in Outlook
Kansas City Chiefs Download Schedule in Outlook
Miami Dolphins Download Schedule in Outlook
New England Patriots Download Schedule in Outlook
New York Jets Download Schedule in Outlook
Oakland Raiders Download Schedule in Outlook
Pittsburgh Steelers Download Schedule in Outlook
San Diego Chargers Download Schedule in Outlook
Tennessee Titans Download Schedule in Outlook
Arizona Cardinals Download Schedule in Outlook
Atlanta Falcons Download Schedule in Outlook
Carolina Panthers Download Schedule in Outlook
Chicago Bears Download Schedule in Outlook
Dallas Cowboys Download Schedule in Outlook
Detroit Lions Download Schedule in Outlook
Green Bay Packers Download Schedule in Outlook
Minnesota Vikings Download Schedule in Outlook
New Orleans Saints Download Schedule in Outlook
New York Giants Download Schedule in Outlook
Philadelphia Eagles Download Schedule in Outlook
San Francisco 49ers Download Schedule in Outlook
Seattle Seahawks Download Schedule in Outlook
St. Louis Rams Download Schedule in Outlook
Tampa Bay Buccaneers Download Schedule in Outlook
Washington Redskins Download Schedule in Outlook

 

2. Import the downloaded file into your Outlook by following the steps below.

  • If you are using Microsoft Outlook 2010, click File > Open > Import.
    For all other versions of Outlook, click File > Import & Export.

Import/Export Options

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

3. 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)

Outlook Prompt

Click either Open as New or Import. (If you have your calendar synced to your Iphone, you can import it to your Defualt Calender as you can than view the schedules from your Iphone)

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

Stock-up the chilled Beers, snacks and enjoy the games.

May the best team win.

Categories : General, Sports Comments ( 1 )

Use Outlook AutoCorrect to Correct Common Emailing Mistakes

By standss - Comments ( 0 ) Monday, August 13th, 2012

SMS (Short Message Service) and IM (Instant Message) have be an evolution and become the preferred means of communication for alot of us nowadays.

While there are clear benefits of this medium… its fast, easy, handy and alway available, there is one drawback which if not corrected can be VERY embarassing…

The reason SMS are so popular is because they are short and you have the luxury of using shortcuts for example “hw are u” (how are you) or “r u cming 2 wrk 2day?” (are you coming to work today?). You will find this shortcuts almost anywhere, SMS, Facebook status, Twitter updates etc (surprisingly in formal emails too).

Using shortcuts is fine and fun but terrible if you get into the habit of it and start using such shortcuts in emails to your clients/customers…

Image writing an email full of shortcuts to the President of an large organization… using “u” instead of “you”.

Lets admit it, we all have got into the habit of using such shortcuts and have ended up using it in our work emails too. This is a habit which is here to stay with mobile communication becoming so popular and I would not suggest fighting against it or rehabilitating yourself.

Rather I would like to share a very handy trick right inside your Outlook which can help you correct this common mistakes.

I’m sure you all are aware of the AutoCorrect feature, most of you might refer to it as “spell check“. Yes this is the same feature which corrects common spelling mistakes like “teh” changing it to “the” etc.

Now you can use this same built-in feature to overwrite common shortcuts… so even if you end up typing shortcuts, AutoCorrect will replace the shortcut with the correct text.

Say for example, you want to ensure that anytime you use the letter “u” in your email content, you want it corrected to the word “you“.

Here’s what you need to do…

  • Start Outlook
  • In Outlook 2010, click File > Options > click on the Mail tab
    In Outlook 2007, click Tools > Options
  • Click Spelling and AutoCorrection…
  • Click AutoCorrect Options…

AutoCorrect Options

  • As shown in the highlighted section, in the Replace box, type your commonly typed shortcut (in this example we are using “u”)
  • In the box beside it, type the correct word (“You” in our example)
  • Click Add (repeat the above 3 steps to enter other corrections)
  • Click OK until all screens are closed.
  • Now compose a new email, type the letter “u” and press SPACEBAR or ENTER. This should replace the letter with the correct word.

I hope you find this tip handy in your everyday email communication.

We would like to thank “Drew Egan” for sharing this tip with us and our readers.

If you have any suggestions for email tips which you like to share with our readers, let us know by leaving a comment below or emailing it to news@addins4outlook.com.

How to NOT type commonly typed phrases in Outlook (Outlook AutoText)

By standss - Comments ( 10 ) Monday, August 6th, 2012

Do you have certain phrases or boilerplate text that you use often in emails? Here’s a time saving tip for making Outlook automatically insert those phrases for you into your emails as you type.

What is AutoText?

The easiest way to illustrate what AutoText is is with an example. I have set up an entry in my Outlook for I look forward to hearing from you. As I start typing the phrase, Outlook automatically prompts me to see if I want it to finish the phrase for me.

Auto Text outlook

All I have to do is press Enter if I want the phrase entered. Otherwise I just keep typing whatever I want and the prompt disappears.

Setting Up AutoText entries in Outlook

Setting up your own entries is super easy.

  • Type the phrase that you want (in an email).
  • Select the text using your mouse.
  • Click Insert on the ribbon.
  • Click Quick Parts > AutoText.
  • Click Save Selection to AutoText Gallery to display the following screen.

Building Blocks for AutoText

  • I normally use the default options for AutoText but you may want to change the Name or Category.
  • Click OK.

The next time you start typing the phrase, Outlook will offer to complete it for you.

Try it out. An added benefit of this tip… you’re less likely to send out emails with spelling mistakes or correctly spelling but incorrect words (my favourite… I look forward to jeering from you… who put the h next to the j on the keyboard!)

Search Blog