Outlook new email notification can be annoying if it appears each time a email is received.
Most people either turn this feature off or simply get into the habit of ignoring it.
BUT… I’m sure you wouldn’t want to ignore (even mistakenly) a important email from your Boss or important client.
In this post, we will show you how we have setup a Rule in Outlook that displays a Alert for important emails only!!!.
Here’s what led to the implementation of this Rule:
Earlier this week, The CEO sent an an important email to a Support staff but did not receive a response. When he checked, the staff had not seen the email and was unaware that it was received. The reason for this was:
- The Support Staff was mostly working on our Online Support system through which they send and receive emails and
- The staff had turned off the email notification as it was annoying and distracting.
To ensure that important emails were not overlooked in future, we setup a rule in Outlook on all staff’s machine to display Alert when important emails are received from the CEO (or from others within the company).
Here’s the step-by-step instructions:
- Go to your Inbox.
- In Outlook 2007/2003, Click Tools > Rules and Alerts to display the Rules dialog box.
In Outlook 2013/2010, go to the Home tab and click Rules > Manage Rules and Alerts
- Click the New Rule button to display the Rules Wizard screen.
- Click “Display mail from someone in the New Item Alert Window”. (A on the picture above)
- Click on “people or distribution list” (B on the picture above) to display the Rule Address screen. In Outlook 2010/2013, it would say “people or public group“)
- Select someone from the list or type in the person’s email address in the From field.
- Click OK to go back to the Rules Wizard screen.
- Click “a specific message” (C on the picture above)
- Type in what you want the alert message to say and click OK e.g. Email from Boss!
- Click Finish
The next time you receive an email from that person (like your Boss), Outlook will display a message over everything else that you are working on.
This simple trick has helped our support team stay focused on supporting our clients but also made them efficient in deciding which emails need their attention first and which ones can wait.
I hope it works well for you too.
If you find this tip useful or have your own tips for better email notifications, please leave a comment on the blog.
Search in Outlook is great but only if it is working properly and returning results.
A lot of people posted online on various forums that their search was not working or returning no results. A message
appears in Outlook stating “We coudnt find what you’re looking for” for every search query.
If your outlook search is not working, try to rebuild your search index following the steps below:
Note: 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)
- 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.
- Open My Computer
- Click the computer tab on the menu bar > click Control Panel
- In the search box on the top-right-hand corner, type “Index“
- Click 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.
I hope this tip helps to fix your Outlook search problem.
Let us know by leaving a comment on this blog.
Trying to find a document that you emailed to or received from someone. Here is a quick tip on how you can use Outlook Search to find attachments with particular words in them.
The Search feature is pretty good and is able to find words in most common documents including Word documents, Excel spreadsheets and PDF’s.
Here are two ways of searching attachments from inside Outlook.
- Click on the Search box and type attachment:word.
- attachment:Sanjay will find all attachments with the word Sanjay in them.
- attachment:”Sanjay Singh” will find all attachments with the words Sanjay and Singh together in them.
You can also use the buttons on the ribbon to achieve the same search without having to type the word attachment if you want.
- Click on the Search box. The Ribbon will automatically display the Search tab.
- Click More and then Attachment Contains.
- Type your search term in the space.
- Sanjay: Will return any document with the word Sanjay
- Sanjay Singh: Will return any documents with the words Sanjay or Singh
- “Sanjay Singh”: Will return document that contain the two words in that particular order.
Do you have any Search tips of your own? Let us know by leaving a comment on the blog.
We have just posted an update to Quick File for Outlook. The updates in Version 4.1.256 are mainly for users of Outlook 2013.
This update is free for all existing registered users of version 4.0 or later.
Fixes and Features in this update include:
- Bug Fix: Error when using Outlook 2013’s Inline Response item with QuickFile.
- Improved compatability with Outlook 2013 (32-bit)
New to QuickFile: QuickFile is an Outlook addin that simplifies email management allowing you to file 90% of your emails at the click of a button. Watch this short video on managing emails inside Outlook.
You can also download a fully functional trial version of the QuickFile Outlook addon.
Click Reply on an email in Outlook 2013 and it doesn’t open a new window. Instead it uses the new inline feature to compose the email in the reading pane itself. If (like me) you don’t like it, here’s what you can do to turn it off and get Outlook to open a new window.
Why I DON’T like Inline replies
If your replies don’t require much thought and are simple responses of a few words then inline replies may be OK.
Most of my emails are not like that… I am responding to requests for information or providing information. They require a little bit more thought and I like to see it in a separate window. Office 2013’s flat colour schemes don’t help much either in keeping the different areas of work separated.
Having the reply in its own window stops me from trying to multi-task or look at the next email instead of focusing on one thing at a time.
I find I do much better work (and much faster) this way.
How to turn off Inline Replies
To turn off Inline replies in Outlook 2013:
- Click File
- Click Options
- Click the Mail tab
- Scroll down to the Replies and Forwards section
- Tick the check box Open replies and forwards in a new window
- Click OK
Do you have any other settings that you have changed to get the most out of Outlook 2013?
Let us know by leaving a comment in the blog.
Standss is pleased to announce the release of Email Merge PRO for 64 Bit Outlook.
We already have thousands of Outlook 2003, 2007, 2010 and 2013 users sending out personalized, individually addressed sales and marketing emails using Email Merge PRO for Outlook.
We are very excited to welcome 64-Bit Outlook users to the Email Merge PRO users group.
If you’re using 64 Bit Outlook 2010 or Outlook 2013, you can now download a fully functional trial version of Email Merge PRO 64 Bit.
As always, please contact us at firstname.lastname@example.org if you need support or have any questions or suggestions.
Email Marketing is the process of sending emails with the aim of building a relationship with your customers and prospects… so that you can maximize your revenue over the long term.
You must make contact with your customer often enough so that you are the first name (or at least one of the very few names) that they think of when they need something you can provide.
There are other ways (aside from email) of maintaining regular contact but email is probably the most COST EFFECTIVE.
|Email can play a crucial role in the success of small businesses with a proven ROI of $43 for every dollar invested (Direct Marketing Association, 2009)|
Why should you bother with Email Marketing?
- Out of Sight-Out of Mind: Your customers have lots of things competing for time and attention. If you don’t frequently remind them that you’re still around and what you can do for them, chances are they will forget.
- Don’t waste the money you spent getting the customer or lead in the first place: This is something most of us Accidental Salespeople don’t realise… We’ve already spent a lot of time (money) getting the prospect or customer in the first place. They’ve already told us they want to do business with us… yet we’ve started spending even more money looking for someone new?
- Is your competitor already email marketing to your customers? Who will your customer think of first… you or your competitor?
5 Email Marketing Tips from Real Salespeople
This 5 tips from Real Salespeople was a result of a recent interview we completed. This tips have worked for them so we thought to share it with our readers.
Tip #1: Send a SEPARATE EMAIL TO EACH PERSON, personalised 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.
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.
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.
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.
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?
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)
A common misconception we found salespeople had was email marketing is expensive (requires expensive online emailing tools with subscriptions) and time consuming (learning new system and using it)
If you are looking for a cost effective, simple, easy to use email marketing tool that works directly from Outlook, you can try our EmailMerge for Outlook addin.
With EmailMerge you can send unlimited emails to unlimited contacts at a one-time purchase of US $69.95.
There is no monthly/yearly subscription fee and no learning required.
Share your own thoughts about Email Marketing with our readers by leaving a comment below.
Do you file emails out of the Sent Items into dedicated archive or project folders? You should… but you still may want to keep a copy in the Sent Items folder too. Here’s the how and why.
There are two main ways in which people keep their emails organised… using Tags/Labels (manually or with Outlook addons like Email Tags for Outlook) or in dedicated project folders (manually or with Outlook addins like Quick File for Outlook). Both methods rely on keeping both received and sent emails together… so that you can see all related correspondence together.
But.. our experience (and those of thousands of customers who use our Outlook Addins) has been that we still need to keep a copy of the emails in the Sent Items folder.
Why user still want to keep a copy of emails in the Sent Items folder
The two main reasons are:
- Emails you need are often quicker to find: We often need to refer to something that we have sent out in the last few days. It’s usually easier to look it up quickly in the Sent Items folder compared to anywhere else.
- What have I done with my day: Many users tell us that they refer to their Sent Items folder when filling in timesheets etc.
I am sure there are other reasons but the above are the two main reasons that users have told us.
So how can you file a copy of the emails and still have them in the Sent Items folder too?
How… if you’re using drag and drop to move emails
If you’re using drag and drop to file emails from the Sent Items folder, right-click and then drag drop to the desired folder. When you release the right mouse button you will be presented with options to move or copy. Click on copy.
How… if you’re using Quick File for Outlook
QuickFile for Outlook allows you to automatically file emails from the Sent Items folder after they are sent. This means you don’t have to manually remember to file emails (users tell us that email filing systems fail most often because of unfiled Sent Items emails). Quick File also has an option to save a copy of the email and leave a copy in the Sent Items folder too.
- Compose your email as normal and click Send. QuickFile will display 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
This will now file a copy of the sent email in the folder you selected and also leave a copy in the Sent Items folder.
Note: If you normally want to file emails this way, you can change the relevant setting on the QuickFile settings screen.
How…if you’re using Email Tags for Outlook
Our latest email management program, Email Tags for Outlook, is based on the idea of using labels/tags to organize your emails. It moves the tagged emails into one (or few) email archives/buckets too. While doing the move, Email Tags can leave a copy in your Sent Items too.
- Compose your email as normal and click Send. EmailTags will display the following screen:
- Enter the Tag(s) you want to add to the email
- Select the folder/bucket you want to file the email, from the File in: drop down
- Tick the checkbox for “Leave a copy of email in Sent items“
- Click Send & File
This will now file a copy of the sent email in the folder you selected and also leave a copy in the Sent Items folder.
Note: If you normally want to file emails this way, you can change the relevant setting on the EmailTags settings screen.
If you’re not a user of QuickFile or Emailtags, you can use the following links to download a fully functional trial version:
I hope you find this tip useful.
Please let us know by leaving a comment below.
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