Monthly Archives: May 2013


Email Organizer: fantastic time-saver for client or project based filing system in Outlook

By standss - Comments ( 0 ) Thursday, May 30th, 2013

With almost 80% of business correspondence now taking place by e-mail, you NEED a good system for filing your e-mails.

outlook email organizer

The simplest way to organize your emails is to duplicate your paper filing system inside Outlook.

Like other Outlook users, I’m sure most of you were also printing and filing copies of important emails into folders for different clients or products, and it worked quite well because all your filed documents for a particular client or project were in one place and accessible for future reference.

That is the same system you need to implement for your email filing in Outlook, create separate folders for each client or project and file your emails (incoming and outgoing) to this dedicated folders.

Filing your e-mails like this has a lot of benefits… even if you print out copies of critical e-mails for future reference.

  • BENEFIT 1: You don’t have to learn anything new to use this filing system (chances are your office has been filing your paper files using this system for years)
  • BENEFIT 2: You can quickly see all e-mails for a client or project in ONE PLACE. You can use Outlook’s built in sorting to see the time-line of e-mails etc.
  • BENEFIT 3: It is super-easy to export or archive projects. By filing in this way, you can use Outlook’s built-in tools to easily export e-mails out into a separate file if you need to. You can now file an electronic copy of all e-mails with your Word and Excel documents once a project is completed.

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WARNING! Your e-mail filing system may FAIL … and a solution

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This e-mail filing system clearly works. If it didn’t, you wouldn’t be filing your paper files this way.

Yet most users are not able to continue filing their e-mails this way for very long. Why?

The reason is simple.

  • It takes too much effort to drag each and every e-mail out of the Inbox and into the correct folder.
  • It’s too easy to forget to go to the Sent Items folder to move e-mails out of there into the correct folders.
  • It’s not as easy to delegate e-mail filing as it is to delegate paper filing.

That’s why we created QuickFile to solve the above email management problems.

QuickFile 4Outlook is an inexpensive email organizer that works inside Outlook by adding two buttons called QuickFile and Send&File to your Outlook. It doesn’t change Outlook in any other way and it won’t change the way you have always used Outlook.

QuickFile mail organizer is a fantastic time-saver for anyone who wants to use a client or project based filing system in Outlook.

Please give QuickFile a try. This is the only add-on we know that can guarantee that your e-mails get filed properly.

If you have your own test methods of filing emails that has worked?

Share it with us by leaving a comment below.

Keyword Shortcut to Create Outlook Email Reminders

By standss - Comments ( 2 ) Wednesday, May 29th, 2013

I’m not a big fan of using keyword shortcuts but with the number of emails I have to deal with and set reminders, I particularly like using this shortcut key to flag or set a reminder on the email.

I find this much easier than either finding the right button on the ribbon or right-clicking on the email.

It’s simple:

  • Select the email in your inbox (or any other folder)
  • Press CTRL+SHIFT+G to display the following screen:

adding outlook email reminders

  • Add a flag or reminder and click OK.

I hope you find this tip useful.

Do you have your own favorite keyboard shortcut?

Share it with us by leaving a comment below.

Related Post

For those who are keyboard shortcut fans and also those who are looking to learn the Outlook keyboard shortcuts, you can get a list of the keyboard shortcuts in an earlier post on Keyboard Shortcuts in all Versions of Outlook

How to find Contact information Quick and Easy in Outlook

By standss - Comments ( 0 ) Thursday, May 23rd, 2013

In Outlook 2007 (and below), finding contact information (such as phone numbers, emails) was quick and easy thanks to the Find Contact drop-down on the toolbar.

This was lost in Outlook 2010/2013 as the toolbar was replaced by the ribbon but you can still get the “Find a Contact” option on the Outlook Quick Access Toolbar.

What is the Quick Access Toolbar? This is a row with few buttons that appear on the top-left-hand corner of the outlook screen. These icons will be displayed irrespective of which tab of the Ribbon you are on… and you can add your own icons/commands to it.

outlook quick access toolbar

To add “Find a Contact” to the toolbar:

  • Click on the arrow pointing downwards (as red circled in the image above)
  • Tick “Find a Contact” from the drop-down list.

Your toolbar will now show the Find a Contact option as show below (the screen maybe slightly different depending on your version of Outlook).

outlook find contact

Now if you need to make a call and don’t remember the person’s phone number, just type the contacts name (any part of the name) and outlook will provide a list of contacts matching your search.

Select the contact and press Enter. The contacts information (phone number, email etc) will be displayed.

Did you find this tip useful or do you have a better way of finding contacts quickly in Outlook 2010/2013?

Let us know by leaving a comment on the blog.

How to Create Email list in Outlook 2013

By standss - Comments ( 2 ) Monday, May 20th, 2013

email marketing outlook

Do you regularly send out marketing emails, newsletters or family greetings to the same group of people?

If yes, then you can make this quick and easy by creating Email List in Outlook.

You can create Email List for different groups of people for example, you could have an Email List called Family and add the email addresses of all your family members to that group. Similarly you can create list for newsletters etc…

This saves you a lot of time when sending email blast as you are not required to individually type in email addresses… just select the group and Outlook sends a copy of the same email to all contacts.

Here are the steps to create an Email List in Outlook: (Instructions are for Outlook 2013 unless specifically mentioned)

  • Open Outlook
  • Click the Home tab > click New Items > click More Items > click Contact Group. This will display the blank Contact Group screen as shown below.

outlook email list

  • Enter a Name for the group/list
  • Click Add Members button on the ribbon. You have the option to select your contacts from your Outlook Contact list, Address Book or add a new contact. Select one of this options from the drop-down list
  • Now add your contacts to the group by clicking on the contact and click Members -> button. To select multiple contacts, press the CTRL button on the keyword and click on each contact and then click the Members -> button
  • Click OK
  • Click Save & Close

This will now save all your contacts to that group. You can repeat the same steps above to create different groups.

When you need to send an email to this group:

  • Open a new email
  • Click on the To: button
  • Select the Group you want to send the email too
  • Send the email

The email will be sent to all the contacts in the group.

NOTE: the emails will not be personalized and it will show the email address of every person this email is sent to in the TO: field on the recipient’s side.

So if you are looking for a quick way to send a non-personalized email blast, this works perfectly for you.

However if you are looking for a way to send emails which are personalized and individually addressed to the recipient, you can try out our Email Merge for Outlook addin.

With EmailMerge, you can personalize your emails for example Greetings/Salutation:

Hello John
Or
Hello Michelle

When the email is received by the person, he/she will only see THEIR email address in the To: field therefore they are more likely to read and respond to your email.

Check out the free demo video on our website for the mail merge addin for outlook

You can also try it out yourself by downloading the 30 day free trial

I hope you find this tip useful.

If you know of other ways to send out email blast from Outlook, share it with our readers by leaving a comment below.

How to Maintain Outlook’s Auto-Complete List

By standss - Comments ( 0 ) Thursday, May 16th, 2013

As you type a few characters of an email address or name in the Outlook email TO/CC/BCC field, Outlook automatically provides suggestions of contacts/email addresses that match what you have typed.

outlook auto complete list

With hundreds of other things on mind, it is difficult to remember each contacts email address so the Auto-Complete feature does a great job of remembering this for you.

BUT… People’s email addresses change or you may have stopped communicating with certain people – yet their old email addresses keep showing up in the list.

Even worse, if you typed the wrong email address of the contact and sent the email, outlook saves this address and it appears as a suggestion every time you type characters that match it.

So here’s a quick tip on how to maintain Outlook’s Auto-Complete list:

Deleting Single Entries

It’s easy to delete individual items from the list. Say you want to delete the email address which you mistyped previously, simply type the first few characters matching that address in the To: field to display the list. Then use the arrow keys on the keyboard to move to the email addresses and click Delete.

Deleting the Whole List

Use with Caution because there is no way of getting the list back!

You can also completely delete the list to start from a clean slate by following the steps below: (Instructions apply to Outlook 2013/2010 unless specifically stated)

  • Click the File tab
  • Click Options
  • Click Mail.
  • Under Send messages, click Empty Auto-Complete List.

This should now clear all email addresses.

I hope you find this tip useful.

Related Post

Have you ever mistakenly sent out an important/confidential email to the wrong person as a result of using Outlook’s Auto-Complete list?

It happened to me once, so here’s how I ensure that I always send the email to the right person.

How to create NON-SPAM emails that get opened and read

By standss - Comments ( 1 ) Wednesday, May 15th, 2013

Do you use Outlook to send out sales and marketing emails to your customers? Here’s a few tips to help your emails reach customers and not get blocked as SPAM

1. Send SEPERATE INDIVIDUALLY ADDRESSED to each person

Don’t send one email with a big list of recipients… or worse to undisclosed recipients. That’s a red flag to junk mail filter software.

Instead send separate emails so that each recipient should only see their own name in the To field of the email that they receive.

Creating separate emails for each person can take time. If you have a big list of prospects or customers you can use an Outlook addin like Email Merge PRO which will create and send separate emails to each customer.

2. Don’t use words that Spammers use.

This means avoid words like free, discount, guarantee, special offer, best price, bargain etc.

But… how can you sell something without using those word…  use them… but use them once or twice only where it makes sense.

Don’t make your whole email a sales promotion. Spam filters look at how often these trigger words are used so make sure you also have other (relevant) content.

3. Send emails from your own email account.

If you’re using Outlook, you probably don’t need to worry about this one. This applies to people who try and use unknown servers or web services to send out emails.

If the recipient’s ISP detects that your email is coming from an unreliable server or if the email is coming from a different domain then your email will be blocked.

Even when your email has gotten through to the user’s Inboxes, your job is still not done. You still need to get past the main Junk Mail filter… the person reading this email.

1. Make sure that the email is individually addressed (in the To field) only to him (or her).
When I see a big list of recipients from someone who is not a personal friend (I still get some joke emails etc from friends), I assume that someone is trying to sell me something.

2. Personalise the email at the start (something like Dear Sanjay) but don’t get carried away and personalise it too many places.

3. Send the email only to people who are actually interested in what you are writing about selling etc. If you have a big list of people, you may want to segment it into smaller lists. Not everyone is interested in everything you have to offer.

(If you are using Email Merge PRO, you can group your lists into smaller segments directly from the Wizard)

4. Make the Subject line interesting enough that the user wants to open the email.

I hope that these tips help your emails deliver better results for your business.

You may also want to look at Email Merge for Outlook which has an easy-to-use Wizard that helps you send out personalized individually addressed emails. It works from inside Outlook (your recipient list can be inside Outlook or Excel…)  and also has advanced features to help you segment your list etc.

How to use Outlook Search Folders to never miss an Important Email from your Boss/Client

By standss - Comments ( 0 ) Thursday, May 9th, 2013

How many times have you not responded to an email from your Boss or an important client because the email got buried under other 100’s of emails in your Inbox?

You can easily solve this by using a feature built directly inside Outlook called Search folders.

For those who do not know what a search folder is, it is like a virtual folder in Outlook which you can use to view all emails that match a particular criteria for example:

  1. All unread emails2
  2. Mail from and to specific people
  3. Mail from specific people
  4. etc

In this post we will show you how to create a search folder for emails received from a specific person like your Boss/Client.

Follow the steps below to create the search folder: (Instructions below are only for Outlook 2010/2013)

  • Open Outlook
  • Click the Folder tab on the ribbon > click New Search folder. The following screen will be displayed:

outlook new search folder

  • Select the option “Mail from specific people
  • Click the Choose button > select the contact and click OK
  • Choose the mailbox in which you receive your email
  • Click OK

This will now create the new search folder with emails from the specific contact that you selected.

To easily access the search folder, you can also add it to your favorites list, simply:

  • Click on the new search folder which you created
  • Click the Folder tab on the ribbon > click Show in Favorites

This will now show the search folder on the top left corner with your other favorites list.

I hope you find this tip useful.

If you have other ways of filtering your important emails, let us know by leaving a comment below.

Related Post

Outlook Email Alert for Important Emails Only!!!

Turn ON/OFF Conversation View in Outlook 2013

By standss - Comments ( 3 ) Tuesday, May 7th, 2013

Outlook 2010/2013 has a Conversation view which groups all related emails sharing the same subject together. Although this seemed like a great idea, there have been mixed response to this feature.

I personally did not like the conversation view as it was frustrating finding and responding to emails quickly.

But there are a lot of users who seem to like the Conversation view and I may have not given myself enough time to get used to it…

Here’s how you can turn on or off the Conversation view in Outlook (The instructions below are for Outlook 2013 unless specifically stated):

To Turn on Conversation View:

  • Open Outlook
  • Select the folder to which you want to apply the conversation view, for example your Inbox
  • Click on the View Tab
  • In the Messages ribbon group > tick the check box for Show as Conversations. The following message will be displayed:

outlook conversation view

  • Click All mailboxes If you would like to apply the conversation view to all mailboxes or click This folder if you want to apply it to the current folder only.

This will now change your selected folder to conversation view with all related emails grouped together.

To Turn off Conversation View:

  • Follow the exact steps above and untick the checkbox for Show as Conversations
  • On the prompt that appears, select whether you want to remove the conversation view for the current folder or all mailboaxes.

This will now return your selected folder to normal view.

What are your thoughts about the Conversation view?

Let us know by leaving a comment below.

Junk Email Maintenance in Microsoft Outlook 2013

By standss - Comments ( 2 ) Friday, May 3rd, 2013

Outlook’s Junk Email folder is fantastic as it helps keep your inbox SPAM-FREE so that you are spending time working on real emails rather than deleting SPAM.

The Junk email filter automatically checks all your incoming emails but you can take more control of what is considered SPAM and what is not.

Here are some of the filters which you can apply to make it more effective:

Safe Sender List

Outlook has a Safe Sender’s list.Outlook knows that anyone who is on your Safe Sender’s list is authorized to send you email.

It makes sense (most of the time) that anyone you actually write to should automatically be put on your safe sender’s list.

To turn it on…

  • Go to your Inbox
  • Click Home > Junk > Junk Email Options
  • Click the Safe Senders tab
  • Tick the checkbox Automatically add people I e-mail to the Safe Senders List.
  • Click OK

Safe Recipient List

Bulk emails normally have a higher chance of getting marked as SPAM due to its content etc, but if you belong to a mailing list which you regularly follow-up, you might want to add the list sender to your Safe Recipient list so that emails sent to this email address or domain is not marked at SPAM regardless of the content.

To add Recipient to the list:

  • Go to your Inbox.
  • Click Home > Junk > Junk Email Options
  • Click the Safe Recipient’s tab
  • Click Add
  • Type the email address or domain in the box that appears
  • Click OK and then OK again.

Blocked Sender List

Getting to many unwanted emails from a particular sender? You can easily add their email address to the block list so Outlook automatically moves email from that address to the Junk folder.

To add Sender to block list:

  • Go to your Inbox.
  • Click Home > Junk > Junk Email Options
  • Click the Block Senders tab
  • Click Add
  • Type the email address or domain in the box that appears
  • Click OK and then OK again.

I hope you find this tip useful in keeping your Inbox SPAM-FREE.

Do you have your own tips to manage Junk/Spam emails?

Let our readers know by leaving a comment below.

Changing where Outlook Searches Emails by Default

By standss - Comments ( 3 ) Wednesday, May 1st, 2013

Last week we had some tips on searching Outlook emails. Here’s how you can tweak things further by controlling where Outlook searches by default.

Outlook 2013/2016
Type anything in the Search Box and Outlook will search the current folder except if you’re in the Inbox. If you’re in the Inbox, Outlook searches all folders in the current mail box.

Since I have started using Email Tags, I now organize my emails by Tags instead of folders. As a result I prefer for my Searches to be in ALL MAILBOXES and not just the current mail box. Here’s how you can change the setting in Outlook 2013 to search All Mailboxes.

  • Open Outlook
  • Click File > Options
  • Click the Search tab to display Search Options.

Outlook Search Options

  • Select All Mailboxes and click OK

Now when you do a search, Outlook will search in all mailboxes by default.

In Outlook 2010/2007, there is not an option to search all Mailbox but you can search all “All folders” by default.

Here’s a quick setting changing that will force Outlook to search all mail items by default.

In Outlook 2010:

  • Click File > Options
  • Click the Search tab to display Search Options.

search all folders outlook 2010

  • Click All folders and then click OK

In Outlook 2007:

  • Click Tools > Options
  • Click the Search Options button on the Preferences tab to display the Search Options box.

search all folders outlook 2007

  • Click All folders and then click OK.

It’s a small tweak but it could save you a lot of clicks.

Do you have any other Search tricks that you find useful. Share it with other readers by leaving a comment on the blog.

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