Monthly Archives: June 2013


How to Backup and Move Outlook Signatures between computers

By standss - Comments ( 0 ) Friday, June 28th, 2013

A friend called me yesterday and asked:

“Where are my signatures in Outlook saved and how do I move them to my new machine”

Surprisingly the Outlook signatures are not saved with the rest of the Outlook data so I’m sure there are others out there who are unable to locate them as well…

After helping my friend and having an awesome lunch (my friends treat for helping him), I thought I should do a quick post on this to help our readers who might be in search for their signatures.

Here’s a super easy way to copy or backup your signatures in Outlook…

Microsoft has built in a hidden way to jump straight to the folder that has your signatures saved.

NOTE: This works in all versions of outlook… from 2000 to 2013, but the instructions below are specifically for Outlook 2010 and 2013

To Backup your Outlook Signatures

  • Open Outlook
  • Click File > Options and then select the Mail tab from the left pane

outlook signature

  • Now hold down the CTRL key and click on the Signatures button. Outlook will open the folder on your computer that contains all your signatures.

Copy all the files and folders in the open folder to your backup device (USB Drive, External Drive, DVD etc)

To Copy backed up Outlook Signatures to your new computer

  • Open Outlook on your new computer
  • Click File > Options and then select the Mail tab from the left pane
  • Hold down the CTRL key and click on the Signatures button.
  • Copy the files from your backup device over to the opened folder.

The next time you try and insert a Signature in Outlook, they will all be there.

I hope you find this tip useful.

OPTIONAL RELATED OUTLOOK ADDIN: If you use Signatures as an essential part of your business you may also want to look at our Outlook addin Signature Switch for Outlook.

Feel free to share this post with your friends, family or colleagues who might be searching for their signatures, you might just earn a free lunch or dinner like me…

QuickFile Addin version 4.1.307 Released: Using with Microsoft Exchange & IMAP

By standss - Comments ( 0 ) Wednesday, June 26th, 2013

quickfile mail organizer

Standss is happy to announce the release of QuickFile version 4.1.307 which is faster and more stable with Microsoft Exchange and IMAP accounts in Outlook. This update is free for all existing registered users of version 4.0 or later.

QuickFile is already used by thousands of users around the world to file their emails into folders dedicated to emails or clients.

Fixes and Features in this update include:

  • New! Supports Office 365 Email Accounts
  • Bug fixes: Freezing issue with IMAP and hosted Microsoft Exchange Email Accounts have been solved.
  • Other minor bug fixes

Download latest version of QuickFile for Outlook

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 email organizer.

QuickFile Addon version 4.1.307 Released: Supports Office 365 Email Accounts

By standss - Comments ( 2 ) Wednesday, June 26th, 2013

quickfile email organizer

Standss is happy to announce the release of QuickFile version 4.1.307 which is faster, more stable and NOW supports Office 365 email accounts in Outlook. This update is free for all existing registered users of version 4.0 or later.

QuickFile is already used by thousands of users around the world to file their emails into folders dedicated to emails or clients.

Fixes and Features in this update include:

  • New! Supports Office 365 Email Accounts
  • Bug fixes: Freezing issue with IMAP and hosted Microsoft Exchange Email Accounts have been solved.
  • Other minor bug fixes

Download latest version of QuickFile for Outlook

New to QuickFile: QuickFile is an Outlook addon 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 email organizer.

The THIRD and EASIER way to Defer Outlook Emails till you ACTUALLY need them

By standss - Comments ( 1 ) Wednesday, June 19th, 2013

In last week’s post, we showed you 2 ways to Defer your Outlook emails till you actually need them (just using Outlook) so you are focused only on what needs your action NOW.

The problem with the earlier two options were:

  1. The email actually stays in your Inbox which can be a distraction and affect your productivity.
  2. You had to manually drag and drop emails to Task folders and also jump between your Inbox and Task to respond to deferred emails.

In this post, we will show you the THIRD (and a much neater) way of deferring your emails.

Our Outlook email management addin QuickFile PRO adds a Defer button to your Outlook.

All you have to do is click a button to move emails out of your Inbox and then have them magically reappear at your pre-set date and time.

Here’s how to use the Defer option:

  • Select the email
  • Click on the Defer button on the toolbar/Ribbon to display the following screen.

quickfile defer=

  • Enter the date and time or you can choose a number of days/hours/minutes when you want the emails to come back to your Inbox.
  • Click OK.

The email will be moved out and come back at your set date and time. If you have used Email Notes for Outlook to add notes to the email then your notes will also stay (and come back) with your email. This is useful so you don’t have to rethink why this email was deferred for later.

Many users have reported that this feature has greatly improved their productivity.

Tell us what you think by leaving a comment on the blog.

If you haven’t tried QuickFile for Outlook, watch a short video on our website to learn more about it or download a fully functional 30 day trial to test drive it yourself.

Should you use images in Outlook sales and marketing emails?

By standss - Comments ( 0 ) Wednesday, June 19th, 2013

Like many other email clients, images are turned off by default in Outlook. What does this meant to you if you are sending sales and marketing emails to Outlook users?

First… why are images turned off in Outlook?

  1. It helps users avoid viewing potentially offensive material (when external content is linked to the message)
  2. It helps to keep malicious code from damaging the data on your computer.
  3. It stops spammers from tracking which users actually opened their emails.

You can find more information on why images are turned off in Outlook at this link.

How will recipients see your images?

Most recipients will NOT have the images displayed when they receive your email. Instead they will see a red X.

display image

In order to view your images they will need to MANUALLY right click over the space where the image should be displayed and then click Download Pictures.

Can you make sure that recipients will see the images in the emails you send?

NO! There are settings in Outlook which you can use to display all images, or images from selected recipients but… you cannot control them as the sender.

Each user controls how they want to view emails that they receive by changing their settings BUT…

A study by Jared Pool shows that less than 5% of users have changed any settings at all.

So what should an Email Marketer do?

  1. Assume that users have not changed their settings… and that they cannot see your images.
  2. Build a relationship with recipients by sending useful emails so they actually want to read your emails. This may mean sending emails with more text than images to start with.
  3. Use colors, highlighting and other HTML ideas to format your emails. Don’t just rely on images
  4. Structure your email with a mixture of text and images so that recipients actually WANT to see your emails.
  5. TEST the emails by sending them to yourself. Make sure that the view images setting in your Outlook is OFF. Do you see enough in the email to want to view the images?

I hope that this blog post helps you make better use of images in your emails.

If you do send a lot of sales and marketing emails out to customers, you may also want to look at Email Merge for Outlook.

Email Merge is already used by thousands of Outlook users around the world to improve deliverability and response rates for sales and marketing emails.

DEFER Outlook Emails till you ACTUALLY need them (no additional software required)

By standss - Comments ( 0 ) Friday, June 14th, 2013

Your email inbox is where you spend most of your time and it is one busy place to be especially if you are receiving hundreds of emails per day.

Not all emails you receive need immediate actions or responses so you might want to defer it for a later time.

If you just leave the email in your inbox, you are likely to forget because it might just get buried under all the emails that you continue receiving throughout the day.

So how can you ensure that you are reminded to work on an email later when you are ready?

Here are a few ways to automatically get reminded to work on an email that you have received but do not need/want to work on till some date/time in the future.

Option 1: Flag the email with a reminder

This is an OK option if you don’t mind keeping the email in your Inbox (If you want to move the email out of your Inbox, option 2 might be more suited for you).

  • Right click on the email, click Follow-up and then click Add Reminder.

outlook email reminder

  • Enter the relevant information in the screen and click OK.

The problems with this method are:

  • The email actually stays in your Inbox which can be a distraction and affect your productivity.
  • You can’t add any notes to the original email (unless you are using Email Notes for Outlook)

Option 2: Convert the Email to your Calendar or Task List (drag-and-drop)

Many Outlook users do not realize this but you can convert an email to a Task or Calendar by dragging it to the Task or Calendar folder.

A new Task or Calendar Item will be created and opened with the email content in it. You can set the appropriate date to be reminded.

I prefer to drag-and-drop using the right (instead of left) mouse button. This gives 3 options when I drop the email:

  • Copy here as Task with Text
  • Copy here as Task with Attachment
  • Move here as Task with Attachment

I choose either Copy or Move with Attachment options. This way the new Task has the email attached to it. I can simply double-click the attached email to respond.

I hope you find this tip useful in getting more organized.

Do you know of other ways to better manage your emails in Outlook?

Share it with us by leaving a comment below.

Email Marketing Tip: Using Outlook Categories to Segment your Customers/Prospects (for better sales result)

By standss - Comments ( 0 ) Wednesday, June 12th, 2013

Have you heard of the phrase “ONE SIZE FITS ALL”?

This works quite well for devising policies or procedures within companies or single departments where individuals work for a single goal BUT…

If you are applying this strategy for your email marketing campaigns, you are likely to be annoying your customers/prospects by sending them emails/information that they don’t need.

As a result, prospects might unsubscribe from your list even before you get a chance to offer them something that would have been valuable to them and ultimately this could lead to a LOST SALE in future.

When it comes to email marketing, the phrase needs a slight tweak.

The phrase should say “NO ONE SIZE FITS ALL”

Not everyone on your list of customers and prospects are interested in everything you sell so it is important that you group them into different segments… and then send different emails based on the needs of each group.

Outlook has a very powerful feature called Categories that you can use to segment your contacts.

Unfortunately it is not as easy as it could be to do email merges with this!

Users of our Email Merge PRO for Outlook software can easily use the Email Merge Wizard to both send out emails to particular segments/categories and to maintain their mailing lists.

The Email Merge Wizard lets you save your selected contacts to a new or existing category easily inside the Wizard.

outlook email merge categories

Check out the short demo video on our website or test drive Email Merge Pro by downloading the 30 day trial.

I hope you find this tip useful.

If you have other email marketing tips, please share it with us by leaving a comment below.

Updated Outlook Reply protection is much more than just a warning prompt (Outlook 2007, 2010 and now Outlook 2013)

By standss - Comments ( 0 ) Thursday, June 6th, 2013

We have updated the Reply Guard feature in Send Guard so it fully supports Outlook 2013.

What is Reply Guard and why do users need it even when newer versions of Outlook have built in warnings?

How many times have you accidently done a Reply-All (when you really meant to do reply) and disclosed confidential information to people who should not have received/seen it… or maybe you accidentally did a Reply instead of a Reply-all and missed some people?

Send Guard protects you from accidental Reply-Alls with much more than just a warning prompt.

Whenever you click Reply or Reply-to-All on an email with multiple recipients, the Reply Guard feature in the Outlook addin will display a list of all the original recipients so that you can visually see and change who your reply is going to.

outlook reply-to-all

If you’ve accidentally addressed the email to the wrong people, just untick them. If you’ve forgotten to include some people, just tick them.

Reply Guard virtually ELIMINATES any chance of you replying or replying-to-all to the wrong people!

Send Guard for Outlook works with Outlook 2007, 2010 (32 and 64 Bit) and Outlook 2013 (32 and 64 Bit).

The latest version of SendGuard (1.1.4898) now fully supports Outlook 2013’s new Inline Response feature.

You can download the latest version of Send Guard for Outlook from here.

This update is FREE for Existing users of SendGuard. Install it over your old version and your registration information will automatically be retrieved.

Haven’t tried Send Guard yet? Find out more about Send Guard for Outlook and download a fully functional trial today.

SendGuard version 1.1.4898 Released: Compatible with 64bit version of Outlook + Other Improvements

By standss - Comments ( 0 ) Wednesday, June 5th, 2013

Standss is pleased to announce the update release of the SendGuard version 1.1.4898.

This update is free for all existing registered users of version 1.0 or later.

Fixes and Features in this update include:

  • Compatible with 64bit version of Outlook
  • ReplyGuard feature now works with Inline Response in Outlook 2013
  • Plus other bug fixes

Download latest version of SendGuard outlook addon

New to SendGuard: SendGuard is an Outlook addin that has a collection of extremely useful tools that ensure your outgoing emails are COMPLETE (with no missing information) and are being sent to the CORRECT (and only the correct) people.

SendGuard will automatically display a prompt when you:

  • Forget to attach a important file to an email
  • Clicked Reply when you meant Reply-All or vice-versa.
  • Forgot to write a subject.
  • Emailed someone using the wrong email address (for those of us with more than one email address).
  • Fired off an angry message that you later regretted.

Test Drive SendGuard for Outlook now by downloading the fully functional 30 day trial.

Let us know what you think about SendGuard by leaving a comment below.

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