Monthly Archives: July 2013


Why Scroll when you can jump directly to a Date in Outlook Calendar

By standss - Comments ( 1 ) Wednesday, July 31st, 2013

Here is a quick shortcut that lets you jump directly to a particular date in outlook calendar rather than scrolling through the week or month view to get to that date.

This is one of my favorite’s shortcuts as it saves a lot of time when getting to a future date to schedule future appointments/meeting.

This shortcuts works in Outlook 2013 and earlier versions as well.

Here’s the steps:

  • Go to the Outlook Calendar
  • Press CTRL+G on the keyboard. This should display the Go To Date pop-up as shown below:

Go to Date

  • You can select the date you wish to jump to using the drop now. What makes it even better is that it recognizes normal English words as well for example “Tomorrow”, “Two days later”, “second Monday of August” etc…
  • You can choose the view in which the date should show from the Show in: drop down
  • Click OK or Press Enter

The calendar will now display the date that you entered.

Do you know of other shortcuts in Outlook to get things done faster?

Let us know by leaving a comment on this blog.

How to tag (Categorizing) Outlook email for easier finding

By standss - Comments ( 1 ) Tuesday, July 30th, 2013

There has been a shift away from filing things into folders and to using tags/categories over the last few years. This can be seen in programs such as EverNote, Gmail, Picasa… Here is a simple way that you can apply tagging to your emails in Outlook.

We’ve built Email Tags for Outlook on top of Outlook categories to give you the perfect email tagging (and finding) solution.

Outlook’s built-in categories provide a good start to email tagging because they allow the same email to have more than one category.

Here is how Email Tags makes it even better.

How to tag an Outlook email using Email Tags

Email Tags adds a couple of buttons to your Outlook ribbon/toolbar.

email_tags_menu

Click Tag It to display the Email Tags screen.

tag_file_screen

Email Tags has built in intelligence to recommend tags to you. Alternatively you can type in a new tag or select a tag from your list of tags directly on that screen.

You can even choose to file the email out of your Inbox with the tag, all in one step.

Email Tags will also prompt you to tag your Sent Emails so that all your emails are organized properly.

Video: How to organize and find emails using tags instead of folders

How to search for emails that you have tagged in Outlook

The main reason for tagging emails is so that they are easy to find later. Finding tagged Outlook emails is easy if you’re a Email Tags user.

Just click the Search button on the Email Tags toolbar to display a full list of your tags.

search tags

Click on a Tag (in the list) and Outlook will carry out a Search and display all relevant emails to you.

Watch demo video of Email Tags for Outlook

If you haven’t tried Email Tags yet, you can download a fully functional 30 day trial to see just how easy it is to organize and find emails using tags instead of folders.

Email Tags Update: Better Search and Undo (plus bug fixes)

By standss - Comments ( 0 ) Friday, July 26th, 2013

This update has a number of MAJOR new features that users have been asking for. The update is free for existing users.

A Better Search

Members of our team agreed with users that the Search screen was not as easy to use as it could be. Although people have started to use tags, many of us still think in folders. The new Search screen recognizes this and provides a much better user experience.

search_tags

You can still search for a Tag or simply select from the full lit of tags on the Screen. Searches are carried out immediately on selection.

Undo Feature and better buttons on the Ribbon.

This is one that we felt was essential after accidentally tagging emails when we meant to do a Search. We have improved the buttons on the Ribbon so that it is almost impossible to accidentally do a Search when you meant to tag an email.

emailtags_menu

… plus we have added an Undo button to the Ribbon that will allow you to reverse the last tagging operation that you have done.

Click Here to download the latest version of Emailtags for Outlook

We hope you find that these updates improve your Email Tagging experience. If you have other ideas for updates, please let us know.

Easy Drag and Drop to share Path to files/folders on the Network

By standss - Comments ( 1 ) Wednesday, July 24th, 2013

If like us, you find yourself often sharing files/folders with the members of your team while working on projects etc…

here is a simple tip on how you can drag and drop the path to a file/folder on the network rather than having to type or copy & paste the path into the email (or word).

All you have to do is:

  • Create the email.
  • Use Windows Explorer to find the file or folder that you want to share. Make sure that the file or folder is in a location that the other person has access to… normally this would be on a shared or network folder.
  • Right-click on the file/folder and drag it (with the right mouse button still pressed) to the location in the email where you want to insert the path
  • Release the right-click button. You will get the following options:

create_hyperlink

  • Click Create Hyperlink Here.

This will now insert a clickable link in the email.

I hope you find this tip useful.

Thanks to Anand Kumar (our Senior Programmer) who shared this tip with us.

If you know of other simple tips like this and wish to share with our readers, please let us know by leaving a comment below.

Note taking Tip: Why and where should you be adding your Notes

By standss - Comments ( 0 ) Tuesday, July 23rd, 2013

I read a great article on Life Hacker recently titled Write Notes Before Making a Phone Call to Stay Focused.

It is a great idea to make notes of things you would like to discuss with someone because:

  1. You know exactly what you are going to talk about
  2. You waste less time of the person you called and yourself
  3. You get all the information you need in the first call as opposed to calling the person several times.

BUT… where should you make your notes so that it is easily accessible before making the call and after the call (for later reference)?

One option is to write your notes on a sticky notepad or piece of paper… but you could easily end up with several pages with important notes and as easily misplace them wasting several hours hunting for it under your desk, in the rubbish bin (and hoping you find it)…

The ideal place to add/save your notes would be where you spend most of your time working… your EMAILS!!!

Here are a few reasons why you should make notes on emails?

  1. Emails from people outside our own companies are often followed by phone calls to get additional information that was missing in the email.… it is convenient to record follow-up notes directly on the email so that all the information is in one place.
  2. We often delegate things to other people in our team via email… Recording details directly on the email makes it easier to check if a delegated task has been fully completed.
  3. Similarly we may have work that has been delegated to us via email initially but then followed up by phone calls or face-to-face meetings. Recording details directly on the email improves our chances of carrying out the delegated tasks fully.
  4. Like many people I have a habit of quickly scanning through my emails… if an email relates to something I can do easily, I take action… otherwise I work on it later but… I may have ideas immediately and it is useful to record it with the email… ready for me to use later. This way I don’t lose thoughts or ideas related to an email.

How to write notes on emails?

One way of writing notes on emails is to… print out the emailshandwrite on them… and hope you can find them later.

The downsides of this method are that we waste a lot of paper… and the emails and notes are difficult to find when we need them.

There is an easier way… use Email Notes for Outlook… an Outlook addin that adds a button inside Outlook for you so that you can easily add, view, edit and print notes on emails… all from inside Outlook.

You can learn more about and download a fully functional version of Email Notes for Outlook from our website.

I hope you find this tip useful.

Do you know of other ways to make notes and easily retrieve them for future reference?

Share it with us by leaving a comment below.

3 Tips for better Email Marketing from Outlook

By standss - Comments ( 0 ) Tuesday, July 16th, 2013

Do you use Outlook to reach out to prospects and customers? Here are 3 email marketing tips that will help you manage your email lists, stay clear of SPAM filter, get better responses and increase conversions.

Tip 1: Creating and Managing Email List in Outlook

If you send marketing emails, newsletters or family greetings to the same group of people, it is a good idea to create an email list.

This saves you a lot of time when sending merge 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.

Read this post to learn how to create email list in Outlook

Tip 2: Write NON-SPAM emails that get opened and read

No one likes to receive SPAM so you really can’t blame the customers if your emails end up in their SPAM folder. Although you might feel you have written a clean legitimate email, you might want to cross check your email for some key spam avoiding points.

Check out this post for tips on writing SPAM-FREE emails and getting it opened and read

Tip 3: Should you use images in Outlook sales and marketing emails?

It is very easy to get carried away when adding images to your special sale or promotion emails, you want to ensure that it catches the reader’s attention… but what if he/she is not able to see it in the first place? All they see is a red X wherever you had put images…

Your creative promotional email could all of a sudden appear as SPAM to the recipient and end up in the deleted items folder… the last thing you would have expected.

Here are some tips on using Images in your sales and marketing emails.

BONUS Tip: 5 Email Marketing Tips from Real Salespeople

Finally for all the salespeople and “accidental salespeople”, here are 5 bonus email marketing tips from Real Salespeople which we learnt about in a recent interview. This tips have worked for them so we thought to share it so you can rip the best results from your sales and marketing campaigns this year.

I hope you find this tips useful

Feel free to share this tips with your friends, families or colleagues if you think it will be useful to them.

Till next time… have a better Outlook

Related Post

5 Essential Email tips for being more Organized, Productive and safe from embarrassment at work

5 Essential Email tips for being more Organized, Productive and safe from embarrassment at work

By standss - Comments ( 0 ) Wednesday, July 10th, 2013

It’s hard to believe that 6 months have already gone by for year 2013… and the next 6 months will pass by even faster.

To ensure that we all continue to be organized and productive for the rest of the year, we decided to share with our readers the 5 essential tips to be organized, productive and safe from embarrassment at work.

If you missed out on any of the following tips earlier, this is your chance to look at them and apply it to your work for the rest of year.

Tip 1: Avoid filing emails in the Outlook Deleted Items folder

It is strange but we found out that a lot of people file their emails in the Deleted items folder (outlook’s rubbish bin).

Yes, the deleted items is referred to as a “folder” in Outlook but it is not for the purpose of filing/storing emails which you would want to refer to later.

We do not store anything in the rubbish bin in the real world to grab it out later right… then why do it in the virtual world.

Here’s why you should NOT file emails to the Deleted Items folder?

Tip 2: Easy Email Search Tricks in Outlook

Jumping from folder to folder in Outlook was old-school style of finding emails which wasted a lot of your precious time. Outlook has improved its search over the years so finding emails is now easy particularly if you know some tricks to help you get more accurate search results.

Check out some of my favorite search tricks here.

Tip 3: Mark Outlook Emails Read only after you actually read them

Every morning, the first thing we do in Outlook is skim through the new emails in the inbox to see which ones need our immediate attention and which ones can be dealt with later.

But while you click through each email, Outlook marks this emails as “Read” and removes the bold highlight… this makes the emails less visible to you and moves them further down as you continue receiving emails through the day. You could end up losing sales because you forgot to reply to the email, end up with frustrated customers due to lack of response and find an inbox that is stacked up with non-responded emails.

Here is a simple setting in Outlook which lets you set a minimum time that you need to be on an email before it is marked as read (I have set mine to 5 second).

Tip 4: Use Outlook Search Folders to never miss an Important Email from your Boss/Client

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?

Probably because you clicked on the email and Outlook marked it as Read as discussed in Tip 3.

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

Find out more about what Search folders are and how to set them up in Outlook

Tip 5: Avoid Common Emailing Mistakes that make you look unprofessional and waste precious billable time

Please raise your hands if you are guilty of committing any of the following mistakes:

  • Forgot to attach a document to an email message.
  • Clicked Reply when you meant Reply-All and wasted precious time re-sending the email to each recipient
  • Click Reply-to-All when you meant Reply and disclosed information to unintended recipients.
  • 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.

This may seem small errors but if you are running a business, these seemingly “small errors” can make you look unprofessional and waste precious billable time.

Find out how to avoid this emailing mistakes here.

To keep you (our readers) organized and productive for the rest of the year, we will share some more popular tips in the next post.

I hope you find this tips useful.

Let us know what are your plans for the second half of the year to have a better Outlook by leaving a comment below.

Better Proof-reading Emails with Outlook Speak

By standss - Comments ( 0 ) Friday, July 5th, 2013

Do you read the content of your email to yourself while you are actually typing the email?

How many times have you used Outlook to send out emails with correctly spelt but the wrong words in them?

I’m sure this is the same with everyone, as we type the content of our email, we usually read to ourselves what we are typing, but often we say the correct word to ourselves but type the wrong word.

In the earlier post this week, I showed you how you can avoid common spelling mistakes using Outlook’s Autotext.

Here is another great way to avoid spelling mistakes…

Get Outlook itself to READ OUT the email to you!!!

Let’s look at the example we discussed in the earlier post again:

“Our sincere apologize for any inconvenience caused”

The word “apologize” was spelled correctly but was incorrectly used. The correct word was “apologies”.

These mistakes are easy to pick up if you use Outlook’s built-in (but well hidden) feature that will read the email aloud to you.

Windows already has the ability to read text back to you. Here’s how you can add a button inside Outlook to read out selected text to you.

Note: The following tip works in Outlook 2010 and 2013 only.

  • Create a new email.
  • Right Click on a blank area of the Ribbon
  • Click Customize Quick Access Tool Bar
  • Choose Commands not in Ribbon in drop down

outlook_ribbon_options

  • Scroll and select Speak
  • Click Add
  • Click OK

Outlook will add a new button to your Quick Access Tool Bar as shown below.

outlook_speak_icon

How to use the button to get Outlook to read the email aloud to you

  • Create a new email
  • Type some text
  • Select the text that you want read out to you.
  • Click the new button that was added in the previous steps.

Outlook will read the email out to you.

Next Steps

You may also want to add the “Speak Selected Text” button to your Inbox so that you read emails that you are reading in your Reading Pane.

Go to your Inbox and follow the steps above to add the button.

Finally you can also open an email that you have received and follow the same steps so that you can hear any email that you have received or already sent.

This simple tip has improved the quality of our emails here at Standss… hope it does the same for you.

How to avoid common spelling mistakes using Outlook AutoText

By standss - Comments ( 1 ) Wednesday, July 3rd, 2013

At times, we are so busy responding to emails that checking the spelling and grammar is really not an option… Outlook spell checker does a great job of identifying spelling mistakes… but what about correct spelling but incorrect words?

Let me tell you a recent story to explain this further:

Recently I noticed that one of our Sales Rep sent an email with the phrase:

“Our sincere apologize for any inconvenience caused”

All the words were spelled correctly so spell check did not identify any mistakes… but the word “apologize” was incorrectly used. The correct word was “apologies”.

This is one of the common phrases used by the sales team so to ensure that the same mistake was not repeated, we used Outlook’s AutoText to insert the correct phrase as they type the email.

What is AutoText?

The easiest way to illustrate this is with an example. We setup an entry in Outlook for “Our sincere apologies for any inconvenience caused”. Now as the user starts typing the phrase, Outlook will automatically prompt if you want to insert the saved phrase…

autotext_outlook

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

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.

outlook autotext option

  • I used 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, it’s a great way to save you time correcting spelling errors while you focus on your real work.

If you know of other ways to ensure that your emails are spelling-error-free, share it with us by leaving a comment on this blog.

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