Monthly Archives: September 2013

Searching for emails using multiple email tags

By standss - Comments ( 0 ) Thursday, September 26th, 2013

Many of our users now use Email Tags to organize their emails instead of folders. We had recently updated Email Tags with a new search screen that was much easier to use. It had removed some functionality that we thought that users did not need. We were wrong.

Several users wrote to use requesting that we bring back the ability to Search for emails that have been tagged with more than one keyword e.g. find all emails that have the tags “Quote” and “Product X”.

We are happy to announce that we have restored this functionality in Version 1.1.5017. You can download the latest version of Email Tags from our website.

Setting up Email Tags to use the Old Search Screen

You can use the settings screen to decide whether you wish to use the new style Search screen (which does not support searching by multiple tags) or the old style search screen (which supports searching by multiple tags).

The new style screen is selected by default. To change this:

  • Open Outlook
  • On the ribbon, click on the Standss Outlook Addins tab
  • In the EmailTags group, click More > Settings
  • Tick the checkbox for “Allow (old style) searching for multiple tags”
  • Click OK

Searching for emails with multiple tags

Click the Search button in the Email Tags group on the ribbon. The following Search screen will be displayed (provided you changed the settings screen)

tag and search email

  • Enter your Search terms in the Tags field (separate multiple tags with commas).
  • Click OK.

Let us know whether you prefer the old or new style search screen by leaving a comment on the blog.

More information on Email Tags

EmailTags for Outlook addin is a handy and reliable tool designed to make it easier to find emails in your Outlook Inbox. With EmailTags, you can quickly tag your emails with keywords like customer name, project name, etc and later find the emails easily by searching for one or more of this tags.

You can watch a short demo video or download a fully functional 30 day trial from our website now to see for yourself how fast and easy EmailTags really is.

Here is what one user (of the many) has to say about EmailTags:

“My InBox has never had so few emails in it because of EmailTags. It’s incredibly easy to tag emails and file them. Outlook is better organized now than it ever has been.” – Chuck Coleman

EmailTags version 1.1.5017 Released: Reintroduce Search emails with Multiple Tags

By standss - Comments ( 0 ) Thursday, September 26th, 2013

The latest version of EmailTags for Outlook is now available for download from our website. This update is free for all existing users. The updates includes a number of “new” features as well as bug fixes.

What’s New?

EmailTags Outlook addin has had a great response from users. We continuously get emails from users suggesting how we can make it even better.

One of the new features in this release is actually an old feature that we have reintroduced as a result of demand from existing users.

Several users wrote to use requesting that we bring back the ability to Search for emails that have been tagged with more than one keyword e.g. find all emails that have the tags “Quote” and “Product X”.

The full list of features/bug fixes in this version include:

  • Allow (old style) searching for multiple tags (reintroduced based on user demand)
  • Apply Windows theme on all addin screens
  • Right-click on an email to Tag IT now available in Outlook 2013
  • Bug fix: In Outlook 2007, if you select a meeting request, error message comes-up
  • Added OutlookVersionCheck in the deployment MSI so that a prompt comes up if the wrong version of MSI is being installed based on the Outlook version (32 bit or 64 bit).

You can download the latest version now from our website.

New to EmailTags: Watch a short demo video on our website or you can also download a fully functional 30 day trial version of EmailTags.

Thanks to everyone who have written to us and if you have any comments, ideas, suggestions for EmailTags, feel free to write to us. We really value your feedbacks and try to make our outlook addins work the way you want.

Myth: Inbox cannot be your To-Do list, Agree or Disagree?

By standss - Comments ( 0 ) Monday, September 23rd, 2013

I recently stumbled upon an article on PCmag that highlighted 5 reasons your Inbox is not your To-Do list. While I do not agree with the title of the article (I have started using my Inbox as a To Do list much more successfully than any other system I used in the past), I do agree with the reasons they have stated for the title.

  1. No control over incoming items.
  2. Lack of tools for prioritizing and setting deadlines .

We recently surveyed 30,000+ Outlook users on a similar topic and asked if they were using their Inbox as a To-Do list, what are some of the problems and tips to better use the Inbox as a To-Do list?

Our survey confirmed that most Outlook users were still using their Inboxes as their primary to-do lists… despite what productivity guru’s say! Why?

Most of us have tried to follow the advice of productivity guru’s, spent time searching for solutions to overcome email overload and tried using the Outlook Task and Calendar… but all the methods failed… Because it just takes too much will-power and discipline to continue to follow this methods.

Needless to say, using the Inbox as a To-Do list does have some limitations such as:

  • The Inboxes is always overloaded with no control over incoming emails!
  • There is no way to prioritize or schedule emails in a more meaningful order.
  • There is no easy way to view (or adjust) your work schedule when you work from your Inbox.
  • There is no easy way to add notes to an email to remind yourself later why you actually left the email in the Inbox
  • How to ensure that other people respond to emails that we have sent.

But some users shared very clever tips to deal with these problems:

  • BCCing themselves on emails that need follow-up (so that the emails come back to your Inbox)
  • Flagging or marking emails as Unread (so that they look different from other emails in the Inbox)
  • Having a system of folders for different priorities (requires discipline which I personally don’t have)

You can get more details on each of the solutions listed above in our Free Report. This report outlines a number of tips that you can use to unclutter your Inbox and get more real work done.

Based on our survey, the inbox is still the primary To-do list for majority Outlook users and with a few tweaks and built-in Outlook features (BCC, flagging etc), you can make your inbox work as a To-Do list.

How to better use the Inbox to get the right work done… at the right time?

If you are amongst those who prefer to use the Inbox as your To-Do list, you could implement the tips suggested by actual users above or try the eeminders for outlook addin.

eeminders works directly inside Outlook and lets you:

  1. Defer/Snooze emails out of your Inbox …. until you need them
  2. Get Follow-up reminders for emails you send… in your Inbox
  3. View your Inbox with the emails that you need to work on at the top…. in bold
  4. Do more than just emails… schedule your non-email tasks in your Inbox too
  5. Move your non-urgent emails into a Someday folder to relook at in the future when you have free time
  6. Review and Reschedule your future email workload easily

Don’t take our word for it, try eeminders free for 30 days or watch the short demo video to see for yourself.

What is your opinion, can the Inbox be used as a To-Do list or not?

Let us know by leaving a comment below

Why you should avoid using BCC for emails?

By standss - Comments ( 0 ) Thursday, September 19th, 2013

Outlook users BCC emails for two main reasons… sending sales/marketing emails or sending someone a copy of the email without letting the other recipients know. We strongly recommend that you DON’T use the BCC field for either purpose. Why?

  1. Your sales/marketing emails will probably get caught in SPAM filters: Stuffing the TO/CC/BCC field with email addresses makes your email look like spam and it might be caught by the SPAM filters, which means your recipients might never receive your email about an important announcement/sale/event etc.
  2. Your sales/marketing email might not get read even if it gets past the spam filter (because it looks too much like a sales email to the recipient)
  3. If you used BCC to keep a recipient hidden from others, imagine what would happen if the hidden recipient did a reply-to-all! Suddenly the other recipients would be aware that you had been using BCC and depending on the nature of the email conversation, this may be viewed as dishonest or sneaky.

What to do instead of using the BCC field?

Send Personalized Individual emails (Marketing or Sales emails)

Your emails have a better chance of reaching the recipients inbox if it is personalized and addressed to that person.

You can either send the same email to the recipients one at a time (compose a new email and copy paste the content) which would be time consuming… or

You can use an easy mail merge tool like Email Merge for Outlook to send out personalized individual copies of the email to each recipient. Each recipient will get a personalized copy of the email which is addressed only to him/her.

Forward Emails (when you need to hide a recipient from the others)

If you need to send someone a copy of an email without others knowing about it, don’t BCC them on it. Instead send the email out to the “disclosed” list of recipients. Then forward a copy of the Sent email to the “hidden” recipient. Now if the hidden recipient reply’s to the email, the reply will only come to you.

Avoid accidental Reply-To-Alls yourself

If you or others in your organization are dealing with confidential information that you are BCCed on, you might want to also look at Reply Guard for Outlook to avoid doing an accident Reply-to-all yourself!

Send Guard has special filters that check emails as you respond to them and as they are sent out.

A special prompt will warn you and ask for confirmation if you reply to an email on which you have been BCCed.

This can avoid the accidental disclosure to other recipients that we referred to earlier.

I hope you find this tip useful.

If you know of other email abuses or ways to avoid email abuses, share it with us by leaving a comment below

Related Posts:

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

When to BCC Emails in Outlook

Myth: Sorting and Organizing emails makes us more productive

By standss - Comments ( 1 ) Thursday, September 19th, 2013

A recent study by the University of California found that email technologies are now so good that filing emails into folders may actually make them harder to find! It also wastes more of your time both filing and finding emails.

I moved my own email organization system to a non-folder based system some time ago. I was a little apprehensive when I first made the move but the results have been well worth it.

How/why do I use an Archive folder?

Although I don’t use project/client based folders for emails anymore, I don’t use my Inbox to hold everything. Instead I have created an Archive folder inside Outlook.

Once I have finished with an email, I either DELETE it or ARCHIVE it. This way my Inbox only contains emails that I still need to work on.

You can Archive your email simply by dragging and dropping it into the Archive folder.

You can also use the categories feature of Outlook to tag your emails with keywords (project names, client names etc) so that they are easier to find.

A large part of my day is spent in Outlook and I use Email Tags for Outlook to automate the archiving and finding process.

Finding Emails in the Archive folder

In the “old” days, folders were used so that we could find emails later. Under this new system, all your old emails are in the one Archive folder.

I find that Outlook’s own built-in Search is now good enough to quickly find emails for me. You can go to the Archive folder and use Outlook’s Search box.

Outlook Archive folder

You will see in the image above that I have also added the Archive folder to Favorites (inside Outlook) to make it even easier for me to jump to that folder when I want to.

As mentioned earlier, I also use Email Tags for Outlook to tag my emails with Project Names etc. Email Tags also has a special search function which makes my emails even more findable( and groupable… I can see all emails in a project as if they were in a folder… without the effort and time of filing in folders)

All you need is Outlook… but Email Tags can save you a lot of time

The archiving system described above works with nothing but what comes built into Outlook. However if you spend a lot of time writing and responding to emails, Email Tags will pay for itself in a few days.

Here’s what one customer said…

” … One of the most useful software applications we own … No more lost e-mails, no more trying to figure out which folder I put it in, no time wasted searching for an e-mail.”
– Justin Henderson

You can go here to Download a Fully Functional Trial of Email Tags or View a Short Demo Video.

eeminders addin version update: New features + Minor bug fixes

By standss - Comments ( 2 ) Wednesday, September 11th, 2013

The latest version of eeminders is now online and available for download. This update is free for all existing users of eeminders and has some GREAT NEW FEATURES. We’ll have blog posts later on some of the new features but here’s a quick list.

It has only been a week since we launched our new outlook addin eeminders just a week ago. We’ve had hundred of emails telling just how useful the addin is. Our favourite comment… eeminders is LIFE CHANGING!

We’ve also had a lot of suggestions for improvement. We’ve done our best to implement the best ideas in this version.

New features available in this version are:

  • You can right click on emails to eemind me or Someday (instead of using the ribbon or toolbar).

eeminders right click menu

  • You can clear the eeminder dates from emails that are in your Inbox. Right click on the email and click eemind me date clear. This is useful if you want to keep the email in your Inbox even after you’ve completed working on it.
  • A new option on the Setting screen lets you choose whether received emails will be copied or moved when eeminders are set. This was previously only available for Sent emails. However several users told us that they needed this for the received emails as well as originals needed to be moved immediately to public folders, document management systems etc
  • A new option in the Setting screen lets you turn of the notifications that eeminders displays in the Windows system tray when emails are returned to the Inbox etc. Most users told us that they loved this reminder but a few wanted the option to turn it off,

Click here to download the latest version of eeminders.

For those readers who don’t know what eeminders is:

eeminders for Outlook helps you unclutter your inbox and get the Right Things Done… at the right time!

  • Defer/snooze emails out of your inbox and it will magically return to your inbox at the date and time you ready to work on it
  • Add notes so you are not scratching your head why this email was not dealt with earlier
  • Get reminded to follow-up on important emails
  • Don’t know when you will work on an email? Move it out of your inbox into a Someday folder to refer when you have time.
  • And more

Visit our website now to learn more about eeminders and download a fully functional 30 day trial

Unread (and All) Emails in Outlook 2013

By standss - Comments ( 0 ) Tuesday, September 10th, 2013

Here’s a hidden new feature in Outlook 2013 that you may have missed. You can easily switch between looking at all emails in a folder and just the unread emails by clicking on the icon on the top of the mail list.

mark as unread

This feature is not available in Outlook 2010 and earlier.

Some people use Unread emails to indicate that an email still needs action. If you do this then you may also be interested in the following article.

Mark Outlook Emails READ only after you ACTUALLY Read them

I don’t do this myself. Any email that is in my Inbox still needs some work.

If you work in a similar way to me, I recommend looking at eeminders for Outlook. eeminders helps to keep the Inbox uncluttered by removing emails out and then bringing them back only when I need to work on them.

Categories : Outlook Email Tips Comments ( 0 )

How to Mark Outlook Appointments as Complete

By standss - Comments ( 6 ) Tuesday, September 3rd, 2013

Outlook lets you mark your tasks as complete so there should be same easy steps to mark appointments as complete too right?

Well NOT!!!

It turns out that there is no built-in way to mark appointments as complete BUT…

Here is a simple workaround that will change the color of the appointments so you know it has been completed (I have used the color RED to mark my appointments as complete)

outlook as complete

Here’s the steps to change the color of the appointments: (The instructions below are for Outlook 2007 and above only)

The color of the appointments in Outlook 2007 and above is handled using categories so the first step is to create a new category that indicates Complete:

  • Go to your Calendar.
  • Right-Click over any existing appointment.
  • Click Categorize and then click All Categories
  • Click the New button.
  • Enter a name for the category (I used the word Complete), choose a Color and click OK.
  • Click OK again to return to the Calendar screen.

This will now change the color of the appointment to what you had selected.

Now to mark any appointment as complete:

  • Right-click over the calendar item.
  • Click Categorize and click on the Complete (the category which you created) category again

In case you mark an appointment as complete by mistake, you can do the following to change it:

  • Right-click on the calendar item
  • Click Categorize and click on the Complete category again (or click on Clear All Categories).

Using this method to color your appointments lets you easily see which ones still need your attention and which ones are completed.

You could even use different categories (colors) to indicate different things for example you could have a category for important appointments or another for causal meetings etc.

I hope you find this tip useful.

If you know of better ways to manage your appointments or work, please share it with our readers by leaving a comment below.

Are you drowning in an ocean of emails in your Inbox that stops you from getting the right work done?
Try eeminders for outlook – Get the right things done… at the right time!!!

Categories : Outlook Calendar Tip Comments ( 6 )

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