Monthly Archives: October 2014


Use Outlook Speak to Proof-Read your emails

By standss - Comments ( 0 ) Wednesday, October 22nd, 2014

I have a habit of reading my email to myself while typing it and I’m sure a lot of us do the same.

we usually read to ourselves what we are typing, but often we say the correct word to ourselves but type the wrong word.

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

In a earlier post, 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.

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How to NOT Email Yourself when using Reply-to-All in Outlook

By standss - Comments ( 0 ) Monday, October 13th, 2014

We received an email query earlier this week from one of our readers asking

Outlook includes my email address in the To field when I do a Reply-All. Clearly I do not want to email myself but Outlook lacks the intelligence to not add my email address to the email. Do you have a solution?…

The reply to this was YES!!!

We have this functionality built into our own Outlook addin called SendGuard for Outlook. You can turn this feature ON from the setting screen following the steps below:

  • Open Outlook
  • In Outlook 2013/2010, click on the Standss Outlook Addins tab > click SendGuard > Settings In Outlook 2007/2003, click on the Tools menu > Standss > SendGuard > Settings

SendGuard will display the following screen:

Reply_Guard

  • Click on the Reply Guard tab
  • Tick the checkbox for Automatically remove me when doing a Reply to All
  • Click OK

Now if you do Reply-to-All on any email, SendGuard will automatically remove your email address from the mailing list.

If you haven’t tried Send Guard for Outlook, you can download a fully functional trial of the Outlook addin.

SendGuard has a number of special filters that check outgoing emails to ensure that they are going to the correct people with all the required information. It’s built in tools include the Attachment Guard, Subject Guard, Reply (and Reply All) Guard, Account Guard, Bad Mood Guard and Send Confirm.

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Categories : Outlook Email Tips, SendGuard for Outlook Comments ( 0 )

Personalized Email helps improve Open Rates and Conversion

By standss - Comments ( 0 ) Thursday, October 2nd, 2014

I read an interesting case study today about how a company called CloudEndure achieved 58% open rate and high quality leads by sending personalized emails to prospective leads. I would recommend that you read this article as it is a perfect example of How to generate quality leads and why personalized email marketing works.

The way that we gather insight about our leads may vary from business too business but in today’s post, we will look at a simple solution that will allow you to send out personalized emails to improve your open rates and conversions.

But first let’s understand why sending personalized emails is better?

Emails sent the wrong way are MUCH more likely to be blocked by the many levels of junk email filters that we all have (even if we don’t always know they’re there).

Junk/SPAM Mail Filters have different levels of sophistication but they all follow a few basic rules including:

  • An email with a lot of recipients is more likely to be spam than an email addressed to only my valid email address and…
  • An email that is NOT addressed to me directly is more likely to be SPAM than one that is addressed to my email address.

Many Outlook users don’t realize the multiple levels of junk email filters stopping both junk and often real emails from getting to our Inboxes.

  • Level 1 – Internet Service Provider: Most ISPs now have Junk Mail Filters setup on their servers. These filters do their work even before the email gets to our computers i.e. they remove the email to a Junk Folder that can only be accessed via the Internet.
  • Level 2 – Anti Spam Software: Many users have additional anti-spam software on their computers that automatically remove and quarantine suspected spam emails.
  • Level 3 – Outlook’s built-in Junk Email Filter: Finally Outlook has its own Junk Mail filter which moves suspected junk emails to Outlook’s own Junk E-mail folder.

If you’re still sending out your Sales and Marketing Emails from Outlook by putting them all in the To, CC and BCC fields of one email then guess what… your email is most likely lost in a Junk Email Folder somewhere… it is NOT reaching the Reader.

Very few users bother checking the various Junk Mail folders… if your email is getting blocked then chances are it’s going to stay blocked.

THE SOLUTION:

Email Merge! You can use Outlook to create and send out personalized copies of the same email to many people.

Outlook has some basic mail merge functionality built into it (it uses Word to do the merge) but this does have some limitations including:

  • being harder to use
  • not being able to customize the Subject line and
  • not being able to send out your emails in smaller lots (which again impacts deliverability).

The easiest way to do this is using our own EmailMerge for Outlook addin. Our addin installs inside Microsoft Outlook and then provides a step-by-step Wizard that will guide you through your first email merge.

Watch a short demo video to see Email Merge in action or download a trial version to test it yourself.

Hope you find this tip useful with your own email marketing campaigns.

Do you know of other ways to improve open rates and conversion?

Share it with our readers our leaving a comment below.

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