Monthly Archives: June 2016


The right way to file Sent Emails (Move vs Copy)

By standss - Comments ( 0 ) Wednesday, June 22nd, 2016

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In this article we look at why many professionals who use Outlook prefer to have two copies of Sent Emails (one in a client/project folder and one in the Sent Items folder). We also show you how to configure QuickFile so that it will Send & Copy File the email for you in one step.

Most power users of emails create Project or Client folders inside Outlook and then move their emails inside them. They do this for both received emails and sent emails so that they can see all related emails in one place. But many users treat Inbox and Sent emails slightly differently.

Try QuickFile for Outlook (and organize your emails without interrupting your real work)

How to file Inbox Emails (Move them!!!)

The Inbox acts as a To do List for most people. It makes sense to leave emails in there while they still need your attention.

Once you have finished with an email, you can either delete it or move it to the relevant project/client folder.

That way your Inbox only shows you what you need to work on

How to file Sent Emails (Move or Copy)

There are two schools of thought on what to do with Sent Emails. You could move the original email out of the Sent Items folder to the Project or Client folder but…

We have found that many users prefer to file a copy to the Project/Client folder and leave a copy in the Sent Items too.

Why?

  1. Users frequently need to refer to emails that they sent recently (to clarify things on phone calls etc). They find it easier to quickly look at the Sent Items folder instead of going to a client folder.
  2. Many users fill in their timesheets for billing purposes at the end of the day. They refer to the Sent Items folder to remind themselves of what they worked on (and what they need to bill for)

How to make QuickFile to Send & Copy

The Send&File feature is probably the #1 Reason that our users choose QuickFile.

QuickFile for Outlook prompts you with a prompt similar to the following when you click Send on an email.

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QuickFile recommends folders using its own recommendation engine or you can use the Search box to quickly select another folder.

You can also choose to either file the original email or a copy of the email as shown above.

Click Send & File and the email is filed automatically when it is sent.

(You don’t have to go to the Sent Items folder at the end of day to file your emails because they’re done already. No more incomplete client folders!)

How to configure QuickFile to Send & Copy by default

You can use QuickFile’s setting screen so that it selects “Copy of Email” by default.

Go to your Inbox

Click the Standss Outlook Addins tabs on the Outlook ribbon.

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Click More in the QuickFile group and then click Settings.

Select “File a copy of email to folder” for the Send & File dropdown.

Click OK.

Now whenever QuickFile displays the Send & File screen, copy will be select by default. This means that in most cases (because QuickFile normally recommends the correct folder too), you only have to click Send & File.

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Why lawyers recommend filing emails in folders (in Outlook)

By standss - Comments ( 1 ) Tuesday, June 14th, 2016

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I had lunch with a friend who is a lawyer a few days ago. He explained to me why he still thinks it is important to file emails into folders dedicated to different clients or cases. In this post, I’d like to share his opinion… and a few suggestions on making the filing of emails easier.

Download our free 3 Question Checklist to evaluate your own Outlook Email Filing System

 

Why… and associated problems?

For legal reasons, my lawyer friend often replies to emails simply to acknowledge receipt e.g. He may reply to an email and simply add “Noted” at the top.

He then needs to retain a record of the email in his own records.

The standard way of doing this is printing and filing a copy away (I am frequently surprised by how many lawyers still maintain printed records of everything!).

The problem he was having was that his printed files were become way to big… and had a lot of duplicated information (when he printed out the email with Noted on it, it could run several pages depending on the size of the original email).

Here are two possible solutions that we discussed.

1) Print Replies without Printing out all of the original email

Instead of printing out the whole email, just print out the first page. You can do this in Outlook by clicking the Print button and then clicking Print Options to select the pages you want to Print.

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2) Keep only electronic copies of all (or less important) emails

Instead of printing out emails, you can file the emails electronically inside Outlook. If you have been doing this already you may want to evaluate your Outlook email filing system with this 3 questions checklist.

If you haven’t been doing this so far, we recommend the following steps:

1. Create a folder structure inside Outlook that is similar to what you use for your paper folders. This will make your emails easier to find in the future because you already know where to look for them.

2. File received emails AND sent emails for the project/case/client into the folder. You want to see all related emails in one place… and not have to look for some emails in project folders, other emails in the Sent Items folder etc.

3. If you still want to retain printed emails, then only print out the emails with new information on them and use our earlier tip to only print out the relevant pages

If emails are important to your business you may also want to look at QuickFile for Outlook. QuickFile works adds a few buttons inside Outlook and is able to file up to 90% of your emails at the click of one button.

I hope you found this post useful in making your emails easier to file and find.

Download Outlook Email Filing Checklist

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