Monthly Archives: September 2016


How to Schedule Meetings in Different Time Zones (and see the time in both zones)

By standss - Comments ( 0 ) Tuesday, September 27th, 2016

Do you need to schedule appointments, calls etc with people in different time zones? Here’s how to make sure that you’re both there at the same time by getting Outlook to show you the time in both zones at the same time.
 
If you are using Outlook with Office 365 or Exchange Server:

Open up the New Appointment form (Go to your Calendar in Outlook and click New Appointment).
Click Invite Attendees.
Click Time Zones on the Ribbon.
Select the time zone of the other person from the drop-down.

appoint

Now on the Room Finder Task Pane that should be displayed in the right hand side, select a date and time. As you change the date at time, you will see that the date and time for the other person will change automatically.

If you want to create the appointment and send a meeting request to someone, enter their details in the To field and then click Send.

If you want to create an appointment without sending a meeting request, click Cancel Invitation on the Ribbon and then click Save and Close.

If you are NOT using Office 365 or Exchange Server:

You won’t be able to access the full functionality described above but you can achieve the same results with the following steps.

Open up the New Appointment form (Go to your Calendar in Outlook and click New Appointment).
Click Time Zones on the Ribbon (see image above).
Select the time zone of the other person from the drop-down.
Enter the date and time in the fields and click Save and Close. The meeting will now be created on your calendar with the time shifted to the appropriate time in your time zone.
Check your calendar to ensure that you did your calculations correctly and the meeting is at a time convenient to you..

If you want to send a meeting request to someone, open the appointment again (double-click), enter their details in the To field and then click Send.

I hope that you find this tip useful.

We have clients all over the world and I use this every day to ensure that all participants to our meetings arrive at the correct time, even when we are many miles and time zones apart.

How to have a Clean Inbox and Procrastinate too!

By standss - Comments ( 2 ) Tuesday, September 20th, 2016

Eeminders

Is you Inbox full of emails that you don’t want to work on but you don’t want to delete either? Here’s a tip on how you can keep them in your Inbox and remove them at the same time.  Confused? Read on.

My general strategy to Get Things Done is to only keep emails in my Inbox that I actually need to work on. However..

There are many emails in my Inbox that I know  that I won’t be working on today… or even this week. I don’t want to delete them because I (maybe) will work on them someday.

Here’s a simple thing I do weekly that helps me have a clean Inbox to work from… and still keep those unurgent emails around.

I will show you two ways of doing things… a manual way and an automated way using eemnders for Outlook.

1) The Automated Way

Once a week I do a Weekly Review.

I look at the emails and decide what I will work on this week. Those emails get to stay in my Inbox. The others get moved out.

I use eeminders for Outlook to move emails out of the Inbox. I’ll show you the steps in a minute but basically…

eeminders installs inside Outlook lets me select emails to “defer” or “snooze” to a date and time of my choosing.  The selected emails get moved out of your Inbox but then magically reappear on your chosen date and time.

You can download a fully functional trial of eeminders for Outlook.

You can use eeminders to snooze your non-urgent emails for a week using the following steps.

Go to your Inbox.

Select the emails that you want to move out (press the CTRL button to select multiple emails if you want).

Right-Click over one of the emails and then click eemind me – 1 Week.

eemind_me

The selected emails will get moved out of your Inbox into another folder called eeminders. A week later they come back into my Inbox.

Why I like this?

  1. I don’t have to think too hard and the process is FAST. It’s not like I am deleting the emails. It is easy to identify emails that I won’t be working on this week.
  2. The emails will come back into the Inbox so I WON’T FORGET THEM! Chances are that in next week’s weekly review, I am just going to defer them for another week but that’s OK. At least I won’t forget them.
  3. In case I run out of things or change my mind, I can always go to the eeminders folder and retrieve an emails that I need to work on.

2) Doing this Manually

(In case you skipped it, please read the Automated Way above first to understand the idea of the Weekly Review)

You could also do this manually by creating a folder and calling it something like Next Week. Then when you do your Weekly Review:

  1. Go to the Next Week folder and drag any emails that you plan to work on this week into your Inbox.
  2. Go to your Inbox folder and drag any emails that you do not plan to work on this week to the Next Week Folder.

My own experience (and the experience of many many Outlook users who we work with) is that the manual method requires too much will-power and discipline and after a while we stop doing it.

I have been using eeminders in this way for the last 3 months and my Inbox has been a joy 🙂 to work from.

Main for post sendguard

3 Things to Make Emails look RIGHT on Smart Phones

By standss - Comments ( 1 ) Thursday, September 1st, 2016
SmartPhone

The majority of the emails that you send will be read on Smart Phones and tablets. That means you could be missing out on important business if your emails are not displaying correctly on mobile devices.

In this post we look at things you MUST do to ensure that your emails are displayed correctly on computers, tablets and most importantly smart phones.

Stats say 55% of email is now opened on a mobile device (Litmus “Email Analytics” -March 2016) and the numbers are expected to increase. In fact it is already up 500% since 2010.

Here are 3 quick and easy things you can do in Outlook to ensure that your emails look right, get read and most importantly get responded to.

  1. Use a BIGGER font size

Mobile device screens are small and you need to make sure that your text can be read easily. We recommend a minimum font size of 14 pts for body text.

  1. Use a dark text color (Black) on a light background (White)

Don’t get too creative with your font colors and backgrounds. Dark text on a light background usually works best.

It is readable in most conditions…like in bright sunlight. It is also readable if users have turned down the brightness of their screens to save battery life.

  1. Don’t use too many images

You can’t assume that your images will be displayed because many mobile operating systems (e.g. Android) turn images off by default.

Users often don’t download images in order to save data.

We recommend that you add images for effect but still write emails that convey your full message even if the images were turned off.

4th (Bonus) Tip: Write what is important at the top of the email

People often use their mobiles for “pruning” their emails before doing the real reading and responding on their computers.

Make sure you make your point quickly or your email could be deleted and never actually re-read on the desktop.

5th (Bonus) Tip: RESPOND QUICKLY! Don’t wait for the recipient to reply!

According to lead response management survey, your odds of qualifying a lead in 5 minutes versus 30 minutes drops 21 times.
That’s within the first 30 minutes!

The same survey shows that you have 10x greater chance of just contacting leads if you contact them within the first hour.

So… you need to know who has opened your emails and contact them, even if they don’t reply.

Coming Up…

We are relooking at all of our Outlook addins for Business to ensure that they continue to serve you in the new era of mobile devices. Next week, we will be making an announcement for Email Merge for Outlook which thousands of Outlook users are using to send out sales and marketing emails to their customers.

In the meantime, please let us know if you have your own tips on making emails more readable on mobile devices by leaving a comment below.

2016 NFL Football season schedules inside your Outlook Calendar

By standss - Comments ( 0 ) Thursday, September 1st, 2016
NFL Season

For all you NFL fans out there, it’s that time of the year again so gear-up with your favorite team’s jersey, hats, cheering gears etc and plan in advance with friends and families to enjoy the games at home or at the venues.

Week 1 kicks off on Thursday, 8th of September with the annual kickoff game featuring the defending Super Bowl 50 champion Denver Broncos hosting the Carolina Panthers. The season will conclude with Super Bowl LI, the league’s championship game, on Sunday, February 5th 2017, at NRG Stadium in Houston, Texas….A Game not to be missed!!!

You can download your favorite team’s schedule and link it into Outlook so that you don’t miss out on any of your favorite team’s matches.

1. Click on the links below to download the schedules and link them to your Outlook:

Baltimore Ravens Download Schedule in Outlook
Buffalo Bills Download Schedule in Outlook
Cincinnati Bengals Download Schedule in Outlook
Cleveland Browns Download Schedule in Outlook
Denver Broncos Download Schedule in Outlook
Houston Texans Download Schedule in Outlook
Indianapolis Colts Download Schedule in Outlook
Jacksonville Jaguars Download Schedule in Outlook
Kansas City Chiefs Download Schedule in Outlook
Miami Dolphins Download Schedule in Outlook
New England Patriots Download Schedule in Outlook
New York Jets Download Schedule in Outlook
Oakland Raiders Download Schedule in Outlook
Pittsburgh Steelers Download Schedule in Outlook
San Diego Chargers Download Schedule in Outlook
Tennessee Titans Download Schedule in Outlook
Arizona Cardinals Download Schedule in Outlook
Atlanta Falcons Download Schedule in Outlook
Carolina Panthers Download Schedule in Outlook
Chicago Bears Download Schedule in Outlook
Dallas Cowboys Download Schedule in Outlook
Detroit Lions Download Schedule in Outlook
Green Bay Packers Download Schedule in Outlook
Minnesota Vikings Download Schedule in Outlook
New Orleans Saints Download Schedule in Outlook
New York Giants Download Schedule in Outlook
Philadelphia Eagles Download Schedule in Outlook
San Francisco 49ers Download Schedule in Outlook
Seattle Seahawks Download Schedule in Outlook
Los Angeles Rams Download Schedule in Outlook
Tampa Bay Buccaneers Download Schedule in Outlook
Washington Redskins Download Schedule in Outlook

 

2. Once you are on your favorite teams Schedule Page, Click on “Add to Calendar” and a pop up screen opens up.

Page
 

3. Select “Desktop” and click on “Outlook” to download the Web Calendar, once you have done this than select “Add to Calendar”

pop up
 

4. Outlook prompts you with “Add this internet Calendar to Outlook and Subscribe to Updates?” click on “Yes” to simply add the calendar to your Outlook.

Prompt
 

5. The times for all the games will now be in your Outlook.

Outlook
 

Stock-up the chilled Beers, snacks and enjoy the games.

May the best team win.

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