Monthly Archives: July 2017


How to name your Outlook Email Folders

By standss - Comments ( 0 ) Tuesday, July 25th, 2017

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If you use Outlook folders to file customer, project or case/matter emails, here is a simple naming system that will help you both file and find emails later.

If you already have an Outlook based email filing system you are happy with, find out how you can file 90% of your emails to the correct folders at the click of one button.

Your folder name should contain the following 3 parts:

Client Name: Needs no explanation but remember that the same client may have multiple projects.

Project/Matter Number (Optional): Many firms assign unique numbers to each project/matter. This number is then used in all correspondence etc. related to that project.

Project/Matter Description: A brief description of the project/matter

I recommend using those 3 part in the order shown below.

CLIENT_NAME PROJECT_NUMBER PROJECT_DESCRIPTION

For example: Acme Corporation 2017-01 Wile E Coyote Vs Roadrunner

(If you don’t use project/case/matter numbers, just leave out the project number part e.g. Acme Corporation – Wile E Coyote Vs Roadrunner)

Naming your folders in this way provides some very specific advantages for both when you want to file and find your emails later.

1. You can see all projects/matters for a particular client together in next to each other (since the folders are shown alphabetically in Outlook).

2. It is easy to identify what is in a folder even if you don’t know the project/matter number since the folder name contains both the client’s name and description.

3. If you use an Outlook addon such as QuickFile to search for folders, folders are much easier to find because you have many ways to search including the client name, project/matter number or any word from its description.

I hope that this short article helps you to make your email folders and more importantly your emails better organized. If you have many folders then we also recommend QuickFile for Outlook.

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Categories : QuickFile, QuickFile for Outlook Comments ( 0 )

Planning using Blank Monthly Outlook Calendars

By standss - Comments ( 0 ) Tuesday, July 11th, 2017

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Now that we’re in the second half of 2017, you may need to want to do some planning for what you hope to achieve in the next 6 months (I just used the same process to plan and present the next quarter to my team).

One of the things that I find very useful in my planning is BLANK PRINTED CALENDARS. I print out one page per month and use that for planning. It really helps that I can have multiple months spread out in front of me on the table.

In this post I will show you how you can print out blank monthly calendars from Outlook (and also how you can print out calendars for any particular date range).

How to Print a Blank Calendar from Outlook

Go to the Calendar in Outlook.

Go to the Home tab of the Ribbon (if you are not already there)

Click Open Calendar – Create New Blank Calendar.

Enter a name for the calendar.

Ensure that your existing Calendar is selected for “Select where to place the folder” and click OK.

Create_new_folder

On the navigation pane on the left, you should see that the calendar that you just created added to the list of Calendars.

Tick it so that it is displayed (you will also need to untick the name of your normal Calendar).

Click File –Print.

Under Settings, select Monthly Style (or choose an alternative style if your prefer)

By default the current month will be printed. If you want to print a longer date range (you may plan for the next quarter…or even the rest of the year), click Print Option and enter the date range in the space provided.

Click Print.

I hope that you find your printed blank calendars useful for your planning. It may be old school but it works.

Categories : Outlook Calendar Tip Comments ( 0 )

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