We recently upgraded our TBYL! for Outlook users to QuickFile for Outlook. The response has been overwhelmingly positive but a few users asked… Where are the Quick-Task and Quick-Calendar buttons?
These buttons are used to create Tasks and Appointments from Emails (to use TBYL terminology, move emails from your collection system to Action System)
The Quick-Task and Quick-Calendar buttons are part of QuickFile Pro for Outlook as shown below (we are only showing icons and not words to save space on the Ribbon).
By default clicking on either button will create the Task or Calendar as appropriate and attach the email to the body. You can change this default behaviour if you want from the QuickFile Settings screen.
If you have any other questions regarding QuickFile, please let us know by sending an email to email@example.com.
Are people either not responding or taking too long to respond to your emails? Here’s a quick tip that could greatly reduce the response times and increase the response rate to your emails.
The secret… unless absolutely necessary, make each email about one topic/project /subject only.
I am not saying that each email should only have one question, but at least make each email about a separate topic.
This will get you faster and more complete responses… and also simplify email filing and management.
Why does this work?
Whether we admit it or not, most people use their email lists as To-Do lists…. And it feels great to be able to knock things off that list.
If you send someone an email that they are able to respond to quickly (because it deals with one thing only), they will respond to it quickly because it makes them feel good to have the email out of their Inboxes.
Many productivity techniques preach the Two Minute rule which says you should respond immediately to an email if it will take less than 2 minutes. Make it easy for them to respond immediately!
This can be even more true if you send several emails about different things (that are all quick and easy to answer). They now get the joy of crossing several things off their email to-do list.
If you put several topics in the same email, you may find that…
You receive no response!
If you put several different topics on one email, the recipient may be able to answer some quickly but others may take more time. In the time-starved world we live in today, this could mean that he will not respond at all until he has more time.
Unless your email is very important to him, it could soon get buried under newer emails that have arrived in his Inbox.
At least if you had separated emails into several topics, you would have received a response to some things that were easy or important enough to respond to quickly.
You receive incomplete response
On the other hand, if you have several questions in one email, you may get answers to a few of the easy ones but not the difficult ones. Why?
The recipient responds to your email and then moves it out of his Inbox (one more thing crossed off that email list).
An added benefit of single topic emails… email management is much easier… and safer
Most Outlook users file emails into client or project based folders. Keeping each email about a separate project means that they are easy to file into folders (because the email only deals with one projects). You don’t have to waste time figuring out where an email needs to go (or making copies to file into more than one folder).
(If you do use client or project based folders for email filing, we recommend Quick File for Outlook)
You project folders will also be safer in case you need to share project information with others. This way you know that you emails do not contain unrelated information that could be accidentally shared with the wrong person.
I hope that you found this tip useful. Let us know if you agree or disagree by leaving a comment below.
A great email signature can help your business by building your image and credibility as well as making it easier for people to contact you. In this short post I look at what things a good signature block can do for you, what you want to put in, and what you should leave out.
The most important thing to remember… Your signature block needs to be as small as possible particularly since so many emails are only a few lines long… but it still has to achieve several objectives.
The objectives of a good signature block
A good signature block should do most if not all of the following for you:
- Let people know who you are
- Let people know how they can contact you
- Show people who may not know you what you or your company does
- If possible, convince people who don’t know you that you are a credible person that they can safely work with
- If you use social media a lot, let them connect you via your preferred social media website.
What you should include:
- Your Name
- Your Title (Optional but very useful, particularly if you have an important or at least important sounding title)
- Your company name
- (Optional) Your company logo
- (Optional) Logo or text details of any awards or memberships that build your credibility. Keep this as short as possible. Don’t list too many things or it loses it’s impact.
- A tag line that makes it easy to understand what you and your company do (Optional only if your company name is immediately recognizable)
- Your Phone Number
- Your web site address
What you do not need to include
Personally I feel that it is a waste of space to include the following:
- Your email address (they already know that sine they received the email from you)
- You fax number (unless you are in an industry/country that still makes use of fax)
- Your postal or physical address (they can always ask for this if they need it)
What do you think?
I hope that you find this article useful.
Do you have your own tips for better email signatures? Please share your ideas with other readers by leaving a comment on this post.
Many email marketers who use Microsoft Outlook rarely focus on the one thing that that almost always results in increased responses: contact list segmentation. In this post I am going to show you how you can use Outlook categories to segment your contacts.
What is segmentation and why does it work?
Segmentation basically means dividing your email list into smaller groups (or segments). Each contact can be part of one or more segments.
So why does segmentation work? It allows you to give your contacts more personalized attention.
You are now able to send out more specific emails targeted to people who are interested in that particular topic. This always results in higher open rates, click rates and response rates.
It also means less annoyed customers received emails on topics that they are not interested in.
How to you segment your list?
We will use Categories (a feature built into Outlook) to segment our contacts.
1. Make a list of the Segments (Categories) that you will use
What are the key elements to distinguish your customers? It could be product, company size, region… whatever makes sense to your business.
Make a list of these segments. For example, we have a range of products at Standss that are reasonably different. We could therefore segment our list based on products.
- Email Merge PRO for Outlook
- Quick File for Outlook
- Send Guard for Outlook
- Email Tags for Outlook
- eeminders for Outlook
- Email Notes for Outlook
I also like to keep a separate segment of our Volume License Customers since they have further requirements for deployment, control and support.
Volume License Customers
2. Add the Categories to Outlook’s Master List (of Categories)
Go to your Contacts folder in Outlook.
Right-click over a contact and click Categorize and then click All Categories.
Click New and enter the Name of your category. You can also choose a color if you want but I generally select None. Click OK.
Hint: You will see that I have named my category ml_EmailMerge instead of just EmailMerge. I use the ml_ in front of all my segment names to indicate that they are my mailing list categories. The master category list appears in all parts of Outlook (emails, appointments, tasks etc). By putting the ml_ in front of my mailing list categories, I can get them to appear together in the list when they are displayed alphabetically.
3. Assign your contacts to the relevant segments.
Go to your Contacts folder in Outlook.
Right-click over a contact and click Categorize.
You can click the category from the list or you can click All Categories and then select multiple categories for a contact if you want.
Repeat for all relevant contacts.
Viewing Your Various Segments
Once you have your contacts segmented, you will need Outlook to show you the contacts by segment so that you can use them easily.
Go to your Contacts Folders.
Click on the View Tab and Click on Categories (which will be in the Arrangement group)
Your contacts will now be displayed grouped by Categories. Contacts will be displayed more than once if they are in more than one category.
You can simply type the name of the Category in the Outlook Search box and only matching contacts will be shown
How to use your Categories/Segments in Sales and Marketing Emails
The next time you need to send out an email that is relevant only to a particular segment, display the list of contacts in the segment as explain above.
Then create your email and send it out only to the people in that segment.
I guarantee that you will get much better responses rates… and you will also get less emails from annoyed contacts asking to be removed from your list (since you will only be contacting people who are genuinely interested in your email).
Fine-Tuning Outlook emails to segments (Better Responses in Less Time)
If you want to get even better response rates, you should send out personally addressed emails to your contacts.
This means that each email should only have one contact’s name in the To field. You may even want to personalise the email with the contact’s name and other details.
This can be time-consuming to do if you try and do it by hand.
We recommend Email Merge Pro for Outlook. Email Merge Pro installs inside Outlook and uses a step-by-step Wizard to quickly create and send out personalized emails to selected contacts.
Best of all, the emails will still be sent out from Outlook instead of looking like emails from a mailing service. This is extremely important, particularly if you are dealing with larger customers.
Email Merge Pro has full support for Categories so that you can easily send out emails to segments when you need to.
You can reclaim a lot of your time and energy wasted on emails by automating repetitive tasks. Outlook has a built-in feature called Quick-Steps that makes it easy to create your own automations.
The easiest way to show you the power of QuickSteps is with an example.
Our company owns a property that is rented out. The property is managed by another company for us. When any repairs etc need to be carried out, they get the appropriate vendors to come in and do the work. Once the work is successfully completed they send us a copy of the vendor’s invoice so that we can pay the vendor directly. These emails are usually sent to me.
When I receive these emails, and assuming that everything is OK, I do the following:
1. Forward the email to my Accounts person and advise them to make the payment (Click Forward, type the person’s email address, type Please Pay and then click Send)
2. File a copy of the original email in a folder inside Outlook called Properties. (This can be done by dragging and dropping or using QuickFile for Outlook.
You can use QuickSteps to reduce all of the above to the CLICK OF ONE BUTTON.
Creating the QuickStep
On the Home tab of the Ribbon, click QuickSteps-New QuickStep -Forward To
Enter an appropriate name.
If I only wanted to forward the email (And not do the second filing step), I can simply enter the email address in the space provided and clicked Finish).
Click the Show Options hyperlink.
Enter an email address in the To field (or click the To button and choose an email address).
Enter any text that you want to be displayed in the email that will be forwarded.
The QuickStep now contains everything needed to Forward the email. Time to add the filing component.
Click Add Action
Choose Move to Folder and select the folder you want to move the email to.
Note on an Outlook Bug:
There is a bug in Outlook that sometimes prevents the QuickStep from being saved. Clicking Save does not give an error message but the screen does not close either. If this happens to you, the solution is to type the whole email address again (the email that was in the To field earlier).
Using the QuickStep
Using the QuickStep is easy.
Click QuickStep on the Ribbon and select the new QuickStep. Outlook will automatically carry out your programmed actions.
You can also right-click over the email in your Inbox and select QuickSteps from there.
Start automating today…
What do you do daily that you can use QuickSteps for? Let us know by leaving a comment in the blog below.
(While QuickSteps can assist with email filing as shown in the example above, if you have more than just a few folders, we recommend the QuickFile for Outlook addin.
Do you find yourself turning up at appointments late (or stressfully on time)? The problem may not be related to having too much to do but instead to how you schedule your appointments.
The secret to stress-free appointments is what happens before and after the appointment!
For me appointments are basically things I need to do at a specific time and day. These include work related meetings with others, work related things I need to get done on my own, as well as personal things such as taking my son to music or playing golf.
I used to find myself frequently “arriving” late to appointments until one of my new golfing friends told me that 4 PM golf means you should be ready to tee off (start playing) at 4, not arrive in the car park at 4.
Learning to be on time for golf has helped me discover some rules that have helped me use appointments in a more productive and less stressful way.
1: Is there enough time to finish off from any previous appointment (before this appointment)
Do you need to make notes or schedule follow-up actions after the previous appointment is over?
If you’ve been working on something on your own, have you allocated enough time to save your files in the correct folders etc?
Have you allocated enough time to do that before the start of the next appointment?
2: Have you given yourself enough time to prepare or to get to the meeting?
If the meeting is somewhere else, have you allocated enough time for travel (and taken into account the amount of traffic at that time of day)?
This is one I frequently got wrong when taking my son to guitar lessons. I underestimated the time to pick him from school, take him for a milk shake (might as well make the guitar lesson a weekly father-son event), and then end up at the lesson.
If it’s a sales meeting, have you given yourself enough time to get familiar with the client and the offer?
3: Have you given yourself enough time after the appointment?
This is the same as #1 but for this meeting instead of the previous appointment. It is liberating to finish a meeting knowing it’s finished (instead of knowing that you need to take time out later to make notes etc).
What does this mean for your Outlook Appointments?
Before you set an appointment in your Outlook Calendar, make sure that there is enough space between that appointment and the ones before and after.
If it’s an appointment with yourself then you can create a meeting slot that includes the before and after time.
If it’s an appointment with someone else, then you probably want to make the start of the meeting the actual meeting time. In that case make sure that there is enough free space before the meeting for you to travel, prepare etc.
Outlook also lets you set Reminders for appointments. By default this is set to 15 minutes but you can change this to whatever you want for individual appointments.
Change the reminder to give yourself enough before the meeting to get to the meeting on time and fully prepared.
Final thoughts…Don’t Schedule too much into your day!
There is a lot of research that now shows that we can get much more done if we schedule regular breaks during our day as well. That was probably the idea behind morning tea and afternoon tea (or the equivalent coffee breaks in modern times).
So remember to take a break.
I hope this tip helps you to get more important things done with less stress.
Please leave a comment if you find this useful… or have your own tips to better appointments.
In our previous post we discussed Email Etiquette and Reply-Alls. In this article we wil show you an Outlook addon that is already used by thousands of users in companies of all sizes around the world to control this problem.
Reply Guard for Outlook is actually one of the components of our Send Guard for Outlook addin.
Reply Guard installs inside Outlook and displays a prompt similar to the following when you click Reply or Reply-All on any email with multiple recipients.
While initial version of the addin simply displayed a warning prompt, based on the advice of our customers, we changed the addin to display the prompt shown above.
This is preferable to a simple warning message because it immediately makes it obvious to the sender exactly who the email is being sent to.
Users can also change recipients directly from the screen without having to go back to the email.
Stopping Users from Replying All to your Emails
At the request from one of our largest corporate customers, we also added the ability for the sender to decide whether users can actually do a Reply-All on emails or not.
Reply Guard adds check boxes to the Outlook Ribbon that is displayed when you write a new email.
This feature is dependent on the version of Outlook that the recipient is using to read the email. It works particularly well for internal emails broadcasts.
Trying Reply Guard
Reply Guard was based on the needs of small and corporate customers.
Messages in the screen can be customized if required based on corporate/legal guidelines and policies. The software can also be deployed with customized settings across the network if required.
You can find more information on Reply Guard for Outlook on our website. We also have a fully functional 30 day version that you can try for yourself.
The Reply-to-All button in Outlook can be both dangerous and an enormous time-waster, particularly in larger organizations. In this post we look at when it is OK to Reply All and how you can configure Outlook so that you (and others) make the correct choice between Reply and Reply-to-All.
What is the problem with Reply-All?
- Productivity: It wastes time and important network bandwidth.
Have you ever been part of an email chain in where people start doing Reply-Alls and saying things like “Noted”, “Received” or “Thanks”?
Now imagine this in a big organization where hundreds of users are wasting valuable time looking at those emails.
Sometimes you want to email only the Sender of the email with your thoughts and extra information. Clicking Reply-All can accidentally put everyone in the loop and can lead to embarrassing and possibly expensive mistakes.
When should you use Reply All?
This article from the Huffington Post on Email Etiquette has some scenarios that provide guidance on deciding.
The answer to this is common sense.
Use Reply All only when all recipients NEED to be kept informed. Otherwise just Reply to the people who actually need to be emailed.
The other way to decide is to look at the original email to see if it meant to be a conversation or discussion. If the answer is YES, and you are adding something of value then a Reply-All is appropriate.
When should you NOT use Reply All?
- For a personal comment or conversation with one of the recipients, particularly if you are bad-mouthing one of the other recipients.
- When you want to acknowledge to the original sender that you have received the email with a short.
Is it possible to reduce Reply-Alls in your organization?
Out of the box, Outlook requires users to exercise restraint. Unfortunately this rarely happens. It is too easy to click Reply-All.
We created Reply-Guard for Outlook to assist with this. Reply Guard is a component of our Send Guard for Outlook product that is already used by thousands of companies around the world.
Reply Guard does more than just warn users. It immediately makes it obvious to users exactly who will be receiving the email.
What do you do when you get an email that you know can be better answered by someone else? Chances are you Forward the email. I recently found out about Redirects which are often more appropriate than Forwards. Here’s how to do a redirect and why it may be better than Forward.
When you forward an email to someone, and the person replies, the reply comes back to YOU and not the original sender, so then you’re stuck forwarding it again.
You can avoid being the messenger-in-between by doing a REDIRECT instead of a Forward.
To Redirect an Email in Outlook:
Open the email in its own Window (i.e. you can’t do this if you’re looking at the email in the Reading Pane)
Select the Message Tab and then click Actions (or More Move Actions depending in your version of Outlook).
Click Resend this Message.
The message You do not appear to be the original sender of this message. Are you sure you want to resend it? will be displayed. Click Yes.
Address the email to the person you want to send it to (and type any notes etc. that you want in the email).
What happens when the recipient receives the email and clicks Reply
When the recipient receives the email, it will show that it is from you but on behalf of the original sender.
Now when the he or she clicks Reply, the reply will go to the original sender instead of to you.
Some final thoughts:
If you still want to be included in the reply to the email then I recommend that you use Forward instead of Redirect but remember to CC the original sender of the email too.
However if you just want to pass on the email and then stay out of it, Redirect is the way to go.
Did you know about Redirects (I didn’t)? Do you think they are useful? Let us know by leaving a comment below.
Have you ever pressed CTRL-F to find something (in Outlook) to discover that it does not work! For some reason CTRL-F does a Forward instead of a Find. Here’s a bit of history as to why this (strange) decision was made and alternative keyboard shortcuts to do a Find in Outlook.
CTRL-F is probably the best and most widely used Keyboard shortcut. Whether you’re using Excel, Word, Internet Explorer, Adobe Reader, Chrome… the list goes on… CTRL-F brings up the Find dialog. Except in Outlook…
Why… Oh Why???
According to The Old New Thing the reason for this strange behaviour is Bill Gates.
What keyboard shortcuts can you use to Find in Outlook?
Unfortunately there is no way to change how Outlook handles CTRL-F. The two alternatives you can use are F4 or CTRL-SHIFT-F. By the way these shortcuts only seem to work when you have an actual email open (and not from a folder).
Thank you to reader Bruno for the following addition to this tip.
The easiest thing to do is press Ctrl+E, which brings you directly to the Search (= simple Find) function at the top of the Outlook window – and without needing to have an email open.
Hope you found the bit of history interesting. Feel free to rant by leaving a comment below.