Email Notes for Outlook Update (Sticky Notes for Emails)

By standss · Comments ( 2 ) Monday, August 8th, 2016

emailnotes

If you are looking for a way to add sticky notes to your emails, you need to read this. We have just updated our best selling Outlook addin Email Notes for Outlook.

This update is free for existing Version 2 users but adds both speed and stability (particularly for Outlook 2016 and Office 365 users).

Email Notes installs inside Outlook and lets you add notes to your emails.

Your notes do not change the original email in any way.
Your notes are confidential so there is no risk of accidentally sending your private thoughts in a reply or forward.
Your notes are intelligent so that you can see all notes for a conversation easily (instead of searching for old emails to find them).

Our users tell us you can use Email Notes to:

1. Remind yourself why they left an email in the Inbox
2. Add additional information that you have gathered from phone calls or face-to face meetings
3. Add any to-dos related to the email for later.

How will you use Email Notes to improve your responses and productivity?

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Categories : Email Notes for Outlook Comments ( 2 )

Outlook Notes Tip: Why (and how) we need to make Notes on Emails in Outlook

By standss · Comments ( 0 ) Sunday, September 7th, 2014

Why (and how) we need to make Notes on Emails in Outlook
 

I was at a friends office yesterday and observed him rummaging through his desk looking for email printouts… on which he had hand-written notes.  We got into a discussion on why we need to make notes on emails at all… and a way of making notes on emails directly in Outlook.

Why do we need to take notes on emails?

It turns out that many conversations are started via email… and then get added to by our own thoughts or phone calls or face-to-face meetings. Adding notes (handwritten or electronic) to emails just makes it easier to refer to the FULL conversation or take action later.

For example:

1. Emails from people outside our own companies are often followed by phone calls… it is convenient to record follow-up notes directly on the email so that all the information is in one place.

2. We often delegate things to other people in our team via email… and then clarify them via phone calls or face-to-face meetings. Recording details directly on the email makes it easier to check if a delegated task has been fully completed.

3. Similarly we may have work that has been delegated to us via email initially but then followed up by phone calls or face-to-face meetings. Recording details directly on the email improves our chances of carrying out the delegated tasks fully.

4. Like many people I have a habit of quickly scanning through my emails… if an email relates to something I can do easily, I take action… otherwise I work on it later but… I may have ideas immediately and it is useful to record it with the email… ready for me to use later. This way I don’t lose thoughts or ideas related to an email.

One way of writing notes on emails is to do what my friend used to do… print out the emails… handwrite on them… and hope you can find them later.

The downsides of this method are that we waste a lot of paper… and the emails and notes are difficult to find when we need them

There is an easier way… use Email Notes for Outlook… an Outlook addin that adds a button inside Outlook for you so that you can easily add, view, edit and print notes on emails… all from inside Outlook.

You can learn more about and download a fully functional version of Email Notes for Outlook from our website.

Here are what some existing customers say about Email Notes for Outlook.

I help people with insurance and Email Notes makes it so much easier for me to work. I make the note on the email lead and it makes it so much easier to keep myself organized. Those notes have made a difference in my closing ratio. – Jim Lambert

EmailNotes gives me an immediate way to jot a reminder to myself connected with the e-mail. Absolutely hassle-free installation and use with Outlook. Wonderful utility!! – Pam Rolph

I don’t have to print the email message, hand write a note on it, and then keep track of it on my desk. Eliminates extra desktop paper and the info doesn’t get accidentally put in a job folder lost forever. – Patrick J. O’Leary, Estimator/Project Manager

Hope you find this tip useful.

Let us know what you think about the tip or Email Notes by leaving a comment below.

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Note taking Tip: Why and where should you be adding your Notes

By standss · Comments ( 0 ) Tuesday, July 23rd, 2013

I read a great article on Life Hacker recently titled Write Notes Before Making a Phone Call to Stay Focused.

It is a great idea to make notes of things you would like to discuss with someone because:

  1. You know exactly what you are going to talk about
  2. You waste less time of the person you called and yourself
  3. You get all the information you need in the first call as opposed to calling the person several times.

BUT… where should you make your notes so that it is easily accessible before making the call and after the call (for later reference)?

One option is to write your notes on a sticky notepad or piece of paper… but you could easily end up with several pages with important notes and as easily misplace them wasting several hours hunting for it under your desk, in the rubbish bin (and hoping you find it)…

The ideal place to add/save your notes would be where you spend most of your time working… your EMAILS!!!

Here are a few reasons why you should make notes on emails?

  1. Emails from people outside our own companies are often followed by phone calls to get additional information that was missing in the email.… it is convenient to record follow-up notes directly on the email so that all the information is in one place.
  2. We often delegate things to other people in our team via email… Recording details directly on the email makes it easier to check if a delegated task has been fully completed.
  3. Similarly we may have work that has been delegated to us via email initially but then followed up by phone calls or face-to-face meetings. Recording details directly on the email improves our chances of carrying out the delegated tasks fully.
  4. Like many people I have a habit of quickly scanning through my emails… if an email relates to something I can do easily, I take action… otherwise I work on it later but… I may have ideas immediately and it is useful to record it with the email… ready for me to use later. This way I don’t lose thoughts or ideas related to an email.

How to write notes on emails?

One way of writing notes on emails is to… print out the emailshandwrite on them… and hope you can find them later.

The downsides of this method are that we waste a lot of paper… and the emails and notes are difficult to find when we need them.

There is an easier way… use Email Notes for Outlook… an Outlook addin that adds a button inside Outlook for you so that you can easily add, view, edit and print notes on emails… all from inside Outlook.

You can learn more about and download a fully functional version of Email Notes for Outlook from our website.

I hope you find this tip useful.

Do you know of other ways to make notes and easily retrieve them for future reference?

Share it with us by leaving a comment below.

The THIRD and EASIER way to Defer Outlook Emails till you ACTUALLY need them

By standss · Comments ( 1 ) Wednesday, June 19th, 2013

In last week’s post, we showed you 2 ways to Defer your Outlook emails till you actually need them (just using Outlook) so you are focused only on what needs your action NOW.

The problem with the earlier two options were:

  1. The email actually stays in your Inbox which can be a distraction and affect your productivity.
  2. You had to manually drag and drop emails to Task folders and also jump between your Inbox and Task to respond to deferred emails.

In this post, we will show you the THIRD (and a much neater) way of deferring your emails.

Our Outlook email management addin QuickFile PRO adds a Defer button to your Outlook.

All you have to do is click a button to move emails out of your Inbox and then have them magically reappear at your pre-set date and time.

Here’s how to use the Defer option:

  • Select the email
  • Click on the Defer button on the toolbar/Ribbon to display the following screen.

quickfile defer=

  • Enter the date and time or you can choose a number of days/hours/minutes when you want the emails to come back to your Inbox.
  • Click OK.

The email will be moved out and come back at your set date and time. If you have used Email Notes for Outlook to add notes to the email then your notes will also stay (and come back) with your email. This is useful so you don’t have to rethink why this email was deferred for later.

Many users have reported that this feature has greatly improved their productivity.

Tell us what you think by leaving a comment on the blog.

If you haven’t tried QuickFile for Outlook, watch a short video on our website to learn more about it or download a fully functional 30 day trial to test drive it yourself.

DEFER Outlook Emails till you ACTUALLY need them (no additional software required)

By standss · Comments ( 0 ) Friday, June 14th, 2013

Your email inbox is where you spend most of your time and it is one busy place to be especially if you are receiving hundreds of emails per day.

Not all emails you receive need immediate actions or responses so you might want to defer it for a later time.

If you just leave the email in your inbox, you are likely to forget because it might just get buried under all the emails that you continue receiving throughout the day.

So how can you ensure that you are reminded to work on an email later when you are ready?

Here are a few ways to automatically get reminded to work on an email that you have received but do not need/want to work on till some date/time in the future.

Option 1: Flag the email with a reminder

This is an OK option if you don’t mind keeping the email in your Inbox (If you want to move the email out of your Inbox, option 2 might be more suited for you).

  • Right click on the email, click Follow-up and then click Add Reminder.

outlook email reminder

  • Enter the relevant information in the screen and click OK.

The problems with this method are:

  • The email actually stays in your Inbox which can be a distraction and affect your productivity.
  • You can’t add any notes to the original email (unless you are using Email Notes for Outlook)

Option 2: Convert the Email to your Calendar or Task List (drag-and-drop)

Many Outlook users do not realize this but you can convert an email to a Task or Calendar by dragging it to the Task or Calendar folder.

A new Task or Calendar Item will be created and opened with the email content in it. You can set the appropriate date to be reminded.

I prefer to drag-and-drop using the right (instead of left) mouse button. This gives 3 options when I drop the email:

  • Copy here as Task with Text
  • Copy here as Task with Attachment
  • Move here as Task with Attachment

I choose either Copy or Move with Attachment options. This way the new Task has the email attached to it. I can simply double-click the attached email to respond.

I hope you find this tip useful in getting more organized.

Do you know of other ways to better manage your emails in Outlook?

Share it with us by leaving a comment below.

How to edit received emails in Outlook

By standss · Comments ( 2 ) Thursday, February 28th, 2013

Do you wish you could add information to emails you’ve received in Outlook. It’s easy if you know how. But first…

Why would you want to edit a received email?
The two reasons I can think of are:

  1. You may want to add some extra information or notes to the email
  2. You may want to add a Project Number, Code or Name so that the email is easy to find later using Search tools.

How To Edit Received Emails in Outlook

  • Open Outlook
  • Double-click the email to open in a new window.
  • In Outlook 2013/2010, Select Actions > Edit Message from the Move section on the ribbon.
    In Outlook 2007, Select Other Actions > Edit Message from the toolbar.
    In Outlook 2003 and earlier, Select Edit > Edit Message from the menu.
  • Make the changes to the Body and Subject of the email
  • Press CTRL+S on the keyboard to save the changes to the email.

Why you may not want to edit received emails?
While editing emails is easy, it may be best to leave emails as you received them for the following reasons:

  1. You may need the email in its original form for legal reasons. Editing emails is destructive in that the original email is not recoverable without manual editing.
  2. You may accidentally forward or reply to an email and send your own confidential notes to someone else.

As an alternative, if you need to keep notes with your emails, you may want to look at Email Notes for Outlook. Email Notes lets you add notes to the emails without destroying the original email plus your notes stay confidential but you can still share them with other people when you CHOOSE to.

EmailNotes & Outlook Reminder: Never Miss Out an Important Email

By standss · Comments ( 3 ) Thursday, August 23rd, 2012

Never miss out an email

Is email your primary form of business communication? Here’s a system we use at Standss to ensure that 1) we get reminded to follow up on emails and 2) we have all the information we need to actually follow up.

Email is our primary way of serving our customers… our sales and support team goes through many emails every day. We normally respond to emails in the order they come in… but some emails may not get responded to fully at first because:

1) We may need to get additional information ourselves
2) We may need to get more information from the customer.

We use the following system to ensure that the emails don’t end up slipping down the queue and being forgotten.

1. We add reminders to the email so that we get prompted to take action at the right time

To add reminders in Outlook:

  • Right-click on the email
  • Click Follow Up > Add Reminder…

Reminder options

  • Tick the Reminder checkbox
  • Select the Date and Time that the reminder should pop-up
  • Click OK

2. We add Notes to the Email to remind us why the email was not dealt with immediately

  • Simply select the email in the Inbox
  • Jot down the notes right beside the email… in the Notes Pane as shown below.

EmailNotes Notes Pane

Later when the reminder screen appears, we do not have to read the whole email again or RETHINK why the email was not responded earlier… the notes provide us a quick summary.

Handling emails has become much more effective for our team with this system.

Try it out for yourself and see how Outlook’s Reminder and EmailNotes for Outlook can work for your business.

You can download a fully functional 30 day trial of EmailNotes from our website.

If you have other techniques of effective email handling, please share it with us and our readers by leaving a comment below.

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Email Notes Addin: A unique note on each email

By standss · Comments ( 0 ) Thursday, July 19th, 2012

Last week we showed you how Email Notes allows you to add the same note to different emails related to the same conversation/project.

A few readers wrote back asking if it was possible to add a separate note to each email. Yes you can.

Say for example you received a request for a quotation from a prospect. You send an email and make some notes for your future reference like a list of your next action or to-do list.

When the prospect responds and you select the email in your Inbox, you will automatically get a prompt to link the existing note to this email (as shown below).

Users love this feature as it means that your notes magically appear instead of you having to go look for them but… there may be situations where you do not want to add the existing note to the email.

 Email Note: Auto-link Prompt

  • If you want to attach the same note, click YES
    Note: After you link an existing note, you can continue to add more information to it which will automatically save and show up in future emails
  • If you want to add a completely different set of information, click NO

The existing note will NOT be attached to your email. Instead you will see a blank note next to your email where you can type anything you want…

Tip: In future if you wish to easily find all the different notes and emails related to a conversation/project, you can TAG your notes by entering keywords like the Project Name, Customer/Prospect Name etc. This will group all the notes and emails together and show up on one screen… (More on this in a future post).

If you still haven’t tried the new Email Notes addin, you can download a fully functional 30 day trial of Email Notes from our website.

For existing users of the older version of Email Notes, you can learn more about whats new in EmailNotes version 2 by going to our website.

Let us know what you think about the new Email Notes by leaving a comment below.

Email Note Auto-Linking: Same Note on Emails which are part of the same Conversation/Project

By standss · Comments ( 1 ) Thursday, July 12th, 2012

Attach Notes

In this post we show you how a new feature of Email Notes for Outlook turns your Outlook into a mini-project management, CRM/Sales or Customer management tool.

Email Notes for Outlook version 2 (by default) displays the SAME note on ALL emails that are part of a conversation or project (the artificial intelligence built into Email Notes will automatically link the note to related emails it finds).

Why are users finding this feature useful?

It means that you can SEE all the relevant information for a conversation or topic irrespective of which email you are looking at (in previous versions of Email Notes, you would have to find a specific email to see notes).

How can you use this?

This is easiest to illustrate with the following scenarios…

Customer Support: You receive an email requesting for support. You reply to the email requesting for more information. You also use Email Notes to add a reminder to yourself about possible solutions. Your customer replies two days later… as soon as you click on the customer’s email, your notes magically appear beside the email.

email note screen

Sales: You receive an email from a prospect requesting for a quote. You respond to the email with the information requested. You do some research on the prospect and note down details directly beside the email… including a link to their website. The next day, the prospect calls you… while on the phone, you quickly find an email from the client… and you see not only the email but all your research notes.

Its ability to keep all your information in one place (your notes) and make it available to you inside of Outlook… right next to the email you are working on! is possible because of the Artificial Intelligence built-in to Email Notes…

How this works?

In most cases, Email Notes will automatically find existing notes for emails. In the event that there is more than one note that may be relevant, Email Notes will prompt you to link to the correct note.

Feedback from users on this new feature has been very encouraging as they’re finding that it eliminates the need for “you to find your notes” instead “the notes find you” and show up where they are needed… right beside your email.

If you still haven’t tried the new Email Notes, you can download a fully functional 30 day trial from our website.

For existing users of the older version of EmailNotes, you can learn more about whats new in EmailNotes version 2 by going to our website.

Let us know what you think about the new Email Notes by leaving a comment below.

Related Post

Email Notes Addin: A unique note on each email

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User Stories & Questions… Email Notes for Outlook

By standss · Comments ( 0 ) Wednesday, June 27th, 2012

There’s only a few more days before the Email Notes for Outlook launch promotion ends. Response from users has been fantastic.  If you haven’t done so yet, you can still get Email Notes at the discounted price for the next few days.
http://www.standss.com/t/1206/outlook_launch.asp

There are a few users who have contacted us with concerns… questions that they want answered before they commit.

We thought we’d share our responses with everyone.

… and we’ve also got some example of how Email Notes is being used in the real world to achieve business goals.

QUESTIONS

Q: Are there any monthly/yearly charges for using the software?
NO. Your purchase allows you to use this version of Email Notes as long as you want at no extra cost. Your purchase includes all minor upgrades to the software as well as email support.

Q: Where are my Notes stored? Are my notes confidential!
Your notes are stored in a folder in your main Outlook data file. This means that they are only accessible to you unless you choose to share them with someone else.

Q: Do my notes damage the content of the actual emails in anyway? We need the email content to stay unchanged for reference later?
The content of your actual emails are not modified. You add your notes in a little window directly beside your email so that you can refer to both the email and your notes at the same time. However the actual contents of the email are not changed in anyway as your notes are saved separately.

Q: Is there any risk of accidentally sending my notes with the emails? I want to be able to write anything I want in my notes without fear of accidental disclosure.
There is NO CHANCE of accidentally sending notes. You are safe from accidental sends as the content of the notes is not a physical part of the email. The notes are not even stored physically in the same folder as the emails. Notes are stored in a separate folder and Email Notes displays them beside the emails for you.

Q: Can I link to information outside of Outlook in my Notes?
Yes. You can right click on the Notes pane and add links to documents, folders and websites. This means that you can get access to almost all the information you need directly from emails.

Q: WHY would I want to have the same Note linked to more than one email and how easy is it to do?
Your emails are generally part of a larger conversation or project. Having different notes on each email makes it impossible to see all the information you need quickly. Having the same note linked to all relevant emails solves this problem. Email Notes has artificial intelligence built into it that will do most of the linking automatically for you… you can also manually add and delete notes from emails when you need to.

Q: What if I want a different note on each email?
You can manually remove notes from emails and add new notes to them… or you can change a setting that will automatically assign a new note to each email. We recommend that you don’t change the setting as users find the same-note-on-many-emails to be one of the most powerful features of the software.

Q: How easy is it to find text in Notes afterwards… and have the note displayed with the relevant email(s)?
Email Notes has a Search feature that will search the contents of your notes and display the note and all related emails to you. This is actually a great way to use Email Notes to “Tag” your emails with keywords for later use.

Q: Can I share my notes with other people?
Yes. Email Notes adds a few extra buttons to Outlook that lets you reply or forward emails with your notes attached.

Q: Can I print my notes with the emails?
Yes. Use the Print Notes button and you have the option of printing just the notes or the notes with the email.

Q: How much time does it take to learn Email Notes?
Virtually none! If you know how to use your keyboard to write emails, you already know how to use Email Notes. You can type your notes directly beside the email once you install Email Notes. Your notes will automatically be saved when you close the email.

Q: What if I move my emails to other folders in Outlook? Do my notes move too so that I can still see them with the email?
Yes. While your notes don’t physically move, they will remain “linked” to the email. Click on the email and you will automatically see the Note… or find the Note using the Search screen and you will automatically see the email.

Q: What versions of Outlook are supported?
Outlook 2007, Outlook 2010 (32 Bit) and Outlook 2012 (64 Bit)

REAL WORLD USES OF EMAIL NOTES

Here are a few example of how users are currently using Email Notes in their own businesses.

  • Tag your notes with keywords so that emails are easier to find later e.g. I often save emails that I think have useful ideas for blog posts. I write a note that says “Good idea for blog post”. Later I search for the word blog to see all the emails.
  • This is a great idea for sales and support people… Keep a history of your correspondence in the notes. We have been using this as an effective means of seeing the full history of communications before responding.
  • Add information collected via phone calls
  • Store next actions, reminders, to-do on emails… It is very handy to have the software’s AI find and automatically display notes when I select a new email in the Inbox.
  • Track a project… The same notes being displayed on all relevant emails makes it easy to see exactly what still needs to be done.

I hope that the following answers help show you how Email Notes will make your Outlook into a more SAFE and POWERFUL tool for your business.

You can still save 25% if you act now.
http://www.standss.com/t/1206/outlook_launch.asp

Best Regards,
Sanjay Singh

PS: Don’t forget, we have an amazing guarantee that removes ALL the risk from your decision. Try it for 90 days, and if you aren’t happy, you get all your money back. Special offer ends this Friday.
http://www.standss.com/t/1206/outlook_launch.asp

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