A Simple Tip to Improve Email Conversions by 21x

By standss · Comments ( 0 ) Monday, May 22nd, 2017

I was shocked to read in a lead response management survey that said that 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.

How can you use this information for the emails you send out?

You need to know when your emails are opened!

Assuming that you are using email to make reach out to your leads, the survey indicates that you have a significantly greater chance of contacting and qualifying a lead if you call them within 5 minutes of them reading your email.

An email tracking solution that tells you when recipients open your emails can give you a significant return on investment.
Now just because someone opened your email does not mean that they are necessarily interested. However if they are interested you need to talk to them NOW!

You need to know when your emails are opened!

We recently released a new version of EmailCaddie that lets you track opens, clicks and replies on emails that you send out. This can be used for individual emails that you send out as well as email merges to lists of emails.

Within seconds of a recipient opening an email, you will get a desktop notification similar to one of the following,

Now you will know who you can focus your time on with the greatest chances of success.

We have launched the new version of EmailCaddie with brand new pricing. You can also download a fully functional trial version by clicking on the image below.

(During the launch period, you can also get a further discount on the Standard Version by using the coupon code LAUNCH)


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Exporting Email Merge Tracking Data to Excel or CSV

By standss · Comments ( 0 ) Tuesday, February 14th, 2017

Many users have started tracking opens and clicks on the emails they send out using Email Merge Pro for Outlook. While EmailMerge can use this information directly for remerging (sending only to people who opened or clicked etc) and the EmailCaddie website has summary and detail reports, you may also want to export the tracking information in CSV format.

Here’s what you need to do.

Go to the EmailCaddie website and login.

Click on the Mail Merge tab to display a list of all the merges that you have sent out.

Click on the name of the merge that you are interested in to be taken to the Merge Details page.

Select the data you wish to see using the drop-down (Everyone, people who opened the email, people who clicked on a particular link etc).

Click the Export to CSV link to download a file to your desktop.

You can now open the CSV file in Excel or import it into other systems if you need to.

If you’re an existing EmailMerge for Outlook user, find out more about tracking your email merges here.

If you haven’t used Email Merge Pro for Outlook, click below to see why thousands of Outlook users trust the Outlook addin to send out sales and marketing emails to their customers everyday.


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Categories : EmailCaddie, EmailMerge for Outlook Comments ( 0 )

Sending Christmas Emails from Outlook [Free Templates]

By standss · Comments ( 2 ) Wednesday, December 14th, 2016

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It is the season to reach out to your friends, business contacts and family… to greet them, thank them, invite them to parties… and maybe even market your products to them.

Many Outlook users use Email Merge for Outlook to do this… it lets them create one email and then send out multiple copies of the same email to as many people as they want… each person gets an email addressed only to them… with the email personalized with their name and any other details you want.

Your emails get sent out from Outlook… but you can use mailing lists from many sources… including Outlook, Excel and Access.

We have created 5 holiday themed templates (shown above) that you can download and use today.

You will need to have EmailMerge for Outlook in order to use these template.

Download and installing the templates

Once you have Email Merge installed…

Click here to download the Outlook Holiday Templates. Save the file to your desktop or other convenient location on your computer (This will be a zip file. You do NOT need to unzip it).

Start Outlook and go to your Inbox.

Click the little arrow under Email Merge on the ribbon and then click Template Manager (to display Email Merge’s built-in template manager)

template manager

Click the Import button and select the zip file that was downloaded in one of the earlier steps.

Click OK. The 5 templates will be imported into your Email Merge for Outlook template list into a category named Christmas Templates.

template manager

Click Close to close the Template Manager

Sending Personalized Emails from Outlook using the Templates

Click the Email Merge button on the Outlook Ribbon.

Select the appropriate template (Christmas Template 1 to 5) from the list on the first step of the Wizard.

Click Next and follow the rest of the steps in the Wizard.

Click Finish.

Related Links

The Email Merge for Outlook software can send out emails using contacts stored in Outlook, Excel and many other sources.

If your Christmas mailing list is in Excel: How to Email Merge from Excel and Outlook

Happy Holidays from the team at Standss

We hope that this year has been good for you and we wish you and all our customers and readers a Very Merry Christmas.

And remember… it’s still not too late to send out your Holiday emails and invites.

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Categories : EmailMerge for Outlook Comments ( 2 )

How to Email Merge from Excel and Outlook

By standss · Comments ( 0 ) Wednesday, November 9th, 2016

Do you have a list of email addresses in Excel to whom you want to send emails? Here are step-by-step instructions on sending out personalized individually-addressed emails to each person.

Step 1: Make sure that your data is correctly setup inside Excel

Check your spreadsheet to ensure that it has data similar (it doesn’t have to have exactly the same columns) as below. Things to be careful of are listed under the image.

Excel

The first row should have the names of columns/fields. You can have just one field (Email address) or as many different fields of data as you want.

You need to (obviously) have the email address in one column.

Rows after the first row will have the actual data.

Step 2: Install Email Merge for Excel

EmailMerge for Outlook is the fastest, easiest and safest way to send out personalized emails using data in Excel. You can try it free for 30 days.

If you haven’t done so already, download and install Email Merge for Outlook.

If you have installed the software properly, you should see the EmailMerge button on the ribbon inside Outlook.

Merge button

Step 3: Click on the Email Merge button inside Outlook(shown above) to open the Email Merge menu

Merge menu

Click on “Create a new merge”

You can start your email merge process with a Blank email or using an Email template (pre-set email) from the list. Make a selection and click Next.

Wizard

EmailMerge can use data from many sources including from inside Outlook and Excel. In this case select “Excel File” and then select the Excel file you want to use.

Wizard3

Step 3: Where are your Contacts?

The screen will now show you a list of all the sheets in your Excel workbook.

Wizard4

Select the sheet in which your contacts are and Click Next

Step 4: Who do you want to send this e-mail to?

The screen will display all the contacts on the selected sheet.

Wizard5

Select (tick) the people to whom you want to send this email and click “Next”

Step 5: Confirm Your Mailing List

EmailMerge will display a list of all contacts you had selected to send your email to.

Wizard6

If you need to make any changes, click on the “Back” button. Otherwise click “Next” to continue with the remaining steps of the Wizard.

The remaining steps of the EmailMerge Wizard allow you to:

  • Preview how each customized email will look on both computers and mobile devices
  • Send all the emails at once or in smaller batched.
  • Send the email immediately or scheduled at a later time or date
  • Track opens and clicks on your emails
  • Choose the account to send the email out from… and much more

Click “Finish” to send out your emails.

EmailMerge for Outlook is the fastest, easiest and safest way to send out personalized emails using data in Excel. You can try it free for 30 days by clicking on the image below.

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Categories : EmailMerge for Outlook Comments ( 0 )

[Video] How to track opens and clicks on Outlook Email Merges

By standss · Comments ( 0 ) Thursday, October 13th, 2016

Thousands of Outlook users use EmailMerge for Outlook to send personalised emails to their customers. Now you can also know exactly who has opened or clicked on an email…and do follow-up merges to them.

EmailMerge is an Outlook addon that installs inside Outlook and lets you send news, marketing and sales emails to your customers using an easy step-by-step Wizard.

EXISTING USERS of EmailMerge: click here to trial the tracking at no cost.

The video above shows you exactly how easy it is to send and track your emails… but here’s a quick summary.

Tracking Emails

Use the Email Merge Wizard as normal. The last step of the Wizard has a tracking section as shown below.

Tracking Merged Emails

Tick the check box, give this merge a name and click Finish to create and send out your emails.

Viewing Tracking Data

You will be notified immediately if someone or a recipient opens or clicks on a link on your email.

notification

This notification is displayed at the bottom right hand corner of your screen but you can optionally get email notifications that tell you who has opened the email, where and using what device.

You can also view summaries and details of the tracking information on EmailCaddie.com, a website that we have created specially for tracking.

caddie 2

Doing Follow-Up Merges

EmailMerge doesn’t just tell you who has opened or clicked on an email. You can also use the information inside EmailMerge to do follow-up merges. For example:

You can send out additional information only to the people who clicked on a particular link or..

You can send out reminders to the people who have not opened your email.

The video above shows you just how easy this is to do.

If you’re any EXISTING USER of EmailMerge, you can trial the tracking at no cost.

If you’re new to EmailMerge, download a 30-day trial today and see why thousands of Outlook users around the world use it daily to communicate with their customers and members.

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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.

3 Tweaks to Increase Email Open Rates

By standss · Comments ( 0 ) Tuesday, February 2nd, 2016

Improve Outlook Email Open Rates

How important is your Subject to getting your email opened and read? Research shows that 64% of people say that they open emails because of the subject line. In this post we look at 3 things you can do immediately to get your emails opened and responded to more often.

1. Use between 6 and 10 words in the Subject Line

A survey by Retention Science found that email subject lines kept at 6-10 words result in the best open rates.

retention

A major contributing factor for this is that up to 65% of emails now get opened on mobile devices.

Since mobile devices are only able to show five or six words of the subject, it makes sense to be as brief and concise as possible.

2. Make the Subject relevant to the content of your email

Even the most effective subject line in the world merely gets your email opened. Your job is to then address the issues that the recipient is interested in.

Don’t use subject lines that get opens and then have content that is unrelated!

Don’t try and trick the reader into opening your email!

You’ll only end up training the reader to avoid your emails in the future.

3. Personalise the Subject Line (it doesn’t have to be with their name)

Personalized subject lines increase open rates by 22%.

Including personal and relevant information in the Subject Line can have a major impact on both open and response rates.

How should you personalise the Subject line?

Again use information relevant to the content.

For example:

If you are a real estate agent who has sold property to someone in (say) Christchurch, the Subject could be “Important update for Christchurch home owners”

If your business sells cars, and you sold someone a Toyota Camry, the Subject could be “Safety features in the new Toyota Camry”

You could also just use the person’s first name in the Subject.

You can these 3 tweaks on individual emails or your sales/marketing mailouts to prospects and customers.

Tip! If you are sending out sales/marketing emails using Outlook, then we recommend using Email Merge for Outlook.

Try EmailMerge FREE for 30 Days!

Email Templates for your Holiday Emails and Invites

By standss · Comments ( 0 ) Wednesday, December 9th, 2015

xmas

In this post we show you How to send out Personalized, Individually Addressed Invites and Holiday Emails to your friends, family and business contacts… PLUS we give you free Holiday themed Outlook templates to send better looking emails out today.

Most companies send out invitations or newsletters during the year end to update their clients/members of the achievement for the year, plans for the New Year, and special offers for the holiday seasons etc. You may also want to send out invitations to cocktail parties etc.

While the free templates can be used directly from Outlook, the steps below will show you how to use the Email Merge Pro for Outlook addin with these templates.

Why send it out this way?

Using Email Merge, you only need to write your email once. The software will then (from inside Outlook) send a separate copy to each person… with each email personally addressed with only their name in the To field (and even their name in the body of the actual email if you want)

This is better than stuffing everyone’s name in the To, CC or BCC fields of one email because:

  1. Your emails look more professional and personal. Recipients feel like that you have given them special attention.
  2. You email is more likely to get past spam filters and not end up in the Clutter or Junk Mail folders.
  3. Personalized emails can have up to 3x the conversion rates (if you want the reader to take some action like clicking on a link etc).

Seeing is believing so check out the short video on this page on using EmailMerge Pro.

Let’s get started…

Downloading the Christmas Templates

If you haven’t done so yet, download and install Email Merge Pro for Outlook.

Once you have Email Merge installed…

Click here to download the Outlook Holiday Templates. Save the file to your desktop or other convenient location on your computer (This will be a zip file. You do NOT need to unzip it).

Start Outlook and go to your Inbox.

Click the little arrow under Email Merge on the ribbon and then click Template Manager (to display Email Merge’s built-in template manager)

Click the Import button and select the zip file that was downloaded in one of the earlier steps.

Click OK. The templates will be imported into your Email Merge for Outlook template list with the names Happy Holidays and Holiday Invite.

Click Close to close the Template Manager

Sending Personalized Emails from Outlook using the Templates

Click the Email Merge button on the Outlook Ribbon.

Select the appropriate template (Happy Holidays or Holiday Invite) from the list on the first step of the Wizard.

Click Next and follow the rest of the steps in the Wizard.

Click Finish.

Happy Holidays from the team at Standss

Merry Christmas to all our readers from the Standss Team.

I hope you find the above information helpful in staying in touch with friends, families and clients this year.

Till next time… have a better Outlook

It’s still not too late to send out your Holiday emails and invites.

Download a fully functional trial version of Email Merge Pro now.

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Categories : Email Marketing, EmailMerge for Outlook Comments ( 0 )

Email Merge with personalised To and (related) CC/BCC fields in Outlook

By standss · Comments ( 3 ) Thursday, October 29th, 2015

Is it possible to do an email merge with a personalized email address in the To field and one or more RELATED email addresses in the CC or BCC fields. In this post we look at why and how you can achieve this with Microsoft Outlook?

Why?

This is very useful when you need to send a copy of the same email to two or more people in the same company.

For example:

  •  You may want to send reminders for a particular event to attendees but all CC their  assistants.
  •  You may send copies of statements to your clients and CC a copy to their accounts  manager.
  • If you are running a newsletter for a school, you want to send an email to one parent and CC the other parent on it too.

In all these examples the To and CC field are related to each other i.e. there could be a different CC email address for each person you are emailing.

Before I show you how to do this in Outlook, you may be wondering…

Why not just send each person a separate copy of the same email?

The main reasons for this is that you want all recipients to be aware that the others have also received the email. They can now also do Reply-to-All on the email your sent to start a conversation if they need to.

Setup Your List

The first thing you need to do is to setup a list which contains the email address you want to use in the To field and also the email address(es) for the CC field.

For this example, I am assuming that your list is in Microsoft Excel similar to the one that I have shown below:

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Note:

  • The To field (in this case the Customer Name) can only contain ONE email address.
  • The CC field can contain multiple email addresses separated by comas or semi-colons as shown for Jane Doe above.

Merge and Send the Emails

Now it’s time to send out the emails. While there is no built-in way in Outlook to do this, you can easily do this if you are using the Outlook add-in Email Merge Pro for Outlook.

Start Outlook

Click the Email Merge Wizard button. The Wizard will guide you to creating your email and to choosing the Excel file as your data source.

When you come to the following screen, click the Select field’s hyperlink.

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Click CC/BCC and then select the field that your CC email address is in.

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Click OK to return to the Wizard.

Follow the rests of the steps of the Wizard to send out the email.

Email Merge will create a separate email for each person, with the correct file attached to each one.

Our customers have used Email Merge to increase sales and to provide better support to their customers. Please share your own ideas in the comments below.

Related articles:

You can use this with our earlier article on setup your spreadsheet to email merge a different attachment to each person in Outlook.

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Email Merge a different file to each person in Outlook.

By standss · Comments ( 0 ) Monday, October 12th, 2015

A reader asked… How can I do an email merge in Outlook and send each person a customized attachment (PDF)?

In this post I discuss why you may want to do this and the easiest way to get it done.

Why?

Existing Outlook users are using this feature to provide their customers a more personalized service in several ways.

An accounting firm generates PDFs of customized tax reminders for their clients and then uses Email Merge to distribute the correct report to each customer

  1. Another professional services firm creates personalized invoices in PDF format and then uses Email Merge to send them out.
  2. An investment company sends out recommendations to their clients using this technique.

I am sure that you can come up with your own ways to use this to better serve your own customers.

Setup your list

The first thing you need to do is setup a list which contains the email addresses of the people you wish to contact, and the names of the file that will be sent to them. In this example I am assuming that you will do this using Excel.

Simply add a field (column) to the excel sheet which has the full name (with path) of the file that you wish to send as shown below.

test 3

(You can use Excel formulas to make up the file name if they follow some kind of rule)

Merge and Send the Emails

Now it’s time to send out the emails. While there is no built-in way in Outlook to do this, you can easily do this if you are using the Outlook add-in Email Merge Pro for Outlook.

Start Outlook

Click the Email Merge Wizard button. The Wizard will guide you to creating your email and to choosing the Excel file as your data source.

When you come to the following screen, click the Select field’s hyperlink.

test 2

Click Attachments and tick the name of the field that contains the file name.

test 1

Click OK to return to the Wizard.

Follow the rests of the steps of the Wizard to send out the email.

Email Merge will create a separate email for each person, with the correct file attached to each one.

Our customers have used Email Merge to increase sales and to provide better support to their customers. Please share your own ideas in the comments below.

Not a user of Email Merge PRO for Outlook yet?

Download a fully-functional version today

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