Here’s a quick tip if your organization has started saving important documents in Office 365 SharePoint. You can create an alert so that you get notified via email or text message whenever a document that you are interested in changes.
How I use this
My accounts team updates an Excel spreadsheet with key metrics for me once a week. I have setup an alert that lets me know as soon as the update is done.
Now whenever the document is changed, I get an email with a link in it. One click and I can see the latest data.
Setting up Alerts (Step-by-Step)
Here are the steps to set this up for yourself.
1. Go to the SharePoint library or list in which the document is saved.
2. Right click over the relevant document and then click Alert me
3. Enter the options that you want for the alert and click OK.
1. Go to the relevant SharePoint library or list
2. Click on the three dots (…) on the too bar/ribbon and then click Manage my alerts.
3. Click on the relevant alert from the list.
4. Make any changes you need and click OK (or click Delete to get rid of future alerts).
I hope you find this tip useful. Please let us know how you use this or other features in Office 365 by leaving a comment.
We are starting to use Office 365 more and more in our company and I thought I would share some of our learnings. It isn’t always obvious what extra Office 365 can do for you (aside from being a way to rent Office instead of being able to buy it).
Once of the things that was a bit confusing was WHERE in Office 365 should we be filing documents (Word, Excel, PDFs etc). We want to stop using shared drives on our own network and move these files to the Office 365 cloud.
There appears to be two main options: OneDrive for Business and Sharepoint Team sites. In this post, we look at when to use what.
When should you use OneDrive for Business?
OneDrive for Business is meant to be a place where you file your own documents. These are generally documents that you do not want to share with others.
Think of it as your new “My Documents” folder.
The advantage of having your files in OneDrive instead of My Documents are that they are now “in the cloud. This means that you can access your file from any device that you are working on (your computer, your smart phone, tablet etc).
OneDrive for Business also has a handy desktop application that automatically copies any files you create and save (into specific folders on your computer) up into the cloud which makes it a very useful automatic backup tool for your computer.
When should you use a Sharepoint Team Site?
Save documents to Sharepoint Team Sites when you need to file documents into a shared place where other members of your team can access them. Sharepoint has some additional features for setting security and version control on those files but in its most basic form…
Think of Team Sites as the new shared folders (that you used to have on the network… where multiple users can file documents for collaboration and archiving).
Instead of filing documents to shared folders on your network, you should now file them to Team Site folders.
I hope that this brief post helps you understand what should be filed where. Now here are links to two useful posts to help create and setup the appropriate OneDrive and Team Site folders in Office 365.
The first link below gives a more detailed explanation of what I summarised above.
The second link has extremely useful tutorials that you can use to setup Office 365, Sharepoint and OneDrive to work in your business.
NOTE: Office 365 has changed a little from the explanations in the link above. Where the instructions say click on Sites on the Office 365Home page, you will need to click on Sharepoint instead as shown in the following image.
COMMENTS PLEASE: Please share your own favourite tricks for saving files in Office 365 by leaving a comment below.
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?
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)
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.
The video above shows you exactly how easy it is to send and track your emails… but here’s a quick summary.
Use the Email Merge Wizard as normal. The last step of the Wizard has a tracking section as shown below.
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.
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.
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 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.
Here’s a super shot quick and easy to hide or show the ribbon in Outlook. This is a useful tip if you want to make better use of your screen space but still use the buttons on the Ribbon too.
- To hide the Ribbon, simply press CTRL+F1
- To show the Ribbon, press CTRL+F1 again
Do you have your own keyboard shortcuts that you find useful… or tips on making better use of the Ribbon. Let us know by leaving a comment below. Related Posts Keyboard Shortcuts on Ribbons in Outlook 2010 (and 2007) Keyboard Shortcuts in all Versions of Outlook
I know that it’s only been a few weeks since we released the new version of QuickFile but we’ve had so much great feedback from users that we felt had to be implemented and put out there for you to use right now.
This update is free for all existing registered users of version 5.
Fixes and Features in this upgrade include:
- Show Sub folders: In previous versions of QuickFile, it was possible to see subfolders of a folder (after searching for it). We’ve put this feature back in Version 5 and done a separate blog post on how to use it.
- Remove suggestions: Folder recommendations in QuickFile are significantly more accurate in QuickFile Version 5. However there may be cases where you want to remove a suggestion. You can do this now by right clicking over the suggestion on the QuickFile screen as shown in this blog post.
- Significant speed improvement when moving emails: Some users found that QuickFile as a sometimes slow when moving emails. We’ve rewritten the moving code.
- Bug Fixes: There were a number of small bugs in other screens that have been tidied up.
Click to download the updated version (or a fully functional trial version) of the QuickFile Outlook addon.
Registered Users: Download the trial version and install it on your computer. It will automatically pick up your existing registration and settings.
New to QuickFile: Click QuickFile for Outlook Version 5 for more information on the easiest way to file and find your emails in Outlook.
We have told you before why you should not use the Outlook Deleted Items folder as your filing cabinet i.e. do not use the Deleted Items folder as the folder where you keep emails for later reference.
Here’s another good reason…. If you are using Office 365 (I recently moved my email account to it), your Deleted Items folder is automatically cleared (every day) of emails that are 30 days or older.
The reason for this is that folders in Outlook that are linked to Office 365 have Retention Policies applied to them.
A retention policy defined how long Office 365 will keep items in users’ mailboxes and defines what actions to take on items that have reached a certain age.
The default action for the Deleted Items is to clear items that are 30 days or older.
While it is possible to change this default action, I don’t think you should. Automatically clearing emails provides two benefits:
- It discourages you from “filing” emails in the Deleted Items folder.
- It provides insurance in case you need to recover an email that you deleted recently.
You can find more information on Setting Email Retention Policies in Office 365 here.
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