[Outlook] Hidden Feature – How to Resend an Outlook email

By standss · Comments ( 0 ) Monday, November 13th, 2017

Do you need to send an email again? Maybe you forgot to attach a file the first time, or maybe you sent it to the wrong person, maybe you need to add a few more recipients…

One way to do this is to go to find the sent email (in your Sent Items folder) and then do a Forward or Reply on it, make any changes you want and then click Send. The problem with that is it adds FW or RE in the subject line… and adds the original send dates, recipients etc in the body of the email. Any changes that you make to the email may also be highlighted in a different color making it look like you resent the email.

If email security and confidentiality is important to your organization, you may also want to look at SendGuard for Outlook.

There is an another way built into Outlook.

Go to your Sent Items folder.

Open the email in its own window (by double-clicking on it).

The Message tab of the Ribbon should already be selected (click on it if you need to).

One the Move group, click Actions and then click Resend This Message.
SendGuard for Outlook
A new unsent email will be opened will all the details of this email copied to it. Make any changes that you need to and then click Send.

I hope that this tip helps you in those instances when you need to resend an email.

If you work with important and/or confidential information in your emails, you may also want to add extra protection using a tool like SendGuard for Outlook.

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Categories : Office Tip, SendGuard for Outlook Comments ( 0 )

Office 365 Tip: Get alerted when important files in SharePoint change

By standss · Comments ( 0 ) Monday, October 23rd, 2017

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
Office 365
3. Enter the options that you want for the alert and click OK.

Editing/Deleting Alerts
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.
Office 365
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.

Categories : Office 365, Office Tip, OneDrive, SharePoint Comments ( 0 )

Saving documents in Office 365: SharePoint Team Sites or OneDrive for Business

By standss · Comments ( 0 ) Tuesday, October 3rd, 2017

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.

Getting Started

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.

(Microsoft) Should I save my documents to OneDrive for Business or a team site?

The second link has extremely useful tutorials that you can use to setup Office 365, Sharepoint and OneDrive to work in your business.

(Microsoft) Customize your Office 365 team site for file storage and sharing

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.
Office 365

COMMENTS PLEASE: Please share your own favourite tricks for saving files in Office 365 by leaving a comment below.

Categories : Office 365, Office Tip, OneDrive, SharePoint Comments ( 0 )

Quick Steps: Add shortcuts to the Outlook ribbon to file your emails

By standss · Comments ( 0 ) Tuesday, April 4th, 2017

Quick Steps: Add shortcuts to the Outlook ribbon to file your emails

This week we continue our series on automating Outlook using it’s built in Quick-Steps feature. I will show you how to use Quick-Steps to add buttons to your Ribbon that will let you file emails to any folder at the click of a button.

For example, you may want to create Quick-Steps to folders for your currently active projects.

If you have many folders for emails, you may also want to look at QuickFile for Outlook which learns and recommends filing locations.

Scenario

I have a few folders to which I often need to file emails to. For example, I have a Reading folder to which I read non-important emails that I want to keep for (leisure or research) reading later.  I also have a folder called Keep for Now for emails that are important for the moment (e.g. an email about a golf tournament in the next few weeks).

I have created Quick-Steps for both so that I can move emails to both folder quickly.

Step-by Step: Creating the Quick-Step

Click Quick-Step on the Home tab of the Outlook ribbon.

Click New Quick Step – Move to Folder

sale

Type in an easy to remember name for this Quick Step in the Name box

Tick the Move to folder checkbox

Select the folder to move to in the list

Untick Mark as read checkbox

Click Finish

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Now that you Quick-Step Is saved, let’s use it

Step-by Step: Using the Quick-Step

Click on the email that you wish to apply the Quick Step to (in this case the email that I want to move)

Click Quick Step on the Ribbon and then click on the appropriate Quick Step from the list.

… and That’s it!

Summary

Quick-Steps are a great way to file emails if most of your emails go into a few folders only. However if you have many folders, you may want to try a more complete solution for filing your emails such as QuickFile for Outlook.

sale

Outlook Quick Steps: Forward emails to the RIGHT person at the click of a button in Outlook

By standss · Comments ( 0 ) Wednesday, March 22nd, 2017

Quick Steps are a built-in feature of Outlook (since Outlook 2010) that allow you to automate Outlook to do multi-step operations at the click of a button.

Despite being one of the greatest productivity features in Outlook, Quick Steps is probably one of the least used.

In the next few weeks I will show you how you can use Quick Steps to simplify your Outlook. I want to start with an example that I use every day.

Scenario

I often receive emails from clients that I need to forward to my assistant with some standard text at the top. Normally this would take at least 4 steps:

  1. Click on Forward
  2. Type her name in the To field.
  3. Type my standard text (Please deal with this for me) at the top of the email.
  4. Click Send.

Quick Steps allows me to do all this simply by clicking one button.

Step-by Step: Creating the Quick-Step

Click Quick-Step on the Home tab of the Outlook ribbon.

Click New Quick Step – Forward To. (Quick Steps can be used to do many other things too which you can explore by clicking on Custom if you wish).

Click the Options button to display the full screen.

Click the Show Options hyperlink.

Type in an easy to remember name for this Quick Step in the Name box.

Type in the email address of the person you wish to send the email to the To box.

Write anything that you want to add to the email in the Text box

Tick the Automatically send checkbox. Leave it unticked if you still want to manually click Send aftet the email is created.

(Optional) You can set a Shortcut key combination to use the Quick Step if you want.

(Optional) You can add some Tooltip text to remind yourself what this Quick Step is meant to do.

Click Save.

Now that your Quick-Step is save, let’s use it.

Step-by Step: Using the Quick-Step

Click on the email that you wish to apply the Quick Step to (in this case the email that I want to forward)

Click Quick Step on the Ribbon and then click on the appropriate Quick Step from the list.

… and That’s it!

Summary

Quick Steps are one of the hidden productivity tools in Outlook that can save you a lot of time if used properly. Try it out.

Please share your own ideas for using Quick Steps by leaving a comment.

Categories : Office Tip, Outlook Email Tips, Outlook Shortcuts Comments ( 0 )

How to Stop Legitimate Emails from Ending Up in the Junk Folder

By standss · Comments ( 0 ) Wednesday, February 8th, 2017

Do you find that Outlook is incorrectly sending legitimate emails to your junk mail folder? Here are a few tips to help your junk mail filter work properly.

These tips are based on the Safe Senders List. The Safe Senders list is basically a list of email addresses (or domains) that you say should NOT be treated as junk.

Change Settings to trust emails in your Contacts list and to trust people who you have sent emails to

The first thing you need to do is to tell Outlook to trust email addresses that are in your Contact list. You can also tell Outlook to add people to your Safe Senders list anytime you send them an email (even if they are not in your contact list)

  1. Right click over any email in your Inbox.
  2. Click Junk and then Junk E-mail Options.
  3. Click on the Safe Senders tab.
  4. signature

  5. Tick the checkbox to “trust emails from my Contacts”.
  6. Tick the checkbox to “automatically add people I email to the Safe Senders List”.

Add people who end up in the Junk Mail folder to the Safe Senders List.

You will still find that some legitimate emails may end up in the Junk Emails folders. Here’s what you need to do to add them to the Safe Senders list.

  1. Go to your Junk Email folder.
  2. Right click over the email.
  3. Click Junk and then click Not Junk.
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  5. Make sure that the “Always trust….” checkbox is ticked.
  6. Click OK.

The senders email address will be added to the Safe Senders list and the email will be moved to your Inbox too.

I hope that the tips in this post help you to not miss out on important emails because they ended up in the Junk Email folder.

If you have your own ideas for managing junk emails, please share it with us by leaving a comment below.

Categories : Office Tip, Outlook Email Tips, Outlook Performance Comments ( 0 )

Print a Blank Outlook Calendar to Plan Your Year

By standss · Comments ( 0 ) Thursday, November 17th, 2016

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As the year comes to an end, you probably need to do some planning. How will you finish this year in the best way possible… and how will you make the next year your most productive year yet?

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 first quarter…or even the whole 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.

[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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How to Schedule Meetings in Different Time Zones (and see the time in both zones)

By standss · Comments ( 0 ) Tuesday, September 27th, 2016

Do you need to schedule appointments, calls etc with people in different time zones? Here’s how to make sure that you’re both there at the same time by getting Outlook to show you the time in both zones at the same time.
 
If you are using Outlook with Office 365 or Exchange Server:

Open up the New Appointment form (Go to your Calendar in Outlook and click New Appointment).
Click Invite Attendees.
Click Time Zones on the Ribbon.
Select the time zone of the other person from the drop-down.

appoint

Now on the Room Finder Task Pane that should be displayed in the right hand side, select a date and time. As you change the date at time, you will see that the date and time for the other person will change automatically.

If you want to create the appointment and send a meeting request to someone, enter their details in the To field and then click Send.

If you want to create an appointment without sending a meeting request, click Cancel Invitation on the Ribbon and then click Save and Close.

If you are NOT using Office 365 or Exchange Server:

You won’t be able to access the full functionality described above but you can achieve the same results with the following steps.

Open up the New Appointment form (Go to your Calendar in Outlook and click New Appointment).
Click Time Zones on the Ribbon (see image above).
Select the time zone of the other person from the drop-down.
Enter the date and time in the fields and click Save and Close. The meeting will now be created on your calendar with the time shifted to the appropriate time in your time zone.
Check your calendar to ensure that you did your calculations correctly and the meeting is at a time convenient to you..

If you want to send a meeting request to someone, open the appointment again (double-click), enter their details in the To field and then click Send.

I hope that you find this tip useful.

We have clients all over the world and I use this every day to ensure that all participants to our meetings arrive at the correct time, even when we are many miles and time zones apart.

How to have a Clean Inbox and Procrastinate too!

By standss · Comments ( 2 ) Tuesday, September 20th, 2016

Eeminders

Is you Inbox full of emails that you don’t want to work on but you don’t want to delete either? Here’s a tip on how you can keep them in your Inbox and remove them at the same time.  Confused? Read on.

My general strategy to Get Things Done is to only keep emails in my Inbox that I actually need to work on. However..

There are many emails in my Inbox that I know  that I won’t be working on today… or even this week. I don’t want to delete them because I (maybe) will work on them someday.

Here’s a simple thing I do weekly that helps me have a clean Inbox to work from… and still keep those unurgent emails around.

I will show you two ways of doing things… a manual way and an automated way using eemnders for Outlook.

1) The Automated Way

Once a week I do a Weekly Review.

I look at the emails and decide what I will work on this week. Those emails get to stay in my Inbox. The others get moved out.

I use eeminders for Outlook to move emails out of the Inbox. I’ll show you the steps in a minute but basically…

eeminders installs inside Outlook lets me select emails to “defer” or “snooze” to a date and time of my choosing.  The selected emails get moved out of your Inbox but then magically reappear on your chosen date and time.

You can download a fully functional trial of eeminders for Outlook.

You can use eeminders to snooze your non-urgent emails for a week using the following steps.

Go to your Inbox.

Select the emails that you want to move out (press the CTRL button to select multiple emails if you want).

Right-Click over one of the emails and then click eemind me – 1 Week.

eemind_me

The selected emails will get moved out of your Inbox into another folder called eeminders. A week later they come back into my Inbox.

Why I like this?

  1. I don’t have to think too hard and the process is FAST. It’s not like I am deleting the emails. It is easy to identify emails that I won’t be working on this week.
  2. The emails will come back into the Inbox so I WON’T FORGET THEM! Chances are that in next week’s weekly review, I am just going to defer them for another week but that’s OK. At least I won’t forget them.
  3. In case I run out of things or change my mind, I can always go to the eeminders folder and retrieve an emails that I need to work on.

2) Doing this Manually

(In case you skipped it, please read the Automated Way above first to understand the idea of the Weekly Review)

You could also do this manually by creating a folder and calling it something like Next Week. Then when you do your Weekly Review:

  1. Go to the Next Week folder and drag any emails that you plan to work on this week into your Inbox.
  2. Go to your Inbox folder and drag any emails that you do not plan to work on this week to the Next Week Folder.

My own experience (and the experience of many many Outlook users who we work with) is that the manual method requires too much will-power and discipline and after a while we stop doing it.

I have been using eeminders in this way for the last 3 months and my Inbox has been a joy 🙂 to work from.

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