It is easier to send attachments in Outlook 2016

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

One of the best improvements in Outlook 2016 is how much easier it is to add attachments to emails.

The designers of Outlook 2016 realised that you will usually want to send a file that you have recently worked on, and have designed this into the latest version of Outlook.

Here’s what you need to do.

Write your email as you normally would.

Click the attach file icon (paper-clip) on the ribbon. You will be presented with a list of the 12 most recent files that you have used in other programs (PDFs, Word documents, Excel spreadsheets, PowerPoint presentations, plain text files etc).

Click on one of those files if appropriate (it usually is for me). Otherwise, click on Browse this PC or Browse Web Location which appear at the bottom of the list to select a different file.

This simple improvement saves me a lot of time every day as I find that 90% of the files that I need to send are there on the Recent Items list for me to pick.

If you have your own tricks for working better with attachments or know of other time-saving improvements in the latest versions of Outlook, let us know by leaving a comment below.

Categories : Outlook 2016, Outlook Email Tips 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.

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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.

Controlling where Outlook Searches

By standss · Comments ( 1 ) Monday, December 14th, 2015

I recently upgraded to Outlook 2016 and to my annoyance discovered that Microsoft had reset where Outlook searches from my own customized settings.

I find that Outlook Search (since Outlook 2010) is very useful to quickly find emails but I don’t like the default setting that Microsoft has set which is…

When you do a Search, Outlook will search only in the folder you are in… unless you are in the Inbox. If you do a Search from the Inbox then Outlook will search the entire Mailbox and display the results there.

This doesn’t work for me because when I do a Search from my Inbox, I am generally looking for an email that I know is actually in the Inbox. I don’t want the results cluttered with items in other folders.

Changing Default Search Settings

Here’s what you can do to make Outlook search in the Inbox like any other folder i.e. just search in that folder.

Click File-Options.

Select the Search tab and then click Current Folder as shown below. I have left all other options as they are but you may wish to tweak other settings too.

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Now when you do a Search from the Inbox (or any other folder), the results will be from that folder only.

What if you want to occasionally search other folders too (without changing the settings)?

Type your Search text in the Search box like you normally would. Then click the little arrow on the right of the Search box and choose where you want the wider Search to take place.

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I hope you found this tip useful. Please share your own ways of tweaking Outlook Search in the comments below.

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Categories : Outlook 2016 Comments ( 1 )

Customize how Outlook highlights Unread Emails

By standss · Comments ( 0 ) Tuesday, May 22nd, 2012

Let me start off by asking a very simple question…

How does Outlook highlight Unread emails by default? Yes you all are right :), it highlights the email as Bold and Black.

This is how we have always identified unread emails in our Inbox and while many would still prefer this classic view, for others who are interested in customizing this option or would like a color, font of their choice, this post provides you steps to make this change.

In Outlook 2016/2013/2010

  • Click the View tab > View Settings
  • Click Conditional Formatting…
  • Select Unread messages
  • Click on the Font button
  • On the Font screen, specify your desired settings
  • Click OK until all screens are closed.

In Outlook 2003/2007

  • Click View on the menu > Current View > Customize Current View…
  • Click Automatic Formatting…
  • Select Unread messages
  • Click on the Font button
  • On the Font screen, specify your desired settings
  • Click OK until all screens are closed.

Any new emails you receive will now be highlighted as specified in your settings.

Which view do you prefer, the classic Bold or your own customized color?

Let us know by leaving a comment below.

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