How to update General Information for multiple contacts in Outlook

By standss · Comments ( 0 ) Tuesday, September 9th, 2014

Creating contacts in Outlook is very easy and even before you might realize, you would have hundreds or thousands of them in your Outlook Contacts folder. It is also likely that most of the contacts might have some relation to the others for example working in the same company. Now if the company relocates, would you want to go and change the address for every contact who works in that company? I know I wouldn’t!

Here is an easier method that will let you update the general information for multiple contacts that are linked with one another.

To start off, we simply update the information for one contact (in this case the Business Address) and then Save and Close that contact. Then we modify the view of the Contacts folder so that all the contacts are grouped by that updated field. So for our example of the Business Address that would be;

1. In Outlook 2013/2010, Click View > View Settings…
In all other versions of Outlook, Click View-> Arrange By-> Customize Current View…

2. Click on Group By…

3. At the bottom set the “Select available fields from:” to “Address fields

4. At the top set the “Group items by” to “Business Address” field

5.Click OK and then OK again.

Now you’ll notice that all your contacts are grouped by the Business Address. Select the contacts who still have the old address, drag and drop them into the group of your updated contact. Outlook will now automatically update the Business Address field for all the contacts you added to the group.

The above example was for updating the Business address but you can follow the same steps to update any other outlook fields for multiple contacts

Do you have any other methods of updating multiple contacts? Let us know by leaving a comment.

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Saving (Exporting) Outlook emails with your other files

By standss · Comments ( 0 ) Friday, May 16th, 2014

Here’s a quick tip on how you can save one or more emails outside of Outlook. This is very useful if you want to save your emails on your harddisk in Client folders along with Word files etc.

Step-by-step

Go to the folder (inside Outlook) that has the emails.

Select the email you want to export out of Outlook (You can also select multiple emails by holding down the CTRL button on the keyboard and then clicking on the emails).

Click File-Save As.

Enter a filename.

Choose a format from the drop-down.

Click Save.

What format should you use?

The two common formats that you can use are:

Outlook Message Format (msg): This creates a copy of the entire emails outside Outlook for you and has any attachments etc still as part of the email. This only works when you are exporting single emails. You will also need to have Outlook to view the message in the future.

Text Only (txt): This creates a plain text file (all formatting and attachments are removed). This option is also available when you try to export multiple emails… all emails are put in the one text document with header information (date/sender/recipient/Subject) clearly identifying each email.

What about exporting to PDF?

Outlook cannot export directly to PDF format. However if you are using QuickFile for Outlook-Ultimate Edition<http://www.standss.com/quickfile>, you can export all or selected emails from any folder into a PDF file. The PDF file will have a clickable table of contents (list of emails in date order) at the top and will also have links to all attachments.

On the QuickFile section of the Ribbon, click More Actions-Export Emails.

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White-listing: How to STOP emails from going to the Outlook Junk Mail folder

By standss · Comments ( 0 ) Thursday, May 15th, 2014

Do you find that you are missing taking action on important emails because Outlook is wrongly classifying them as SPAM and moving them to the Junk Email folder? Maybe you’re not getting support emails from us or another company.

Here’s what you can do to tell Outlook that emails from a particular person or domain are safe.

Outlook has a Safe Senders list. Once you add someone to the safe-senders list, their emails will always go to the Inbox despite what the SPAM filter thinks of it.

To add an email address or domain to the Safe Senders list.

Right click over an email in your Inbox.

Click Junk

If this email is from the sender that you want to add to your Safe Senders list then click on Never Block Sender or Never Block Senders Domain.

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If you want to add a different email address or domain to the Safe Senders list, then click Junk E-mail Options.

Click on the Safe Senders tab.

(Optional: You can also tick the Also trust email from my Contacts and Automatically add people I email to the Safe Sender List check boxes if you want) Click Add.

Enter the email address (e.g. support@standss.com<mailto:support@standss.com>) or domain (standss.com) and then click OK.

Click OK again to return to Outlook.

This tip is particularly useful for emails from companies that you contact for support e.g.we recently found that our support emails were ending up in some users Junk Email folders. This can be very frustrating when you’re waiting for your new license information or additional information for software that you have just purchased.

We recommend that you add the domains standss.com and addins4outlook.com to your Safe Send lists now.

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Email Marketing Tip: Make sure you put your Contact Details on Emails

By standss · Comments ( 1 ) Friday, December 13th, 2013

It’s holiday season and for most of us it’s also the busiest time of the year… sending out sales and marketing emails like newsletters, sales catalogues, invites, season greeting etc.

The last thing you want is for your emails to be marked as SPAM and not reach your recipients therefore you need to ensure that your sales and marketing emails meet the CAN-SPAM Act. The aims of this Act is to provide standards for sending out promotional emails while limiting the amount of spam.

One of the requirements of the CAN-SPAM Act is that the Sender must clearly identify himself/herself by providing relevant contact information.

What does this mean to you… If you are sending out promotional emails then you probably need to put the following contact information at the bottom of all emails at the very minimum:

  1. Your (the Sender’s) Name
  2. Your Email Address
  3. Your Postal Address

It is a LEGAL REQUIREMENT that all promotional emails include the above at a very minimum.

If you’re not already doing this, make sure you include your contact information on the next promotional email you send out.

I hope you find this tip useful.

If you know of other tips to ensure your emails are not marked or regarded as SPAM, please share it with our readers by leaving a comment below.

Related Posts:

Send Holiday Season Invites, Greeting and Newsletters via Email/Fax/Traditional Post

Ingredients for Effective Email Marketing Campaigns

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Updated Outlook Reply protection is much more than just a warning prompt (Outlook 2007, 2010 and now Outlook 2013)

By standss · Comments ( 0 ) Thursday, June 6th, 2013

We have updated the Reply Guard feature in Send Guard so it fully supports Outlook 2013.

What is Reply Guard and why do users need it even when newer versions of Outlook have built in warnings?

How many times have you accidently done a Reply-All (when you really meant to do reply) and disclosed confidential information to people who should not have received/seen it… or maybe you accidentally did a Reply instead of a Reply-all and missed some people?

Send Guard protects you from accidental Reply-Alls with much more than just a warning prompt.

Whenever you click Reply or Reply-to-All on an email with multiple recipients, the Reply Guard feature in the Outlook addin will display a list of all the original recipients so that you can visually see and change who your reply is going to.

outlook reply-to-all

If you’ve accidentally addressed the email to the wrong people, just untick them. If you’ve forgotten to include some people, just tick them.

Reply Guard virtually ELIMINATES any chance of you replying or replying-to-all to the wrong people!

Send Guard for Outlook works with Outlook 2007, 2010 (32 and 64 Bit) and Outlook 2013 (32 and 64 Bit).

The latest version of SendGuard (1.1.4898) now fully supports Outlook 2013’s new Inline Response feature.

You can download the latest version of Send Guard for Outlook from here.

This update is FREE for Existing users of SendGuard. Install it over your old version and your registration information will automatically be retrieved.

Haven’t tried Send Guard yet? Find out more about Send Guard for Outlook and download a fully functional trial today.

How to find Contact information Quick and Easy in Outlook

By standss · Comments ( 0 ) Thursday, May 23rd, 2013

In Outlook 2007 (and below), finding contact information (such as phone numbers, emails) was quick and easy thanks to the Find Contact drop-down on the toolbar.

This was lost in Outlook 2010/2013 as the toolbar was replaced by the ribbon but you can still get the “Find a Contact” option on the Outlook Quick Access Toolbar.

What is the Quick Access Toolbar? This is a row with few buttons that appear on the top-left-hand corner of the outlook screen. These icons will be displayed irrespective of which tab of the Ribbon you are on… and you can add your own icons/commands to it.

outlook quick access toolbar

To add “Find a Contact” to the toolbar:

  • Click on the arrow pointing downwards (as red circled in the image above)
  • Tick “Find a Contact” from the drop-down list.

Your toolbar will now show the Find a Contact option as show below (the screen maybe slightly different depending on your version of Outlook).

outlook find contact

Now if you need to make a call and don’t remember the person’s phone number, just type the contacts name (any part of the name) and outlook will provide a list of contacts matching your search.

Select the contact and press Enter. The contacts information (phone number, email etc) will be displayed.

Did you find this tip useful or do you have a better way of finding contacts quickly in Outlook 2010/2013?

Let us know by leaving a comment on the blog.

How to Create Email list in Outlook 2013

By standss · Comments ( 2 ) Monday, May 20th, 2013

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Do you regularly send out marketing emails, newsletters or family greetings to the same group of people?

If yes, then you can make this quick and easy by creating Email List in Outlook.

You can create Email List for different groups of people for example, you could have an Email List called Family and add the email addresses of all your family members to that group. Similarly you can create list for newsletters etc…

This saves you a lot of time when sending email blast as you are not required to individually type in email addresses… just select the group and Outlook sends a copy of the same email to all contacts.

Here are the steps to create an Email List in Outlook: (Instructions are for Outlook 2013 unless specifically mentioned)

  • Open Outlook
  • Click the Home tab > click New Items > click More Items > click Contact Group. This will display the blank Contact Group screen as shown below.

outlook email list

  • Enter a Name for the group/list
  • Click Add Members button on the ribbon. You have the option to select your contacts from your Outlook Contact list, Address Book or add a new contact. Select one of this options from the drop-down list
  • Now add your contacts to the group by clicking on the contact and click Members -> button. To select multiple contacts, press the CTRL button on the keyword and click on each contact and then click the Members -> button
  • Click OK
  • Click Save & Close

This will now save all your contacts to that group. You can repeat the same steps above to create different groups.

When you need to send an email to this group:

  • Open a new email
  • Click on the To: button
  • Select the Group you want to send the email too
  • Send the email

The email will be sent to all the contacts in the group.

NOTE: the emails will not be personalized and it will show the email address of every person this email is sent to in the TO: field on the recipient’s side.

So if you are looking for a quick way to send a non-personalized email blast, this works perfectly for you.

However if you are looking for a way to send emails which are personalized and individually addressed to the recipient, you can try out our Email Merge for Outlook addin.

With EmailMerge, you can personalize your emails for example Greetings/Salutation:

Hello John
Or
Hello Michelle

When the email is received by the person, he/she will only see THEIR email address in the To: field therefore they are more likely to read and respond to your email.

Check out the free demo video on our website for the mail merge addin for outlook

You can also try it out yourself by downloading the 30 day free trial

I hope you find this tip useful.

If you know of other ways to send out email blast from Outlook, share it with our readers by leaving a comment below.

How to Maintain Outlook’s Auto-Complete List

By standss · Comments ( 0 ) Thursday, May 16th, 2013

As you type a few characters of an email address or name in the Outlook email TO/CC/BCC field, Outlook automatically provides suggestions of contacts/email addresses that match what you have typed.

outlook auto complete list

With hundreds of other things on mind, it is difficult to remember each contacts email address so the Auto-Complete feature does a great job of remembering this for you.

BUT… People’s email addresses change or you may have stopped communicating with certain people – yet their old email addresses keep showing up in the list.

Even worse, if you typed the wrong email address of the contact and sent the email, outlook saves this address and it appears as a suggestion every time you type characters that match it.

So here’s a quick tip on how to maintain Outlook’s Auto-Complete list:

Deleting Single Entries

It’s easy to delete individual items from the list. Say you want to delete the email address which you mistyped previously, simply type the first few characters matching that address in the To: field to display the list. Then use the arrow keys on the keyboard to move to the email addresses and click Delete.

Deleting the Whole List

Use with Caution because there is no way of getting the list back!

You can also completely delete the list to start from a clean slate by following the steps below: (Instructions apply to Outlook 2013/2010 unless specifically stated)

  • Click the File tab
  • Click Options
  • Click Mail.
  • Under Send messages, click Empty Auto-Complete List.

This should now clear all email addresses.

I hope you find this tip useful.

Related Post

Have you ever mistakenly sent out an important/confidential email to the wrong person as a result of using Outlook’s Auto-Complete list?

It happened to me once, so here’s how I ensure that I always send the email to the right person.

How to backup your Outlook Data file (To avoid data loss)

By standss · Comments ( 0 ) Wednesday, April 17th, 2013

Microsoft Outlook is the most common email client used by thousands of users around the world.

For most users, it is the central place for storing all your emails, appointments/tasks, contact details etc so… how often do you remember to maintain and backup your datafile?

Very few Outlook users know until it is too late that… Outlook does NOT by default save your email, task and calendar data in a folder that you would ever think of backing up.

Unless you are in a corporate network using MS Exchange, all your Outlook data is stored in one Personal Folder file called PST (Personal Storage Table).

  • This file has a .pst extension and is saved somewhere on your computer.
  • This one file probably contains all your Outlook folders, e-mails, contacts, tasks, calendar items, journal entries and notes inside it.
  • (Unfortunately) This file is NOT saved to your Documents folder (at least not by default) so chances are you are not backing it up.

If this file becomes damaged or corrupted, this could hamper the normally operation of Outlook and even cause data loss, therefore it is important that you make regular backups.

So where is this file on your computer?

The exact location depends on the version of Outlook and Windows. To find out where your Outlook data is:

  • Go to your Inbox and make sure that the list of folders is displayed
  • Right-click the top-level folder and select Properties
  • Click the Advanced button. The full path to the data file will be displayed in the box labelled FileName.
  • Just make sure that file is part of your computer backup plan.

If you are using more than one PST (e.g. a separate file for archives), then you need to do the above for each of your Outlook data files.

I hope that this little tip helps keep your Outlook data protected.

Linking Contacts to Calendar Appointments in Outlook

By standss · Comments ( 0 ) Wednesday, May 16th, 2012

[A hidden but very useful feature of Outlook appointments is that you can link contacts to them. Here’s why and how.]

Why you may want to show contacts on Outlook Appointments?

Having your contacts linked to the Outlook Calendar appointment lets you see all the people associated with the appointment. In case you need to reschedule the appointment, you can simply get more information about the contact (like phone number) directly from the appointment screen and make a call to inform them of the reschedule.

Apart from being able to get information about the contact straight from the Appointments screen, the appointment will also appear in the Activities tab of contact record and also in the People pane when you receive an email from the contact.

How to display Outlook Contacts on Appointments?

The first thing you need to do is to make the Contacts field visible on your Appointment form. In the versions prior to Outlook 2007, the Contacts field was always available on the Appointment form, but this feature was disabled by default in the later versions.

To enable Contacts button on the Appointment form in Outlook 2010 and 2007:

  • In Outlook 2010, click on File > Options > click Contacts from the left pane
  • Tick the option “Show contacts linked to the current item
  • Click OK
  • In Outlook 2007, click Tools > Options…
  • Under the Preferences tab, click the Contacts Option… button
  • Tick the option “Show contact linking on all Forms
  • Click OK and then OK again

To start attaching contacts to an appointment:

  • Go to your Calendar folder and create a new Appointment, you will find the Contacts button as shown below:

Contacts on Appointment form

  • Say for example you want to create a meeting with Sanjay Singh of Standss (South Pacific) Limited. Simply click on the Contacts button, select Sanjay Singh from your contacts list and click OK.
  • Click Save and Close to create the appointment.

You can also link contacts to other Outlook items such as Tasks, Journal, Notes etc following similar steps.

Let us know if you find this tip useful by leaving a comment below.

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