How to use Outlook’s reminders to ensure that people respond to your emails

By standss · Comments ( 2 ) Thursday, October 3rd, 2013

How many times have you sent an email requesting for information and not received a response? In this post, we will show you how to set reminders not only for yourself, but also for the recipient to ensure that you get response to important emails on time.

GOOD NEWS, you can do this just using Outlook’s built in reminders.

  • Open Outlook
  • Create a new email
  • In Outlook 2013/2010, on the ribbon under the Tags group, click Follow-up > Add Reminder…
    In Outlook 2007, under the Options group, click Follow-up > Add Reminders…

outlook_reminder_settings

  • On the screen that appears, tick the checkbox “Flag for Recipients
  • Tick the Reminder: checkbox
  • Select the Date and Time for the reminder to appear in the recipients Outlook

To set a reminder for yourself:

  • On the same screen, tick the checkbox “Flag for me
  • Select the Start and Due Date
  • Tick the Reminder: checkbox
  • Select the Date and Time for the reminder to appear in your Outlook
  • Click OK

Now send the email as normal.

At the selected date and time, the reminder will pop-up to remind the recipient and you to deal with the email

I hope you find this tip useful in getting your work done at the right time.

Do you have other methods to ensure that important emails are dealt with or responded to?

Let us know by leaving a comment below.

You may also want to look at eeminders for Outlook. eeminders can also remind you to follow-up on an email but go one step better than Outlook’s built in reminders. eeminders can move a copy of your sent email to the TOP of your Inbox on your chosen date and time.
Try eeminders for outlook – Get the right things done… at the right time!!!

Prompt before sending email EXCEPT if within domain(Send Guard for Outlook Upgrade)

By standss · Comments ( 0 ) Wednesday, October 2nd, 2013

We’ve added a new feature to Send Guard for Outlook that was suggested by a corporate client with more than 500 Outlook users.

We are happy to announce the release of a new updated version of SendGuard for Outlook (version 1.1.5023). This update is free for all existing users and includes a number of “new” features as well as bug fixes.

What’s New?

One of the most liked feature of SendGuard is the “Send-Confirm” prompt. After you click Send, SendGuard automatically displays this prompt to ensure that you are ACTUALLY ready to send the email. This helps you avoid accidentally sending incomplete or inappropriate emails which you would later regret sending.

But… you might not want the confirmation prompt to appear for all emails for example emails that are sent within your organization (within the same domain). With the new version, you can easily add your company domain to the list and SendGuard will not display the prompt for all emails within that domain.

Here’s how to make this change in the Settings:

  • Open Outlook
  • On the ribbon, click the Standss Outlook Addins tab
  • In the SendGuard group, click on the SendGuard button > click Settings…
  • Click on the Send Confirm tab to display the screen as shown below

sendguard_send_confirm

  • Select the option for “Display messages for Everyone except following addresses/domains
  • Click the Add button, enter the domain name on the displayed screen for example standss.com or microsoft.com etc
  • Click OK and then OK again

Now for any email addresses within the listed domain, you will not get a Send Confirm prompt.

The full list of features/bug fixes in this update include:

  • New! New Send confirm prompt option: Display prompt for everyone except the following email address / domains
  • New! Apply Windows theme on all addin screens
  • Bug fix: On some machines with Outlook 2013, empty subject prompt message comes up in never ending loop.
  • Bug fix: If you do a Reply-All on an email whose sender is a Microsoft Exchange Email, an error prompt comes up.
  • Bug fix: On some machines, when you file original email using EmailTags for Outlook, an error message comes up in SendGuard.

You can download the latest version now from our website.

New to SendGuard: SendGuard is an Outlook addin that has a collection of extremely useful tools that ensure your outgoing emails are COMPLETE (with no missing information) and are being sent to the CORRECT (and only the correct) people.

SendGuard will automatically display a prompt when you:

  • Forget to attach a important file to an email
  • Clicked Reply when you meant Reply-All or vice-versa.
  • Forgot to write a subject.
  • Emailed someone using the wrong email address (for those of us with more than one email address).
  • Fired off an angry message that you later regretted.

Test Drive SendGuard for Outlook now by downloading the fully functional 30 day trial.

Let us know what you think about the new features in SendGuard by leaving a comment below.

Categories : Outlook Email Tips, SendGuard for Outlook Comments ( 0 )

Searching for emails using multiple email tags

By standss · Comments ( 0 ) Thursday, September 26th, 2013

Many of our users now use Email Tags to organize their emails instead of folders. We had recently updated Email Tags with a new search screen that was much easier to use. It had removed some functionality that we thought that users did not need. We were wrong.

Several users wrote to use requesting that we bring back the ability to Search for emails that have been tagged with more than one keyword e.g. find all emails that have the tags “Quote” and “Product X”.

We are happy to announce that we have restored this functionality in Version 1.1.5017. You can download the latest version of Email Tags from our website.

Setting up Email Tags to use the Old Search Screen

You can use the settings screen to decide whether you wish to use the new style Search screen (which does not support searching by multiple tags) or the old style search screen (which supports searching by multiple tags).

The new style screen is selected by default. To change this:

  • Open Outlook
  • On the ribbon, click on the Standss Outlook Addins tab
  • In the EmailTags group, click More > Settings
  • Tick the checkbox for “Allow (old style) searching for multiple tags”
  • Click OK

Searching for emails with multiple tags

Click the Search button in the Email Tags group on the ribbon. The following Search screen will be displayed (provided you changed the settings screen)

tag and search email

  • Enter your Search terms in the Tags field (separate multiple tags with commas).
  • Click OK.

Let us know whether you prefer the old or new style search screen by leaving a comment on the blog.

More information on Email Tags

EmailTags for Outlook addin is a handy and reliable tool designed to make it easier to find emails in your Outlook Inbox. With EmailTags, you can quickly tag your emails with keywords like customer name, project name, etc and later find the emails easily by searching for one or more of this tags.

You can watch a short demo video or download a fully functional 30 day trial from our website now to see for yourself how fast and easy EmailTags really is.

Here is what one user (of the many) has to say about EmailTags:

“My InBox has never had so few emails in it because of EmailTags. It’s incredibly easy to tag emails and file them. Outlook is better organized now than it ever has been.” – Chuck Coleman

EmailTags version 1.1.5017 Released: Reintroduce Search emails with Multiple Tags

By standss · Comments ( 0 ) Thursday, September 26th, 2013

The latest version of EmailTags for Outlook is now available for download from our website. This update is free for all existing users. The updates includes a number of “new” features as well as bug fixes.

What’s New?

EmailTags Outlook addin has had a great response from users. We continuously get emails from users suggesting how we can make it even better.

One of the new features in this release is actually an old feature that we have reintroduced as a result of demand from existing users.

Several users wrote to use requesting that we bring back the ability to Search for emails that have been tagged with more than one keyword e.g. find all emails that have the tags “Quote” and “Product X”.

The full list of features/bug fixes in this version include:

  • Allow (old style) searching for multiple tags (reintroduced based on user demand)
  • Apply Windows theme on all addin screens
  • Right-click on an email to Tag IT now available in Outlook 2013
  • Bug fix: In Outlook 2007, if you select a meeting request, error message comes-up
  • Added OutlookVersionCheck in the deployment MSI so that a prompt comes up if the wrong version of MSI is being installed based on the Outlook version (32 bit or 64 bit).

You can download the latest version now from our website.

New to EmailTags: Watch a short demo video on our website or you can also download a fully functional 30 day trial version of EmailTags.

Thanks to everyone who have written to us and if you have any comments, ideas, suggestions for EmailTags, feel free to write to us. We really value your feedbacks and try to make our outlook addins work the way you want.

Myth: Inbox cannot be your To-Do list, Agree or Disagree?

By standss · Comments ( 0 ) Monday, September 23rd, 2013

I recently stumbled upon an article on PCmag that highlighted 5 reasons your Inbox is not your To-Do list. While I do not agree with the title of the article (I have started using my Inbox as a To Do list much more successfully than any other system I used in the past), I do agree with the reasons they have stated for the title.

  1. No control over incoming items.
  2. Lack of tools for prioritizing and setting deadlines .

We recently surveyed 30,000+ Outlook users on a similar topic and asked if they were using their Inbox as a To-Do list, what are some of the problems and tips to better use the Inbox as a To-Do list?

Our survey confirmed that most Outlook users were still using their Inboxes as their primary to-do lists… despite what productivity guru’s say! Why?

Most of us have tried to follow the advice of productivity guru’s, spent time searching for solutions to overcome email overload and tried using the Outlook Task and Calendar… but all the methods failed… Because it just takes too much will-power and discipline to continue to follow this methods.

Needless to say, using the Inbox as a To-Do list does have some limitations such as:

  • The Inboxes is always overloaded with no control over incoming emails!
  • There is no way to prioritize or schedule emails in a more meaningful order.
  • There is no easy way to view (or adjust) your work schedule when you work from your Inbox.
  • There is no easy way to add notes to an email to remind yourself later why you actually left the email in the Inbox
  • How to ensure that other people respond to emails that we have sent.

But some users shared very clever tips to deal with these problems:

  • BCCing themselves on emails that need follow-up (so that the emails come back to your Inbox)
  • Flagging or marking emails as Unread (so that they look different from other emails in the Inbox)
  • Having a system of folders for different priorities (requires discipline which I personally don’t have)

You can get more details on each of the solutions listed above in our Free Report. This report outlines a number of tips that you can use to unclutter your Inbox and get more real work done.

Based on our survey, the inbox is still the primary To-do list for majority Outlook users and with a few tweaks and built-in Outlook features (BCC, flagging etc), you can make your inbox work as a To-Do list.

How to better use the Inbox to get the right work done… at the right time?

If you are amongst those who prefer to use the Inbox as your To-Do list, you could implement the tips suggested by actual users above or try the eeminders for outlook addin.

eeminders works directly inside Outlook and lets you:

  1. Defer/Snooze emails out of your Inbox …. until you need them
  2. Get Follow-up reminders for emails you send… in your Inbox
  3. View your Inbox with the emails that you need to work on at the top…. in bold
  4. Do more than just emails… schedule your non-email tasks in your Inbox too
  5. Move your non-urgent emails into a Someday folder to relook at in the future when you have free time
  6. Review and Reschedule your future email workload easily

Don’t take our word for it, try eeminders free for 30 days or watch the short demo video to see for yourself.

What is your opinion, can the Inbox be used as a To-Do list or not?

Let us know by leaving a comment below

Why you should avoid using BCC for emails?

By standss · Comments ( 0 ) Thursday, September 19th, 2013

Outlook users BCC emails for two main reasons… sending sales/marketing emails or sending someone a copy of the email without letting the other recipients know. We strongly recommend that you DON’T use the BCC field for either purpose. Why?

  1. Your sales/marketing emails will probably get caught in SPAM filters: Stuffing the TO/CC/BCC field with email addresses makes your email look like spam and it might be caught by the SPAM filters, which means your recipients might never receive your email about an important announcement/sale/event etc.
  2. Your sales/marketing email might not get read even if it gets past the spam filter (because it looks too much like a sales email to the recipient)
  3. If you used BCC to keep a recipient hidden from others, imagine what would happen if the hidden recipient did a reply-to-all! Suddenly the other recipients would be aware that you had been using BCC and depending on the nature of the email conversation, this may be viewed as dishonest or sneaky.

What to do instead of using the BCC field?

Send Personalized Individual emails (Marketing or Sales emails)

Your emails have a better chance of reaching the recipients inbox if it is personalized and addressed to that person.

You can either send the same email to the recipients one at a time (compose a new email and copy paste the content) which would be time consuming… or

You can use an easy mail merge tool like Email Merge for Outlook to send out personalized individual copies of the email to each recipient. Each recipient will get a personalized copy of the email which is addressed only to him/her.

Forward Emails (when you need to hide a recipient from the others)

If you need to send someone a copy of an email without others knowing about it, don’t BCC them on it. Instead send the email out to the “disclosed” list of recipients. Then forward a copy of the Sent email to the “hidden” recipient. Now if the hidden recipient reply’s to the email, the reply will only come to you.

Avoid accidental Reply-To-Alls yourself

If you or others in your organization are dealing with confidential information that you are BCCed on, you might want to also look at Send Guard for Outlook to avoid doing an accident Reply-to-all yourself!

Send Guard has special filters that check emails as you respond to them and as they are sent out.

A special prompt will warn you and ask for confirmation if you reply to an email on which you have been BCCed.

This can avoid the accidental disclosure to other recipients that we referred to earlier.

I hope you find this tip useful.

If you know of other email abuses or ways to avoid email abuses, share it with us by leaving a comment below

Related Posts:

How to create NON-SPAM emails that get opened and read

When to BCC Emails in Outlook

Myth: Sorting and Organizing emails makes us more productive

By standss · Comments ( 1 ) Thursday, September 19th, 2013

A recent study by the University of California found that email technologies are now so good that filing emails into folders may actually make them harder to find! It also wastes more of your time both filing and finding emails.

I moved my own email organization system to a non-folder based system some time ago. I was a little apprehensive when I first made the move but the results have been well worth it.

How/why do I use an Archive folder?

Although I don’t use project/client based folders for emails anymore, I don’t use my Inbox to hold everything. Instead I have created an Archive folder inside Outlook.

Once I have finished with an email, I either DELETE it or ARCHIVE it. This way my Inbox only contains emails that I still need to work on.

You can Archive your email simply by dragging and dropping it into the Archive folder.

You can also use the categories feature of Outlook to tag your emails with keywords (project names, client names etc) so that they are easier to find.

A large part of my day is spent in Outlook and I use Email Tags for Outlook to automate the archiving and finding process.

Finding Emails in the Archive folder

In the “old” days, folders were used so that we could find emails later. Under this new system, all your old emails are in the one Archive folder.

I find that Outlook’s own built-in Search is now good enough to quickly find emails for me. You can go to the Archive folder and use Outlook’s Search box.

Outlook Archive folder

You will see in the image above that I have also added the Archive folder to Favorites (inside Outlook) to make it even easier for me to jump to that folder when I want to.

As mentioned earlier, I also use Email Tags for Outlook to tag my emails with Project Names etc. Email Tags also has a special search function which makes my emails even more findable( and groupable… I can see all emails in a project as if they were in a folder… without the effort and time of filing in folders)

All you need is Outlook… but Email Tags can save you a lot of time

The archiving system described above works with nothing but what comes built into Outlook. However if you spend a lot of time writing and responding to emails, Email Tags will pay for itself in a few days.

Here’s what one customer said…

” … One of the most useful software applications we own … No more lost e-mails, no more trying to figure out which folder I put it in, no time wasted searching for an e-mail.”
- Justin Henderson

You can go here to Download a Fully Functional Trial of Email Tags or View a Short Demo Video.

eeminders addin version update: New features + Minor bug fixes

By standss · Comments ( 2 ) Wednesday, September 11th, 2013

The latest version of eeminders is now online and available for download. This update is free for all existing users of eeminders and has some GREAT NEW FEATURES. We’ll have blog posts later on some of the new features but here’s a quick list.

It has only been a week since we launched our new outlook addin eeminders just a week ago. We’ve had hundred of emails telling just how useful the addin is. Our favourite comment… eeminders is LIFE CHANGING!

We’ve also had a lot of suggestions for improvement. We’ve done our best to implement the best ideas in this version.

New features available in this version are:

  • You can right click on emails to eemind me or Someday (instead of using the ribbon or toolbar).

eeminders right click menu

  • You can clear the eeminder dates from emails that are in your Inbox. Right click on the email and click eemind me date clear. This is useful if you want to keep the email in your Inbox even after you’ve completed working on it.
  • A new option on the Setting screen lets you choose whether received emails will be copied or moved when eeminders are set. This was previously only available for Sent emails. However several users told us that they needed this for the received emails as well as originals needed to be moved immediately to public folders, document management systems etc
  • A new option in the Setting screen lets you turn of the notifications that eeminders displays in the Windows system tray when emails are returned to the Inbox etc. Most users told us that they loved this reminder but a few wanted the option to turn it off,

Click here to download the latest version of eeminders.

For those readers who don’t know what eeminders is:

eeminders for Outlook helps you unclutter your inbox and get the Right Things Done… at the right time!

  • Defer/snooze emails out of your inbox and it will magically return to your inbox at the date and time you ready to work on it
  • Add notes so you are not scratching your head why this email was not dealt with earlier
  • Get reminded to follow-up on important emails
  • Don’t know when you will work on an email? Move it out of your inbox into a Someday folder to refer when you have time.
  • And more

Visit our website now to learn more about eeminders and download a fully functional 30 day trial

Unread (and All) Emails in Outlook 2013

By standss · Comments ( 0 ) Tuesday, September 10th, 2013

Here’s a hidden new feature in Outlook 2013 that you may have missed. You can easily switch between looking at all emails in a folder and just the unread emails by clicking on the icon on the top of the mail list.

mark as unread

This feature is not available in Outlook 2010 and earlier.

Some people use Unread emails to indicate that an email still needs action. If you do this then you may also be interested in the following article.

Mark Outlook Emails READ only after you ACTUALLY Read them

I don’t do this myself. Any email that is in my Inbox still needs some work.

If you work in a similar way to me, I recommend looking at eeminders for Outlook. eeminders helps to keep the Inbox uncluttered by removing emails out and then bringing them back only when I need to work on them.

Categories : Outlook Email Tips Comments ( 0 )

Why are emails showing under date (NONE)?

By standss · Comments ( 0 ) Thursday, August 29th, 2013

A few eeminders users have asked why their Inbox has emails grouped under NONE for date. Emails in this view are grouped and sorted to help you get the right work done… emails that you have chosen to work on will display at the top. This post has a more detailed explanation on how you can use this

inbox sort by eeminders

Firstly… The received date of your emails have NOT been changed in anyway.

In this view your emails are sorted by EEMINDER DATE, not received date.

This lets eemidners show you what you plan to work on at the top. You can see that your emails are sorted by eeminder date by the little downward arrow next to EEMINDER in the column header.

As a result the groupings are also by eeminder date.

Emails with no eeminder date are all displayed under the title of NONE. However within this grouo they are sorted by reminder date.

If you want to view your emails sorted and grouped by received date you can always click on the Received column header (clicking on the column a second time will change the sort order from ascending to descending or vice versa).

Related Posts:

Using (and customizing) eeminders views for your Outlook Inbox

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