Folder recommendations in QuickFile are significantly more accurate in QuickFile Version 5. However there may be cases where you want to remove a suggestion (e.g. if you accidentally used a folder).
Step by Step
Open the QuickFile screen by clicking on QuickFile or Find & Goto on the ribbon.
Right click over any folder in the Best section.
Click Remove from Best.
If the suggestion was for this particular contact or conversation, it will be removed from the list of suggestions.
New to QuickFile: Click QuickFile for Outlook Version 5 for more information on the easiest way to file and find your emails in Outlook.
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.
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.
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.
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.
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.
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. email@example.com<mailto:firstname.lastname@example.org>) 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.
Instead of our regular blog posts, we are creating a series of 3 video posts to solve what our 30,000+ blog readers tell us is there #1 problem… TOO MUCH EMAIL!
You can watch the first two (short) videos here:
These videos are free for the moment.
You will need to opt-in to see the video (as always we respect your privacy and will NEVER share your email with anyone).
We’re asking for your email again so we know who to send the PDF version of How to Cure Email Overload to… as soon as the video course is complete.
Once you have seen the videos, please let us know if there is any question you want answered in the third and final video.
Your Outlook Team at Standss
PS: The videos may be taken down and converted into a paid training course later. Watch it now.
In the post last week, we looked at some of the ways that you can customize outlook to suit your style of working and also effective handle the pile of emails in your inbox.
Other than emails, Outlook users also use the calendar and task to manage their daily lives and projects… and yet Outlook does not give us an easy way to manage projects inside Outlook. Outlook users frequently ask us how they can see all appointments and tasks that make up a project in one place.
Why is this important? Most work or projects are made up of a series of steps all being related to each other. As we finish a step, it is important to know what the next steps are to get the project completed. Things also don’t always go according to plan… and we need to see what else gets affected when things change.
Our research showed that there is no simple way to organize and view related tasks and appointments under projects… so we added this functionality to our Outlook Project Management addin Smart Schedules for Outlook.
With Smart Schedules for Outlook you can:
- Assign existing (or new) tasks and appointments to projects
- Quickly see all tasks and appointments for a project at the click of a button.
Here are step by step instructions showing you just how easy this can be:
Assign existing (or new) tasks and appointments to projects
- Open Outlook and go to the Calendar/Task folder that the existing appointment/task is located in
- Select the appointment/task
- Click on Assign Project button on the Smart Schedules toolbar/ribbon. This will display the following screen:
Select an existing project from the Project list.
- Note: You can also type in a new project name if you would like to create a new project and add this selected appointment/task to that project.
- Click OK.
Quickly see all tasks and appointments for a project at the click of a button
Smart Schedules Project Centre makes it easy to see all appointments and tasks that you have associated with a project.
On the Smart Schedules toolbar, click Project Centre
- From the Project drop-down, select the Project to which you assigned the appointment or task
- You will now be able to view the appointment or task assigned to the project and all other related appointments and tasks for the project as shown below:
Smart Schedules for Outlook was designed with the help of almost 20,000 Outlook users. Try it for yourself today and tell us what you think.
Download a fully functional version of Smart Schedules for Outlook.
Watch a short video of our Outlook based Project Management tool (Smart Schedules)
I hope you find this tip useful managing your projects in Outlook.
If you know of other ways to manage projects using Outlook, share it with our readers by leaving a comment below.
Adding images to your sales and marketing emails can make your emails look attractive and engaging but ONLY if the images and your well-crafted HTML email appears the same in the recipient’s inbox as you intend it too…
Using images in your marketing emails incorrectly can cause a reduction in response rates. Here’s why:
- Plain text emails get through spam filters more easily (ultimately it depends on content so your plain text emails will still get caught if you are sending out obvious spam).
- Email clients like Outlook do not display graphics in emails by default because spammers use them for tracking purposes etc. Therefore if you have your main message only in an image (without repeating it in plain text), then your readers may never actually see it.
- Many email users are now using the preview pane to scan through emails before deciding which emails deserve their attention. If you have a graphic at the top that is not meaningful then your emails may be skipped.
- Not all your readers are using the same version of Outlook as you are… in fact many may not be using Outlook at all (think Gmail, Hotmail, Yahoo Mail etc). In our experience images often cause HTML emails to display differently in different browsers which can spoil the look you want to achieve with your emails.
This is one of the main reasons that most of the professionally designed templates in our Email Merge for Outlook addin have little or no images in them. Instead we have used HTML to create a professional look that displays properly and looks great in all the email programs that your readers will be using.
I hope you find this tip useful with your email marketing campaigns this holiday season and improving your response rates.
Let us know if you have other techniques to improve the email response rate by leaving a comment below.
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:
- Your (the Sender’s) Name
- Your Email Address
- 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.
Although I have tried many different productivity techniques (GTD, TBYL etc), I still find that I have too many emails in my Inbox. Here’s a little technique that I use to get the emails that I need to work on today to show up highlighted at the top of the Inbox. This works even if the emails were received on different days.
Follow the steps below to have the emails you want to deal with today appear at the top of the Inbox:
You will also need to have our eeminders for Outlook addin installed.
- Open Outlook
- Go to your Inbox, select the email that you want to work on today
- Right click on the email and eemind me
- Click Now
- Follow the same steps above for all emails that you wish to deal with today
- Once done, on the eeminders toolbar/ribbon, click View > click Inbox (sort by eeminders)
This will now sort your Inbox and show all emails that you need to deal with today at the top of the Inbox. The emails will also be bold and marked as unread so you know which ones have been done and which are still left.
New to eeminders?
eeminders for Outlook makes it much easier to have an uncluttered Inbox that helps you get the right work done. eeminders comes with a number of views to make it easier to see what you need to work on in your Inbox. With eeminders you can also:
- Defer/Snooze emails out of your Inbox …. until you need them
- Get Follow-up reminders for emails you send… in your Inbox
- Do more than just emails… schedule your non-email tasks in your Inbox too
- Move your non-urgent emails into a Someday folder to relook at in the future when you have free time
- Review and Reschedule your future email workload easily
I hope you find this tip and eeminders useful.
Do you know of other ways to use your Inbox as a To-do list? Share it with us by leaving a comment below.
Are your Sales and Marketing Emails from Outlook reaching their audience… or are they lost in Junk Mail folders?
In order to get your marketing emails read by your customers, you should NEVER send out bulk emails by stuffing many email addresses in the To, CC or even BCC fields.
Instead use Outlook to do an email merge i.e. create and send out a separate, personalized, individually addressed copy of the same email to each person.
This will not only avoid SPAM/Junk filters but will also help you increase your conversion rate by 208% as shown in a recent email marketing case study by Marketing Sherpa.
Why is this important?
Emails sent the wrong way are MUCH more likely to be blocked by the many levels of junk email filters that we all have (even if we don’t always know they’re there).
Junk/SPAM Mail Filters have different levels of sophistication but they all follow a few basic rules including:
- An email with a lot of recipients is more likely to be spam than an email addressed to only my valid email address and…
- An email that is NOT addressed to me directly is more likely to be SPAM than one that is addressed to my email address.
Many Outlook users don’t realize the multiple levels of junk email filters stopping both junk and often real emails from getting to our Inboxes.
Level 1 – Internet Service Provider: Most ISPs now have Junk Mail Filters setup on their servers. These filters do their work even before the email gets to our computers i.e. they remove the email to a Junk Folder that can only be accessed via the Internet.
Level 2 – Anti Spam Software: Many users have additional anti-spam software on their computers that automatically remove and quarantine suspected spam emails.
Level 3 – Outlook’s built-in Junk Email Filter: Finally Outlook has its own Junk Mail filter which moves suspected junk emails to Outlook’s own Junk E-mail folder.
If you’re still sending out your Sales and Marketing Emails from Outlook by putting them all in the To, CC and BCC fields of one email then guess what… your email is most likely lost in a Junk Email Folder somewhere… it is NOT reaching the Reader.
Very few users bother checking the various Junk Mail folders… if your email is getting blocked then chances are it’s going to stay blocked.
Email Merge! You can use Outlook to create and send out personalized copies of the same email to many people.
Outlook has some basic mail merge functionality built into it (it uses Word to do the merge) but this does have some limitations including:
- being harder to use
- not being able to customize the Subject line and
- not being able to send out your emails in smaller lots (which again impacts deliverability).
The easiest way to do this is using our own EmailMerge for Outlook addin. Our addin installs inside Microsoft Outlook and then provides a step-by-step Wizard that will guide you through your first email merge.
In the first tip last week, we showed you how to automatically process newsletter emails using Outlook rules to ensure that only actual work related emails are in your inbox… This way you are focused on your real work, your inbox remains clean and you can easily find the newsletters later when you want to read them.
Ever wished that your most important emails or emails that interest you would automatically stand out from the ocean of emails in your inbox? It just saves you so much time then going through your emails one at a time and deciding which ones to do first.
I’ve setup Outlook so that it automatically highlights (Red Bold) any email with the word Outlook in it.
You can do this using Outlook only (no additional software required) and it’s super easy to setup.
- Go to the Folder in which the emails are. This can be the Inbox or any other folder.
- In Outlook 2013/2010, Click View on the Ribbon and then click View Settings.
In old versions, on the toolbar, Click View > Current View > Customize Current View to display the Customize View screen.
- In Outlook 2013/2010, Click Conditional Formatting… button
In old versions, Click the Automatic Formatting… button.
- Click Add
- Enter a name for the rule e.g. “Color Code Outlook Emails”
- Click the Font button and use the resulting screen to choose how you want emails to be highlighted (I chose the colour Red and Bold). Click OK to return to the previous screen.
- Click the Condition button to display the Filter screen and enter your criteria and click OK.
In my case I chose;
Search for the word(s): Outlook
In: Subject and message body
- Click OK 3 times to return to your Folder.
The current emails in your inbox (or any other folder) will now be automatically color coded based on the criteria you have setup.
You can also use this technique to highlight other important emails for example:
- Emails from your most important clients (you don’t want to upset them)
- Emails from your Boss (you’d definitely want to check his/her email first :))
- Email from your partners/resellers/affiliates (get new leads and close sales)
- And more…
Do you have other techniques to highlight important emails in Outlook and stay focused?
Let us know by leaving a comment below.
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