Tip# 7 of 8: File things out of your Inbox as soon as you have READ the e-mail

By standss · Comments ( 0 ) Tuesday, July 8th, 2014

In the last tip, we showed you how to configure Outlook to make it easy for you to drag and drop emails out of your Inbox to dedicated client or project folders.

Your inbox should not be your filing cabinet or storage folder… it should be more like your To-do list or Actions folder.

Your Inbox should only have e-mails that you need to take action on!!!

Once you have your folder structure in place, you are ready to shift e-mails out of your Inbox.

If you have left your e-mails in the Inbox until now, it may take you some time to move all the e-mails out to the appropriate folders. You can do it now or do it later but DO IT.

In the meantime make sure that at least the new e-mails that you receive are filed properly.

Ideally, you should move your e-mails out of your Inbox IMMEDIATELY after reading them… unless it’s urgent and you will be taking action (reply, forward or delete) on them in the next few minutes.

Drag and drop the e-mails from the Inbox to the appropriate folder.

To drag and drop the ORIGINAL email:

  • Left-click on the mouse and hold the button on the e-mail that you want to shift.
  • Drag it to the appropriate folder on the folder List.

To drag and drop a COPY of the email:

  • Right-click (instead of Left-click) and then drag and drop.  When you drop the email (release the right mouse button) you will get presented with the option to Copy or Move. Click on Copy.

If you think Drag and Drop is tedious and you always need to remember which folder a particular email needs to go to or even where the project folder is located in the first place?

I would recommend you give our QuickFile for Outlook addin a try.

QuickFile automatically learns and recommends to you the correct folder to which you are likely to file an email from a client or related to a project… just a click of a button and the email is filed to the correct folder.

You don’t need to take my word on this… try QuickFile yourself by downloading the fully functional 30 day trial version from our website.

      Time to join the conversation – what do you think?

Let us know what you think by leaving a comment below. Feel free to share your own experience and the filing system that you use to keep your inbox clean and organized with our readers.

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Here are links to the earlier tips we have discussed so far in case you missed out:

Tip #1 of 8: Turn Off Auto-Archiving in Outlook
You should archive e-mails as projects are completed. Don’t disorganize yourself by archiving based on dates.

Tip #2 of 8: Think carefully before using Outlook Rules
Rules can cause you to miss taking action on certain e-mails and also filing them into incorrect folders.

Tip #3 of 8: Find out where your Outlook data file is and backup regularly
How can you be sure that your Outlook data is being backed up if you don’t know where it is?

Tip #4 of 8: Split your Outlook data into more than one file
This technique will stop your e-mail file from getting bloated, slow and eventually corrupting itself and dying.

Tip #5 of 8: File your e-mails using the same folder structure as you do for your paper files
Filing e-mails into folders makes it much quicker and easier to file, find and archive e-mails later.

Tip# 6 of 8: Setup Outlook so that it is easy to drag and drop e-mails to the correct folders

8 Simple tips for Email Management in Microsoft Outlook

By standss · Comments ( 0 ) Thursday, June 5th, 2014

During the recent launch of our newest QuickFile for Outlook addin, we carried out survey’s and also spoke to a few readers and customers personally to find out if they needed help with filing and retrieving emails. This is what I found out…

Many users still do NOT have a system for filing their emails. Even users who KNEW they needed a system were not using one … They either don’t have the time or enough information to get started.

The top 3 reasons reported by users for not implementing an email management system are:

Reason #1: Outlook’s built-in automatic filing tools (Rules and Auto-Archive) don’t seem to move things logically for me!

I agree 100%! That’s why in tips #1 and #2 of this upcoming blog post tips series I advise you to turn these features OFF. We’re going to show you an easier way… that still does not need anything outside Outlook or learning a new software.

Reason #2: I don’t have the time.

I think a reader said it best…

When should I file? If I am busy with work then e-mails just build up, if I am busy with e-mails, my work does not get done. (John)

In the next few weeks we’re going to introduce to you a system that takes very little extra time but still gets all your filing done. In the next few weeks, we’ll show you some additional tips to bring the time down to (almost) zero.

Reason #3: How should I structure my email management system… there seems to be so many different ways of doing this.

I like to keep things as simple as possible so I normally recommend to my clients… Create a folder structure inside Outlook that matches the way you file your paper documents. It makes it much easier to find emails (or for that matter anything) later if they’re all filed using the same system.

You can create and use a simple email management system TODAY… with nothing more than Outlook.  This system is already being used by thousands of our customers around the world.  Let’s get started…

In the next few weeks, I will be providing step-by-step instructions for a VERY SIMPLE email management system that will work for any businessperson who works with clients, projects or cases.  Use these simple tips to:

  1. Ensure that your Outlook data file does not get bloated, slow-down and eventually corrupt itself and die (causing possible loss of some if not all your e-mails
  2. Backup the correct Outlook data files in case of hardware failure
  3. Organize your emails so that your E-mail Folders matches your paper filing structure
  4. File your e-mails in a way that lets you quickly see all correspondence (incoming, out-going, to and from anyone) for a project quickly and easily in one place
  5. Get some control over your e-mails and use your Inbox like a proper In-tray holding only the items that need your attention.
  6. Easily archive e-mails for completed projects with other electronic documents (Word files, Excel files etc) for the same project.
  7. Quickly find specific e-mails for a project.

By now you all must be wondering if this is going to be a
FREE tips series or will you have to pay to join?

The tips that I will be sharing with you in the next few weeks has been shared to me by YOU so how can it be charged, therefore this is an absolutely FREE tips series.

I will be posting the tips on this blog in the order that I feel would give you a simple and efficient email management system so I recommend that you go through the tips in the order in which they are presented as they build on each other.

If you have not subscribed to our blog yet, JOIN US today so we can notify you when we post the tips on our blog.

Whats next?

In Tip #1 and #2 next week, I will be showing you why you should not be using Outlook’s Auto-Archiving and Rules feature and how to turn it OFF.

Till then… Have a Better Outlook.

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Showing subfolders in QuickFile Version 5

By standss · Comments ( 0 ) Tuesday, May 20th, 2014

QuickFile makes it easy to find a folder but what do you do if you need to see its subfolders too. Previous versions of QuickFile showed you the folders in a way that let you expand folders to show its subfolders. Here’s how to view subfolders in QuickFile Version 5.

Please note that this feature is only available in QuickFile 5.0.5252. If you need to, you can download the latest version of QuickFile for Outlook from here.

Open the QuickFile screen by clicking on QuickFile or Find & Goto on the ribbon.

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Right click over any folder in the Best section.

Click Show Subfolders in Search Results.

The setting will be saved for you and used in all future searches. You can changes it by repeating the steps above.

Please let us know if you find this feature useful by leaving a comment below.

New to QuickFile: Click QuickFile for Outlook Version 5 for more information on the easiest way to file and find your emails in Outlook.

Removing Suggestions in QuickFile Version 5

By standss · Comments ( 0 ) Tuesday, May 20th, 2014

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.

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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.

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80-20 Rule Applied to Outlook Emails (stay focused on real work)

By standss · Comments ( 1 ) Friday, October 18th, 2013

I’m sure everyone is aware of the famous 80-20 rule and apply it to your business model (we do at Standss). In this post I will show you how the 80-20 rule can be applicable to handling emails to get the best results so read on…

For those who are not aware, this principle states that most of our results (80%) come from a small portion of our actual work (20%).  An example in terms of sales is 80% of our sales come from 20% of our customers.

How does this apply to emails?

Well, check your inbox now, I’m sure you will notice that out of all the emails in your inbox, only a small portion would actually be important or those which will yield you the most return.

In the next few posts, we will share some simple tips that will ensure you are focusing only on emails that are ACTUALLY work-related and yield you the best results (leads, sales, productivity boost etc). Here is the first tip in this post.

Tip 1:  Use Outlook Rules to Process Newsletter emails

Do you subscribe to email newsletters? Newsletter can be informative and interesting but they also distract you from your real work. So rather than deleting or manually filing each newsletter, you can setup a simple rule using Outlook Rules to automatically file your newsletters to a separate folder.

This way you are not distracted from your real work, your inbox remains clean and you can easily find the newsletters later when you want to read them.

How to create a Rule

BEFORE creating the Rule, create a folder inside Outlook where you want the newsletter emails to be moved to. Then …

  • Go to your Inbox.
  • In Outlook 2013/2010, Click the Home tab > In the Move group, click Rules > Manage Rules & Alerts…
    In Outlook 2007, Click Tools > Click Rules & Alerts
  • Click New Rule to display the Rules Wizard.

outlook rules wizard

  • Move Messages from someone to a folder” will already be highlighted. (This example assumes that the newsletters come from the same email address – otherwise you can use one of the other predefined Rule Templates)
  • Click “people or distribution list” to display the Rule Address screen.

outlook rule address

  • Choose a name from the list or type in the name/email address in the From field and then click OK.
  • Click the hyperlinked word “specified” to bring up the Choose Folder dialog. Select the desired folder from the list and then click OK.

Once the rule is created, any emails coming from the email address will automatically be moved to the chosen folder.

To apply the rule to existing newsletters in the folder, go back to the Rules and Alerts screen and click “Run Rules Now” button

If you don’t like using the Outlook rules, you can try QuickFile Pro for Outlook addin. This addin also has a special Newsletter feature which moves emails to dedicated folders automatically PLUS reminds you at a time of your choosing to look at your newsletter.

I hope you find this tip useful.

We will share more tips in the next post on how to stay focused on real work to get the best results from the least effort, so stay tuned.

Create Task or Appointment from Outlook Emails (To ensure things get done)

By standss · Comments ( 0 ) Tuesday, October 8th, 2013

Tasks

If you use the Outlook Calendar or Tasks List to get your work done, here’s a quick tip on how to convert emails to appointments or tasks.

Why might you need this? Like me, you probably get a lot of requests to get things done via email. You also probably send many emails that you want to follow up on. I personally do not use my Tasks List or Calendar for this (I use eeminders which lets me use my Inbox as my To Do list. However if you use your Tasks List or Calendar, this is what you can do.

OPTION 1: (FREE) Create a Task or Appointment from Emails.

All you need is Outlook…

  • Select the Email (either from your Inbox or Sent Items folder)
  • Drag-and-drop it from the folder to either your Task List or your Calendar.

This will automatically create a new Appointment or a new Task for you that you can then modify with due dates etc!

If you also want to attach the email to the newly created appointment or task (for easy reference later)… you can drag & drop the email using the right mouse button (instead of the left), this will give you the option to attach the email to the appointment or task.

I prefer the Right click option. Have the full email attached to the appointment/task makes it easier to Reply or Forward if I need to.

While the free option will work, here’s a few additional options that you may want to look at to really boost your productivity.

Option 2: File and create the appointment/task automatically when you click Send

If you send out a lot of emails that you need to follow up on, I would recommend QuickFile for Outlook. It automatically prompts you every time you send an email out. The email will be filed to the correct folder after it is sent and your follow-up task or calendar item will be created for you.

sent item organizer

Option 3: Get your reminders at the top of your Inbox on the correct day and time

I have personally found that I forget to look at my Calendar and Task List and as a result many actions get left undone. I have started using eeminders which shows me what I need to work at the top of my Inbox. You can watch a demo video or download a trial version of eeminders for Outlook from here.

I hope you find this tips useful.

Do you know of other ways to schedule your work and complete them on time?

Share it with us by leaving a comment below.

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Main for post sendguard

QuickFile Addin version 4.1.307 Released: Using with Microsoft Exchange & IMAP

By standss · Comments ( 0 ) Wednesday, June 26th, 2013

quickfile mail organizer

Standss is happy to announce the release of QuickFile version 4.1.307 which is faster and more stable with Microsoft Exchange and IMAP accounts in Outlook. This update is free for all existing registered users of version 4.0 or later.

QuickFile is already used by thousands of users around the world to file their emails into folders dedicated to emails or clients.

Fixes and Features in this update include:

  • New! Supports Office 365 Email Accounts
  • Bug fixes: Freezing issue with IMAP and hosted Microsoft Exchange Email Accounts have been solved.
  • Other minor bug fixes

Download latest version of QuickFile for Outlook

New to QuickFile: QuickFile is an Outlook addin that simplifies email management allowing you to file 90% of your emails at the click of a button. Watch this short video on managing emails inside Outlook.

You can also download a fully functional trial version of the QuickFile email organizer.

QuickFile Addon version 4.1.307 Released: Supports Office 365 Email Accounts

By standss · Comments ( 2 ) Wednesday, June 26th, 2013

quickfile email organizer

Standss is happy to announce the release of QuickFile version 4.1.307 which is faster, more stable and NOW supports Office 365 email accounts in Outlook. This update is free for all existing registered users of version 4.0 or later.

QuickFile is already used by thousands of users around the world to file their emails into folders dedicated to emails or clients.

Fixes and Features in this update include:

  • New! Supports Office 365 Email Accounts
  • Bug fixes: Freezing issue with IMAP and hosted Microsoft Exchange Email Accounts have been solved.
  • Other minor bug fixes

Download latest version of QuickFile for Outlook

New to QuickFile: QuickFile is an Outlook addon that simplifies email management allowing you to file 90% of your emails at the click of a button. Watch this short video on managing emails inside Outlook.

You can also download a fully functional trial version of the QuickFile email organizer.

The THIRD and EASIER way to Defer Outlook Emails till you ACTUALLY need them

By standss · Comments ( 1 ) Wednesday, June 19th, 2013

In last week’s post, we showed you 2 ways to Defer your Outlook emails till you actually need them (just using Outlook) so you are focused only on what needs your action NOW.

The problem with the earlier two options were:

  1. The email actually stays in your Inbox which can be a distraction and affect your productivity.
  2. You had to manually drag and drop emails to Task folders and also jump between your Inbox and Task to respond to deferred emails.

In this post, we will show you the THIRD (and a much neater) way of deferring your emails.

Our Outlook email management addin QuickFile PRO adds a Defer button to your Outlook.

All you have to do is click a button to move emails out of your Inbox and then have them magically reappear at your pre-set date and time.

Here’s how to use the Defer option:

  • Select the email
  • Click on the Defer button on the toolbar/Ribbon to display the following screen.

quickfile defer=

  • Enter the date and time or you can choose a number of days/hours/minutes when you want the emails to come back to your Inbox.
  • Click OK.

The email will be moved out and come back at your set date and time. If you have used Email Notes for Outlook to add notes to the email then your notes will also stay (and come back) with your email. This is useful so you don’t have to rethink why this email was deferred for later.

Many users have reported that this feature has greatly improved their productivity.

Tell us what you think by leaving a comment on the blog.

If you haven’t tried QuickFile for Outlook, watch a short video on our website to learn more about it or download a fully functional 30 day trial to test drive it yourself.

Email Organizer: fantastic time-saver for client or project based filing system in Outlook

By standss · Comments ( 0 ) Thursday, May 30th, 2013

With almost 80% of business correspondence now taking place by e-mail, you NEED a good system for filing your e-mails.

outlook email organizer

The simplest way to organize your emails is to duplicate your paper filing system inside Outlook.

Like other Outlook users, I’m sure most of you were also printing and filing copies of important emails into folders for different clients or products, and it worked quite well because all your filed documents for a particular client or project were in one place and accessible for future reference.

That is the same system you need to implement for your email filing in Outlook, create separate folders for each client or project and file your emails (incoming and outgoing) to this dedicated folders.

Filing your e-mails like this has a lot of benefits… even if you print out copies of critical e-mails for future reference.

  • BENEFIT 1: You don’t have to learn anything new to use this filing system (chances are your office has been filing your paper files using this system for years)
  • BENEFIT 2: You can quickly see all e-mails for a client or project in ONE PLACE. You can use Outlook’s built in sorting to see the time-line of e-mails etc.
  • BENEFIT 3: It is super-easy to export or archive projects. By filing in this way, you can use Outlook’s built-in tools to easily export e-mails out into a separate file if you need to. You can now file an electronic copy of all e-mails with your Word and Excel documents once a project is completed.

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WARNING! Your e-mail filing system may FAIL … and a solution

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This e-mail filing system clearly works. If it didn’t, you wouldn’t be filing your paper files this way.

Yet most users are not able to continue filing their e-mails this way for very long. Why?

The reason is simple.

  • It takes too much effort to drag each and every e-mail out of the Inbox and into the correct folder.
  • It’s too easy to forget to go to the Sent Items folder to move e-mails out of there into the correct folders.
  • It’s not as easy to delegate e-mail filing as it is to delegate paper filing.

That’s why we created QuickFile to solve the above email management problems.

QuickFile 4Outlook is an inexpensive email organizer that works inside Outlook by adding two buttons called QuickFile and Send&File to your Outlook. It doesn’t change Outlook in any other way and it won’t change the way you have always used Outlook.

QuickFile mail organizer is a fantastic time-saver for anyone who wants to use a client or project based filing system in Outlook.

Please give QuickFile a try. This is the only add-on we know that can guarantee that your e-mails get filed properly.

If you have your own test methods of filing emails that has worked?

Share it with us by leaving a comment below.

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