Mail Merge from Outlook to Microsoft Access

By standss · Comments ( 0 ) Monday, July 14th, 2014

Do you have lists in Microsoft Access that you need to send sales or marketing emails to? You can now email merge directly from Outlook using data stored in Microsoft Access.

Mail Merge is the process of taking one letter (or email) and then personalizing and sending it out to many people. Each person gets a separate copy of the email with only their own name on the To field. The email subject and body can also be personalized with their details.

Thousands of users have been using our best selling addin Email Merge PRO for Outlook to send out sales and marketing emails from Outlook using Outlook data or lists saved in Excel spreadsheets.

We have now updated Email Merge PRO so that you can also use data from Microsoft Access databases.

Email Merge gives you an easy step-by-step Wizard that results in individual personalized emails.

email_merge_access

If you’re an existing user of Email Merge PRO, you can download the update for free.

If you haven’t tried it yet, download a functional trial of Email Merge PRO from our website.

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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5 Essential Email tips for being more Organized, Productive and safe from embarrassment at work

By standss · Comments ( 0 ) Wednesday, July 10th, 2013

It’s hard to believe that 6 months have already gone by for year 2013… and the next 6 months will pass by even faster.

To ensure that we all continue to be organized and productive for the rest of the year, we decided to share with our readers the 5 essential tips to be organized, productive and safe from embarrassment at work.

If you missed out on any of the following tips earlier, this is your chance to look at them and apply it to your work for the rest of year.

Tip 1: Avoid filing emails in the Outlook Deleted Items folder

It is strange but we found out that a lot of people file their emails in the Deleted items folder (outlook’s rubbish bin).

Yes, the deleted items is referred to as a “folder” in Outlook but it is not for the purpose of filing/storing emails which you would want to refer to later.

We do not store anything in the rubbish bin in the real world to grab it out later right… then why do it in the virtual world.

Here’s why you should NOT file emails to the Deleted Items folder?

Tip 2: Easy Email Search Tricks in Outlook

Jumping from folder to folder in Outlook was old-school style of finding emails which wasted a lot of your precious time. Outlook has improved its search over the years so finding emails is now easy particularly if you know some tricks to help you get more accurate search results.

Check out some of my favorite search tricks here.

Tip 3: Mark Outlook Emails Read only after you actually read them

Every morning, the first thing we do in Outlook is skim through the new emails in the inbox to see which ones need our immediate attention and which ones can be dealt with later.

But while you click through each email, Outlook marks this emails as “Read” and removes the bold highlight… this makes the emails less visible to you and moves them further down as you continue receiving emails through the day. You could end up losing sales because you forgot to reply to the email, end up with frustrated customers due to lack of response and find an inbox that is stacked up with non-responded emails.

Here is a simple setting in Outlook which lets you set a minimum time that you need to be on an email before it is marked as read (I have set mine to 5 second).

Tip 4: Use Outlook Search Folders to never miss an Important Email from your Boss/Client

How many times have you not responded to an email from your Boss or an important client because the email got buried under other 100’s of emails in your Inbox?

Probably because you clicked on the email and Outlook marked it as Read as discussed in Tip 3.

You can easily solve this by using a feature built directly inside Outlook called Search folders.

Find out more about what Search folders are and how to set them up in Outlook

Tip 5: Avoid Common Emailing Mistakes that make you look unprofessional and waste precious billable time

Please raise your hands if you are guilty of committing any of the following mistakes:

  • Forgot to attach a document to an email message.
  • Clicked Reply when you meant Reply-All and wasted precious time re-sending the email to each recipient
  • Click Reply-to-All when you meant Reply and disclosed information to unintended recipients.
  • 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.

This may seem small errors but if you are running a business, these seemingly “small errors” can make you look unprofessional and waste precious billable time.

Find out how to avoid this emailing mistakes here.

To keep you (our readers) organized and productive for the rest of the year, we will share some more popular tips in the next post.

I hope you find this tips useful.

Let us know what are your plans for the second half of the year to have a better Outlook by leaving a comment below.

Better Proof-reading Emails with Outlook Speak

By standss · Comments ( 0 ) Friday, July 5th, 2013

Do you read the content of your email to yourself while you are actually typing the email?

How many times have you used Outlook to send out emails with correctly spelt but the wrong words in them?

I’m sure this is the same with everyone, as we type the content of our email, we usually read to ourselves what we are typing, but often we say the correct word to ourselves but type the wrong word.

In the earlier post this week, I showed you how you can avoid common spelling mistakes using Outlook’s Autotext.

Here is another great way to avoid spelling mistakes…

Get Outlook itself to READ OUT the email to you!!!

Let’s look at the example we discussed in the earlier post again:

“Our sincere apologize for any inconvenience caused”

The word “apologize” was spelled correctly but was incorrectly used. The correct word was “apologies”.

These mistakes are easy to pick up if you use Outlook’s built-in (but well hidden) feature that will read the email aloud to you.

Windows already has the ability to read text back to you. Here’s how you can add a button inside Outlook to read out selected text to you.

Note: The following tip works in Outlook 2010 and 2013 only.

  • Create a new email.
  • Right Click on a blank area of the Ribbon
  • Click Customize Quick Access Tool Bar
  • Choose Commands not in Ribbon in drop down

outlook_ribbon_options

  • Scroll and select Speak
  • Click Add
  • Click OK

Outlook will add a new button to your Quick Access Tool Bar as shown below.

outlook_speak_icon

How to use the button to get Outlook to read the email aloud to you

  • Create a new email
  • Type some text
  • Select the text that you want read out to you.
  • Click the new button that was added in the previous steps.

Outlook will read the email out to you.

Next Steps

You may also want to add the “Speak Selected Text” button to your Inbox so that you read emails that you are reading in your Reading Pane.

Go to your Inbox and follow the steps above to add the button.

Finally you can also open an email that you have received and follow the same steps so that you can hear any email that you have received or already sent.

This simple tip has improved the quality of our emails here at Standss… hope it does the same for you.

How to Backup and Move Outlook Signatures between computers

By standss · Comments ( 0 ) Friday, June 28th, 2013

A friend called me yesterday and asked:

“Where are my signatures in Outlook saved and how do I move them to my new machine”

Surprisingly the Outlook signatures are not saved with the rest of the Outlook data so I’m sure there are others out there who are unable to locate them as well…

After helping my friend and having an awesome lunch (my friends treat for helping him), I thought I should do a quick post on this to help our readers who might be in search for their signatures.

Here’s a super easy way to copy or backup your signatures in Outlook…

Microsoft has built in a hidden way to jump straight to the folder that has your signatures saved.

NOTE: This works in all versions of outlook… from 2000 to 2013, but the instructions below are specifically for Outlook 2010 and 2013

To Backup your Outlook Signatures

  • Open Outlook
  • Click File > Options and then select the Mail tab from the left pane

outlook signature

  • Now hold down the CTRL key and click on the Signatures button. Outlook will open the folder on your computer that contains all your signatures.

Copy all the files and folders in the open folder to your backup device (USB Drive, External Drive, DVD etc)

To Copy backed up Outlook Signatures to your new computer

  • Open Outlook on your new computer
  • Click File > Options and then select the Mail tab from the left pane
  • Hold down the CTRL key and click on the Signatures button.
  • Copy the files from your backup device over to the opened folder.

The next time you try and insert a Signature in Outlook, they will all be there.

I hope you find this tip useful.

OPTIONAL RELATED OUTLOOK ADDIN: If you use Signatures as an essential part of your business you may also want to look at our Outlook addin Signature Switch for Outlook.

Feel free to share this post with your friends, family or colleagues who might be searching for their signatures, you might just earn a free lunch or dinner like me…

Should you use images in Outlook sales and marketing emails?

By standss · Comments ( 0 ) Wednesday, June 19th, 2013

Like many other email clients, images are turned off by default in Outlook. What does this meant to you if you are sending sales and marketing emails to Outlook users?

First… why are images turned off in Outlook?

  1. It helps users avoid viewing potentially offensive material (when external content is linked to the message)
  2. It helps to keep malicious code from damaging the data on your computer.
  3. It stops spammers from tracking which users actually opened their emails.

You can find more information on why images are turned off in Outlook at this link.

How will recipients see your images?

Most recipients will NOT have the images displayed when they receive your email. Instead they will see a red X.

display image

In order to view your images they will need to MANUALLY right click over the space where the image should be displayed and then click Download Pictures.

Can you make sure that recipients will see the images in the emails you send?

NO! There are settings in Outlook which you can use to display all images, or images from selected recipients but… you cannot control them as the sender.

Each user controls how they want to view emails that they receive by changing their settings BUT…

A study by Jared Pool shows that less than 5% of users have changed any settings at all.

So what should an Email Marketer do?

  1. Assume that users have not changed their settings… and that they cannot see your images.
  2. Build a relationship with recipients by sending useful emails so they actually want to read your emails. This may mean sending emails with more text than images to start with.
  3. Use colors, highlighting and other HTML ideas to format your emails. Don’t just rely on images
  4. Structure your email with a mixture of text and images so that recipients actually WANT to see your emails.
  5. TEST the emails by sending them to yourself. Make sure that the view images setting in your Outlook is OFF. Do you see enough in the email to want to view the images?

I hope that this blog post helps you make better use of images in your emails.

If you do send a lot of sales and marketing emails out to customers, you may also want to look at Email Merge for Outlook.

Email Merge is already used by thousands of Outlook users around the world to improve deliverability and response rates for sales and marketing emails.

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 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.

Junk Email Maintenance in Microsoft Outlook 2013

By standss · Comments ( 2 ) Friday, May 3rd, 2013

Outlook’s Junk Email folder is fantastic as it helps keep your inbox SPAM-FREE so that you are spending time working on real emails rather than deleting SPAM.

The Junk email filter automatically checks all your incoming emails but you can take more control of what is considered SPAM and what is not.

Here are some of the filters which you can apply to make it more effective:

Safe Sender List

Outlook has a Safe Sender’s list.Outlook knows that anyone who is on your Safe Sender’s list is authorized to send you email.

It makes sense (most of the time) that anyone you actually write to should automatically be put on your safe sender’s list.

To turn it on…

  • Go to your Inbox
  • Click Home > Junk > Junk Email Options
  • Click the Safe Senders tab
  • Tick the checkbox Automatically add people I e-mail to the Safe Senders List.
  • Click OK

Safe Recipient List

Bulk emails normally have a higher chance of getting marked as SPAM due to its content etc, but if you belong to a mailing list which you regularly follow-up, you might want to add the list sender to your Safe Recipient list so that emails sent to this email address or domain is not marked at SPAM regardless of the content.

To add Recipient to the list:

  • Go to your Inbox.
  • Click Home > Junk > Junk Email Options
  • Click the Safe Recipient’s tab
  • Click Add
  • Type the email address or domain in the box that appears
  • Click OK and then OK again.

Blocked Sender List

Getting to many unwanted emails from a particular sender? You can easily add their email address to the block list so Outlook automatically moves email from that address to the Junk folder.

To add Sender to block list:

  • Go to your Inbox.
  • Click Home > Junk > Junk Email Options
  • Click the Block Senders tab
  • Click Add
  • Type the email address or domain in the box that appears
  • Click OK and then OK again.

I hope you find this tip useful in keeping your Inbox SPAM-FREE.

Do you have your own tips to manage Junk/Spam emails?

Let our readers know by leaving a comment below.

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