Reader Question: Love QuickFile. Makes Zero Inbox possible but… Do you have a product (or know of one) that can jump to a certain folder in my Outlook folder structure? I need this because it takes me too long to manually locate folders when I need to find specific correspondence.
Answer: Yes! It’s actually built into QuickFile!
QuickFile for Outlook is used by thousands of users around the world to file and find emails into folders. QuickFile adds a few buttons inside Outlook for you.
- Click on the Find & Goto Folder button.
- Type a few characters from the folder name in the Search box. QuickFile will show you list of all the folders that match the characters types.
- Select the folder you want.
- Click Goto Folder.
Outlook will move to your chosen folder. No more searching through forests of folders to find that one folder you are looking for.
QuickFile can help you file both incoming and outgoing emails… in fact you may find that you can file up to 90% of received emails at the click of one button.
It is the season to reach out to your friends, business contacts and family… to greet them, thank them, invite them to parties… and maybe even market your products to them.
Many Outlook users use Email Merge for Outlook to do this… it lets them create one email and then send out multiple copies of the same email to as many people as they want… each person gets an email addressed only to them… with the email personalized with their name and any other details you want.
Your emails get sent out from Outlook… but you can use mailing lists from many sources… including Outlook, Excel and Access.
We have created 5 holiday themed templates (shown above) that you can download and use today.
Download and installing the templates
Once you have Email Merge installed…
Click here to download the Outlook Holiday Templates. Save the file to your desktop or other convenient location on your computer (This will be a zip file. You do NOT need to unzip it).
Start Outlook and go to your Inbox.
Click the little arrow under Email Merge on the ribbon and then click Template Manager (to display Email Merge’s built-in template manager)
Click the Import button and select the zip file that was downloaded in one of the earlier steps.
Click OK. The 5 templates will be imported into your Email Merge for Outlook template list into a category named Christmas Templates.
Click Close to close the Template Manager
Sending Personalized Emails from Outlook using the Templates
Click the Email Merge button on the Outlook Ribbon.
Select the appropriate template (Christmas Template 1 to 5) from the list on the first step of the Wizard.
Click Next and follow the rest of the steps in the Wizard.
The Email Merge for Outlook software can send out emails using contacts stored in Outlook, Excel and many other sources.
Happy Holidays from the team at Standss
We hope that this year has been good for you and we wish you and all our customers and readers a Very Merry Christmas.
And remember… it’s still not too late to send out your Holiday emails and invites.
As the year comes to an end, you probably need to do some planning. How will you finish this year in the best way possible… and how will you make the next year your most productive year yet?
One of the things that I find very useful in my planning is BLANK PRINTED CALENDARS. I print out one page per month and use that for planning. It really helps that I can have multiple months spread out in front of me on the table.
In this post I will show you how you can print out blank monthly calendars from Outlook (and also how you can print out calendars for any particular date range).
How to Print a Blank Calendar from Outlook
Go to the Calendar in Outlook.
Go to the Home tab of the Ribbon (if you are not already there)
Click Open Calendar – Create New Blank Calendar.
Enter a name for the calendar.
Ensure that your existing Calendar is selected for “Select where to place the folder” and click OK.
On the navigation pane on the left, you should see that the calendar that you just created added to the list of Calendars.
Tick it so that it is displayed (you will also need to untick the name of your normal Calendar).
Click File –Print.
Under Settings, select Monthly Style (or choose an alternative style if your prefer)
By default the current month will be printed. If you want to print a longer date range (you may plan for the first quarter…or even the whole year), click Print Option and enter the date range in the space provided.
I hope that you find your printed blank calendars useful for your planning. It may be old school but it works.
Do you have a list of email addresses in Excel to whom you want to send emails? Here are step-by-step instructions on sending out personalized individually-addressed emails to each person.
Step 1: Make sure that your data is correctly setup inside Excel
Check your spreadsheet to ensure that it has data similar (it doesn’t have to have exactly the same columns) as below. Things to be careful of are listed under the image.
The first row should have the names of columns/fields. You can have just one field (Email address) or as many different fields of data as you want.
You need to (obviously) have the email address in one column.
Rows after the first row will have the actual data.
Step 2: Install Email Merge for Excel
EmailMerge for Outlook is the fastest, easiest and safest way to send out personalized emails using data in Excel. You can try it free for 30 days.
If you haven’t done so already, download and install Email Merge for Outlook.
If you have installed the software properly, you should see the EmailMerge button on the ribbon inside Outlook.
Step 3: Click on the Email Merge button inside Outlook(shown above) to open the Email Merge menu
Click on “Create a new merge”
You can start your email merge process with a Blank email or using an Email template (pre-set email) from the list. Make a selection and click Next.
EmailMerge can use data from many sources including from inside Outlook and Excel. In this case select “Excel File” and then select the Excel file you want to use.
Step 3: Where are your Contacts?
The screen will now show you a list of all the sheets in your Excel workbook.
Select the sheet in which your contacts are and Click Next
Step 4: Who do you want to send this e-mail to?
The screen will display all the contacts on the selected sheet.
Select (tick) the people to whom you want to send this email and click “Next”
Step 5: Confirm Your Mailing List
EmailMerge will display a list of all contacts you had selected to send your email to.
If you need to make any changes, click on the “Back” button. Otherwise click “Next” to continue with the remaining steps of the Wizard.
The remaining steps of the EmailMerge Wizard allow you to:
- Preview how each customized email will look on both computers and mobile devices
- Send all the emails at once or in smaller batched.
- Send the email immediately or scheduled at a later time or date
- Track opens and clicks on your emails
- Choose the account to send the email out from… and much more
Click “Finish” to send out your emails.
EmailMerge for Outlook is the fastest, easiest and safest way to send out personalized emails using data in Excel. You can try it free for 30 days by clicking on the image below.
You can download the full NBA season schedule or only your favorite team’s schedule and load it into Outlook so that you don’t miss out on any of your favorite team’s matches.
The regular season will begin on October 25th, 2016, with the 2016 NBA champion Cleveland Cavaliers hosting a game against the New York Knicks. so gear-up with your favorite team’s jersey, hats, cheering gears etc and plan in advance with friends and families to enjoy the games at home or at the venues.
1. Click on the link’s below to download the full NBA schedules for ALL teams and sun it to your Outlook: Download the 2016 NBA Season Schedules for all teams
If you only want schedules of your favorite team, click on the appropriate link below:
Once you click on your favourite teams link, the webpage for your Team will open up and provide you with the options shown below:
2. Select the “OUTLOOK” option which will than trigger your Outlook to connect to the schedules server as shown below:
3. Once Outlook starts up it should prompt you to “Add this internet calendar to outlook and subscribe to updates”
4. Once you select “Yes” on this prompt it should open up your calendar and give you a view of the scheduled matches as shown below:
Thousands of Outlook users use EmailMerge for Outlook to send personalised emails to their customers. Now you can also know exactly who has opened or clicked on an email…and do follow-up merges to them.
The video above shows you exactly how easy it is to send and track your emails… but here’s a quick summary.
Use the Email Merge Wizard as normal. The last step of the Wizard has a tracking section as shown below.
Tick the check box, give this merge a name and click Finish to create and send out your emails.
Viewing Tracking Data
You will be notified immediately if someone or a recipient opens or clicks on a link on your email.
This notification is displayed at the bottom right hand corner of your screen but you can optionally get email notifications that tell you who has opened the email, where and using what device.
You can also view summaries and details of the tracking information on EmailCaddie.com, a website that we have created specially for tracking.
Doing Follow-Up Merges
EmailMerge doesn’t just tell you who has opened or clicked on an email. You can also use the information inside EmailMerge to do follow-up merges. For example:
You can send out additional information only to the people who clicked on a particular link or..
You can send out reminders to the people who have not opened your email.
The video above shows you just how easy this is to do.
If you’re new to EmailMerge, download a 30-day trial today and see why thousands of Outlook users around the world use it daily to communicate with their customers and members.
What has a Wheelbarrow race got to do with Microsoft Outlook? Your Outlook team at Standss is competing in a wheelbarrow race to raise funds for special-needs children here in Fiji.
Long-time readers and customers will know that the team at Standss does a lot of work with child-based charities in Fiji. One of the charities that we have worked very closely with over the last few years is the Frank Hilton Organization.
What is the Frank Hilton Organization?
The Frank Hilton Organization was established in 1960 to provide education and related services to children with disabilities in Fiji.
Fiji is a developing country where children still do not have easy access to many of the facilities and services that children in developed countries do. This is particularly true for children with special needs.
We chose to work with the Hilton Special School because of the excellent work that they have done over the years. Their work enables these children to enjoy their childhood, to learn, to grow and to have futures that the rest of us often take for granted.
On our visits to the school we have always found the children treated with the gentleness, firmness and dignity that all children deserve.
What is the AMAZING Wheelbarrow Race?
This year the team at Frank Hilton are organizing a first ever Amazing Wheelbarrow Race as their annual fund-raising event. Groups of up to 8 people can enter as a team and race for 3 laps around the newly rebuilt Albert Park in Suva.
One team member will actually need to be in the Wheelbarrow at all times (with the appropriate safety gear on) while the others take turns pushing.
The entry fee for the competition is $5,000 per team which can be raised through fundraising and sponsorships.
Prizes will be awarded for the first 2 teams to finish as well as best dressed and most funds collected.
How you can Support us?
The team at Standss decided that we will pay for the entry fee of $5000 from our revenues. This is only possible thanks to your support of our Outlook addons.
However… if you are interested you can further support our efforts to help the Frank Hilton Organization by:
Purchasing Additional Outlook Addons for You and Your Team (a portion of which will be donated)
Do you need to schedule appointments, calls etc with people in different time zones? Here’s how to make sure that you’re both there at the same time by getting Outlook to show you the time in both zones at the same time.
If you are using Outlook with Office 365 or Exchange Server:
–Open up the New Appointment form (Go to your Calendar in Outlook and click New Appointment).
–Click Invite Attendees.
–Click Time Zones on the Ribbon.
–Select the time zone of the other person from the drop-down.
Now on the Room Finder Task Pane that should be displayed in the right hand side, select a date and time. As you change the date at time, you will see that the date and time for the other person will change automatically.
If you want to create the appointment and send a meeting request to someone, enter their details in the To field and then click Send.
If you want to create an appointment without sending a meeting request, click Cancel Invitation on the Ribbon and then click Save and Close.
If you are NOT using Office 365 or Exchange Server:
You won’t be able to access the full functionality described above but you can achieve the same results with the following steps.
–Open up the New Appointment form (Go to your Calendar in Outlook and click New Appointment).
–Click Time Zones on the Ribbon (see image above).
–Select the time zone of the other person from the drop-down.
–Enter the date and time in the fields and click Save and Close. The meeting will now be created on your calendar with the time shifted to the appropriate time in your time zone.
–Check your calendar to ensure that you did your calculations correctly and the meeting is at a time convenient to you..
If you want to send a meeting request to someone, open the appointment again (double-click), enter their details in the To field and then click Send.
I hope that you find this tip useful.
We have clients all over the world and I use this every day to ensure that all participants to our meetings arrive at the correct time, even when we are many miles and time zones apart.
Is you Inbox full of emails that you don’t want to work on but you don’t want to delete either? Here’s a tip on how you can keep them in your Inbox and remove them at the same time. Confused? Read on.
My general strategy to Get Things Done is to only keep emails in my Inbox that I actually need to work on. However..
There are many emails in my Inbox that I know that I won’t be working on today… or even this week. I don’t want to delete them because I (maybe) will work on them someday.
Here’s a simple thing I do weekly that helps me have a clean Inbox to work from… and still keep those unurgent emails around.
I will show you two ways of doing things… a manual way and an automated way using eemnders for Outlook.
1) The Automated Way
Once a week I do a Weekly Review.
I look at the emails and decide what I will work on this week. Those emails get to stay in my Inbox. The others get moved out.
I use eeminders for Outlook to move emails out of the Inbox. I’ll show you the steps in a minute but basically…
eeminders installs inside Outlook lets me select emails to “defer” or “snooze” to a date and time of my choosing. The selected emails get moved out of your Inbox but then magically reappear on your chosen date and time.
You can use eeminders to snooze your non-urgent emails for a week using the following steps.
Go to your Inbox.
Select the emails that you want to move out (press the CTRL button to select multiple emails if you want).
Right-Click over one of the emails and then click eemind me – 1 Week.
The selected emails will get moved out of your Inbox into another folder called eeminders. A week later they come back into my Inbox.
Why I like this?
- I don’t have to think too hard and the process is FAST. It’s not like I am deleting the emails. It is easy to identify emails that I won’t be working on this week.
- The emails will come back into the Inbox so I WON’T FORGET THEM! Chances are that in next week’s weekly review, I am just going to defer them for another week but that’s OK. At least I won’t forget them.
- In case I run out of things or change my mind, I can always go to the eeminders folder and retrieve an emails that I need to work on.
2) Doing this Manually
(In case you skipped it, please read the Automated Way above first to understand the idea of the Weekly Review)
You could also do this manually by creating a folder and calling it something like Next Week. Then when you do your Weekly Review:
- Go to the Next Week folder and drag any emails that you plan to work on this week into your Inbox.
- Go to your Inbox folder and drag any emails that you do not plan to work on this week to the Next Week Folder.
My own experience (and the experience of many many Outlook users who we work with) is that the manual method requires too much will-power and discipline and after a while we stop doing it.
I have been using eeminders in this way for the last 3 months and my Inbox has been a joy 🙂 to work from.
The majority of the emails that you send will be read on Smart Phones and tablets. That means you could be missing out on important business if your emails are not displaying correctly on mobile devices.
In this post we look at things you MUST do to ensure that your emails are displayed correctly on computers, tablets and most importantly smart phones.
Stats say 55% of email is now opened on a mobile device (Litmus “Email Analytics” -March 2016) and the numbers are expected to increase. In fact it is already up 500% since 2010.
Here are 3 quick and easy things you can do in Outlook to ensure that your emails look right, get read and most importantly get responded to.
- Use a BIGGER font size
Mobile device screens are small and you need to make sure that your text can be read easily. We recommend a minimum font size of 14 pts for body text.
- Use a dark text color (Black) on a light background (White)
Don’t get too creative with your font colors and backgrounds. Dark text on a light background usually works best.
It is readable in most conditions…like in bright sunlight. It is also readable if users have turned down the brightness of their screens to save battery life.
- Don’t use too many images
You can’t assume that your images will be displayed because many mobile operating systems (e.g. Android) turn images off by default.
Users often don’t download images in order to save data.
We recommend that you add images for effect but still write emails that convey your full message even if the images were turned off.
4th (Bonus) Tip: Write what is important at the top of the email
People often use their mobiles for “pruning” their emails before doing the real reading and responding on their computers.
Make sure you make your point quickly or your email could be deleted and never actually re-read on the desktop.
5th (Bonus) Tip: RESPOND QUICKLY! Don’t wait for the recipient to reply!
According to lead response management survey, your odds of qualifying a lead in 5 minutes versus 30 minutes drops 21 times.
That’s within the first 30 minutes!
The same survey shows that you have 10x greater chance of just contacting leads if you contact them within the first hour.
We are relooking at all of our Outlook addins for Business to ensure that they continue to serve you in the new era of mobile devices. Next week, we will be making an announcement for Email Merge for Outlook which thousands of Outlook users are using to send out sales and marketing emails to their customers.
In the meantime, please let us know if you have your own tips on making emails more readable on mobile devices by leaving a comment below.
- Rules for Using the ‘Reply All’ Button
- A Simple Tip to Improve Email Conversions by 21x
- What NOT to do after an accidental Reply-All (Hint: Recall does NOT work)
- Quick Steps: Add shortcuts to the Outlook ribbon to file your emails
- Outlook Quick Steps: Forward emails to the RIGHT person at the click of a button in Outlook
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