Here’s a quick tip if your organization has started saving important documents in Office 365 SharePoint. You can create an alert so that you get notified via email or text message whenever a document that you are interested in changes.
How I use this
My accounts team updates an Excel spreadsheet with key metrics for me once a week. I have setup an alert that lets me know as soon as the update is done.
Now whenever the document is changed, I get an email with a link in it. One click and I can see the latest data.
Setting up Alerts (Step-by-Step)
Here are the steps to set this up for yourself.
1. Go to the SharePoint library or list in which the document is saved.
2. Right click over the relevant document and then click Alert me
3. Enter the options that you want for the alert and click OK.
1. Go to the relevant SharePoint library or list
2. Click on the three dots (…) on the too bar/ribbon and then click Manage my alerts.
3. Click on the relevant alert from the list.
4. Make any changes you need and click OK (or click Delete to get rid of future alerts).
I hope you find this tip useful. Please let us know how you use this or other features in Office 365 by leaving a comment.
Many NetDocuments users are now using MailSync to copy their emails from Outlook to NetDocuments using drag and drop. MailSync maps Outlook folders to NetDocuments so that any emails moved into mapped Outlook folders are automatically copied over to the correct place in NetDocuments.
Based on user feedback, we added several features to MailSync so that users can know easily if they are saving emails to an Outlook folder that is synced over to NetDocuments.
Outlook displays a list of folders to on the left hand side of the Outlook window. How those folders are displayed depends on what view you choose.
(nd) in the Email View
In the Email View (which is the default for emails), you see a list of folder names. There is no folder image displayed beside the names.
In this view, we have added (nd) to end of folders that are mapped to NetDocuments.
This feature can be turned off if required (or you can use your own choice of characters to add instead of nd).
Blue and Red folders in the Folder View
If you change to folder view, the mapped folders are even easier to see.
The mapped folders have either Red or Blue folders displayed instead of the normal yellow Outlook folders.
Blue folders indicate that the emails will be copied over so that all users (with permission) can see them in Outlook while Red folders indicate that you have chosen to sync emails over privately (so that only you can see them in NetDocuments.
This feature was not in our originally specifications for MailSync. However after one of our initial deployments (to 650 users), users told us they needed to quickly know if they were using folders that were mapped already.
In our 15+ experience serving Outlook users in firms of all sizes we have learnt that users know best!
We trust that you fill find this feature useful too (and if your own suggestions, please contact us at email@example.com).
Here’s a quick tip that allows you to email merge out from Outlook and still track the email in your favourite CRM system.
What you may not know is that, even if the emails are sent out from Outlook, you can still record them in your CRM system i.e. copies of the email will be created inside your CRM and linked to the correct contacts.
It’s easy thanks to the BCC field.
Most CRM system assign you your own email address. This is an email address specially assigned to your account in the CRM system.
In order to capture an email in the CRM system, you simply need to BCC the email to that address.
You can use this for any email that you create and send out from Outlook. Simply add the email address assigned by your CRM to the BCC field.
Once the email is sent:
1. It will automatically be received and recorded in the CRM system thanks to the BCCed address.
2. Real recipients will not be affected in anyway, since the BCC address will not show up in the copies that they receive.
How to use this in Email Merge for Outlook
If you are using Email Merge for Outlook to send sales, marketing or support emails to your clients, here are the steps to use this feature so that each email is properly link to the appropriate account or contact in your CRM.
Start the EmailMerge exactly the same as you always have.
In the step where you create the email, enter the email address into the BCC field.
Now continue with the Email Merge Wizard to send out your email. Email Merge will send a personalized copy of the email to each person and thanks to the BCC field, the email will also be recorded next to the correct contact in your CRM.
If you haven’t tried Email Merge for Outlook yet, you can download a 30 Day trial version from here.
We are starting to use Office 365 more and more in our company and I thought I would share some of our learnings. It isn’t always obvious what extra Office 365 can do for you (aside from being a way to rent Office instead of being able to buy it).
Once of the things that was a bit confusing was WHERE in Office 365 should we be filing documents (Word, Excel, PDFs etc). We want to stop using shared drives on our own network and move these files to the Office 365 cloud.
There appears to be two main options: OneDrive for Business and Sharepoint Team sites. In this post, we look at when to use what.
When should you use OneDrive for Business?
OneDrive for Business is meant to be a place where you file your own documents. These are generally documents that you do not want to share with others.
Think of it as your new “My Documents” folder.
The advantage of having your files in OneDrive instead of My Documents are that they are now “in the cloud. This means that you can access your file from any device that you are working on (your computer, your smart phone, tablet etc).
OneDrive for Business also has a handy desktop application that automatically copies any files you create and save (into specific folders on your computer) up into the cloud which makes it a very useful automatic backup tool for your computer.
When should you use a Sharepoint Team Site?
Save documents to Sharepoint Team Sites when you need to file documents into a shared place where other members of your team can access them. Sharepoint has some additional features for setting security and version control on those files but in its most basic form…
Think of Team Sites as the new shared folders (that you used to have on the network… where multiple users can file documents for collaboration and archiving).
Instead of filing documents to shared folders on your network, you should now file them to Team Site folders.
I hope that this brief post helps you understand what should be filed where. Now here are links to two useful posts to help create and setup the appropriate OneDrive and Team Site folders in Office 365.
The first link below gives a more detailed explanation of what I summarised above.
The second link has extremely useful tutorials that you can use to setup Office 365, Sharepoint and OneDrive to work in your business.
NOTE: Office 365 has changed a little from the explanations in the link above. Where the instructions say click on Sites on the Office 365Home page, you will need to click on Sharepoint instead as shown in the following image.
COMMENTS PLEASE: Please share your own favourite tricks for saving files in Office 365 by leaving a comment below.
QuickFile for Outlook has been updated with two important tweaks that make filing and managing emails in Outlook even easier. Both these updates are based on user suggestions.
#1 Sticky Columns Widths
The QuickFile (and Find & Goto Folder) screen shows you folder names and the paths of folders as shown below.
It has always been possible to see more or less by dragging to increase or decrease the size of the column on the screen but…
A user with longer folder names requested that the column widths be sticky i.e. QuickFile remember the column width from the last time i.e. when the QuickFile screen opens, the column widths automatically resize to what you set them to the last time instead of going back to the default widths.
This has been implemented in the new version and feedback has been very positive.
And in case you want to go back to default column widths, simply right click on the screen and click Reset Column Size.
#2 Icons to indicate mapped NetDocuments folders
Many QuickFile for Outlook users are also users of the NetDocuments document management system.
The new version of QuickFile clearly shows which of your Outlook folders are mapped up to NetDocuments using MailSync (emails in mapped folders are automatically profiled and copies over to the correct workspace in NetDocuments).
You can see this in the screenshot above where the BLUE and RED folders are mapped back to NetDocuments (the RED folders are mapped privately so that only you can see the emails in NetDocuments).
This is a free update for existing users of QuickFile Version 5.x. Simply download and install the trial version and it will automatically use your existing license information from the computer.
And if you haven’t tried QuickFile yet, you can download 30 day trial of QuickFile for Outlook to see how you can file 90% of inbox emails at the click of one button, and send and file outgoing emails in one step.
Do you need to send personalized emails using the ‘To’ as well as ‘CC’ or ‘BCC’ fields in Microsoft Outlook?
In this post, we will look at why this feature is useful and how it can be used with Standss Email Merge Pro.
Why is it Useful?
The usefulness of this is when you need to send a copy of the same email to two or more people in the same company. This feature is not limited to one business or industry and some scenarios where it can be used includes:
- For sending event reminders via email to the attendees, while also including their assistants as a CC.
- Sending copies of statements to clients, while also listing their accounts manager as a CC for businesses.
- For schools, sending email newsletters the one parent and including the other parent as a CC as well.
In all these examples the To and CC field are related to each other i.e. there could be a different CC email address for each person you are emailing.
Before I show you how to do this in Outlook, you may be wondering…
‘Why not just send each person a separate copy of the same email?’
The main reasons for this is that you want all recipients to be aware that the others have also received the email. They can now also do Reply-All on the email your sent to start a conversation if they need to.
Setting Up Your List
The first thing you need to do is to setup a list that contains the email address you want to use in the ‘To’ field and also the email address(es) for the CC field.
For this example, I am assuming that your list is in Microsoft Excel similar to the one that I have shown below:
- The To field (in this case the Customer Name) can only contain ONE email address.
- The CC field can contain multiple email addresses separated by comas or semi-colons as shown for Jane Doe above.
Merge and Send the Emails
Now it’s time to send out the emails. While there is no built-in way in Outlook to do this, you can easily do this if you are using the Standss Outlook add-in Email Merge Pro for Outlook.
Click the Email Merge Wizard button. The Wizard will guide you to creating your email and to choosing the Excel file as your data source.
When you come to the following screen, click the Select field’s hyperlink.
Click CC/BCC and then select the field that your CC email address is in.
Click OK to return to the Wizard.
Follow the rests of the steps of the Wizard to send out the email.
Email Merge will create a separate email for each person, with the correct file attached to each one.
Our customers have used Email Merge to increase sales and to provide better support to their customers. Please share your own ideas in the comments below.
You can use this with our earlier article on setup your spreadsheet to email merge a different attachment to each person in Outlook.
For all you NFL fans out there, it’s that time of the year again! Get ready to gear-up with your favorite team jersey/ hat/ cheering gear and plan in advance with friends and families to enjoy the games from the comfort of your own home or in the middle of all the action at the venues.
The start of the season kicks of on Thursday, 7th of September with the Kansas City Chiefs against the New England Patriots at the Gillette stadium in Foxborough, Massachusetts. The season will end with the Super Bowl LII Championship Game on Sunday, February 4th 2018, at the U.S. Bank Stadium in Minneapolis, Minnesota.
Download your favorite team’s schedule and link it into Outlook so you don’t miss out on any of their matches.
1. Click on the links below to download your team’s schedules and link them to your Outlook calendar:
2. Once you are on your favorite teams Schedule Page, Click on “Add to Calendar” and a pop up screen opens up.
3. At the “Add to Calendar” section, click on “Outlook” to download the Web Calendar, once you have done this, another prompt will appear, requesting you to Click on “Open URL: Outlook Add…ernet Calendar?”
4. Outlook prompts you with “Add this Internet Calendar to Outlook and Subscribe to Updates?” click on “Yes” to simply add the calendar to your Outlook.
5. The times for all the games will now be in your Outlook calendar.
All you need to do now is stock up on some chilled Beers, snacks and enjoy the game.
May the best team win!
Should you do Reply or Reply-to-All? Have you ever looked at an email and wondered if your reply should be seen by ALL other recipients included in the email?
In most cases a simple ‘Reply’ would suffice, as only the sender would receive the email.
Situations where a ‘Reply-All’ would be justified is if the information being sent adds value and relevance to all the recipients of the original email.
On the other hand, Reply-All should NOT be used if your reply is a ‘Thank You’ or ‘Ok’. In this case, either using Reply, or providing no reply will do, as the subject matter is not necessary for the sender and all the other recipients to see or be a part of.
It is also important to note that at times these Reply-All email chains are the result of an accident, i.e. clicking ‘Reply-All’ instead of ‘Reply’. Users do not always fully understand the function of Reply-All, resulting in email chains sent back and forth without knowing about all the other included recipients.
Regardless of the intentions behind clicking Reply-All, by choosing to send a reply to all the recipients listed in the email, many problems can arise.
In this post we will be looking at some of these problems and why they should be avoided.
Emails or Spam Mail?
The first problem with Reply-All messages is that they are very annoying. At times these messages are similar to spam mail, which for many organizations is not something they want to deal with on a daily basis.
For instance, if you were part of an organization that employed thousands of people around the world, and one of your associates accidentally clicks Reply-All to an email that all the employees are addressed in. The amount of emails being sent would be HUGE. In addition, once others start replying back using Reply-All on the same email chain, the cycle of emails being sent and received would seem never ending.
Having to constantly check these incoming emails to ensure that they are work related would be irritating and a waste of time. On the other hand, having to ignore incoming emails is not wise, due to the possibility of receiving emails from clients/customers.
Causes Server Issues
As emails are being sent back and forth, they are ultimately stored in the organizations computer servers and cloud based storage. When put in a situation where everyone in the organisation is receiving the same number of emails at the same time, multiple problems can arise for the servers.
For starters, the size of the organization and the number of employees will have an effect on the functionality (i.e. the speed and available space) on the servers. This simply means, if there are a whole lot of employees receiving a whole lot of emails, the rate at which the servers are filled may cause some problems regarding how well the servers work.
Furthermore, as the servers and other storage systems are filled, there may not be time to purchase more space, due to the lack of time and costs involved in buying more servers/space at the last minute. This could result in lagging computers and networks, due to the strain put on the servers trying to send out emails to all the listed recipients, while simultaneously trying to allocate space and data for various business operations.
With the increased pressure placed on the servers, the likelihood of it ‘flooding’ and therefore crashing is a big concern for the organizations due to the magnitude of data and emails being shared.
Decreases Organizational Productivity
The drip down effects of employees having to constantly check their emails, increasingly slow network receptions and crashed servers will have a negative effect on the organizations productivity.
By having so many obstacles that affects so many people, from the restrictions to their ability and quality of work will also increase. Furthermore, in some situations, these problems may take days to amend, leaving organizations and their employees unable to perform their daily tasks and meet important deadlines.
Loss of Clients and Customers
Businesses can also potentially lose clients and customers if they are included as recipients in these Reply-All emails. Receiving what seems like never-ending emails, that has no relevance of their role in the organization would be very annoying/frustrating. This may cause them to negatively perceive the company and may even lead them to part ways, to reduce the risk of a similar situation happening because of the organization.
The Secret’s Out
The final problem we will be looking at is the inclusion of BCC (Blind Carbon Copy) recipients in Outlook emails. When BCC recipients are included in emails, the recipients in the To and CC lines are unaware of their inclusion, besides the sender, due to their email addresses being hidden.
There is nothing negative about using BCC’s in the right context, such as BCCing the HR or legal department when addressing sensitive situations as a compliance measure. On the other hand, when BCC’s are used as a method of protection for gossip or as a way to confront other co-workers, is where it can get problematic.
If BCC’d recipients decide to reply to the email with Reply-All, things can get messy. For one, their secret is out, i.e. their identity and involvement in the email is made known to all other CC’d recipients. The next problem is that CC’d users now know that the sender of the email had included other recipients without their knowledge, this can reduce the level of trust the recipient has for the email sender, and it will also make them question the motives behind the email.
All these situations mentioned above, have been more frequent recently due to human error and the rush of everyday life. That being said, with a little bit of time and proper email etiquette can be avoided.
However, If you are interested in providing extra protection at the click of a button whenever replying to emails for you and your organization, feel free to download the free trial of ReplyGuard for Outlook which provides solutions for Reply-All related problems, or for increased range of email protection solutions, download the free trial of SendGuard for Outlook.
Today’s post is a bit different. I am not going to talk about Outlook. Instead, I would like to thank you and show you how you have helped us to create better futures for many disadvantaged children in Fiji.
Last weekend we participated in the Amazing Wheelbarrow Race. Thanks to your support, the team at Standss was able to donate $19,150 to an organization that works with children with disabilities.
We even won the award for the Most Funds raised award but that wasn’t the best part of it.
The Amazing Wheelbarrow Race is an annual charity event in Fiji that is organized by the Frank Hilton Organization. The Frank Hilton Organization is a charity based in Fiji that works with and for children with disabilities in Fiji.
Long-term customers and readers of our newsletter know that we have been working with the Frank Hilton Organization and the Hilton Special School for a number of years.
They provide medical facilities that help detect children with disabilities. They also provide early intervention, therapy and schools, which help these children learn to cope and have full lives, even with their disabilities.
The facilities may be commonplace in developed countries but in our still developing country, the Frank Hilton Organization is creating a future for these children that they would not have otherwise.
We visited the organization’s schools and were humbled to see the love and dignity with which these children are treated. The sad reality is that they don’t always get the same treatment in the outside world and we believe that their training will help them with this.
We are very grateful for the work that the team at Frank Hilton does and we thank them for giving us this opportunity to contribute to their life-changing work.
I would like to finish by personally thanking each and every one of our customers. It is only through your support that we have been able to help these children.
If you use Outlook folders to file customer, project or case/matter emails, here is a simple naming system that will help you both file and find emails later.
Your folder name should contain the following 3 parts:
Client Name: Needs no explanation but remember that the same client may have multiple projects.
Project/Matter Number (Optional): Many firms assign unique numbers to each project/matter. This number is then used in all correspondence etc. related to that project.
Project/Matter Description: A brief description of the project/matter
I recommend using those 3 part in the order shown below.
CLIENT_NAME PROJECT_NUMBER PROJECT_DESCRIPTION
For example: Acme Corporation 2017-01 Wile E Coyote Vs Roadrunner
(If you don’t use project/case/matter numbers, just leave out the project number part e.g. Acme Corporation – Wile E Coyote Vs Roadrunner)
Naming your folders in this way provides some very specific advantages for both when you want to file and find your emails later.
1. You can see all projects/matters for a particular client together in next to each other (since the folders are shown alphabetically in Outlook).
2. It is easy to identify what is in a folder even if you don’t know the project/matter number since the folder name contains both the client’s name and description.
3. If you use an Outlook addon such as QuickFile to search for folders, folders are much easier to find because you have many ways to search including the client name, project/matter number or any word from its description.
I hope that this short article helps you to make your email folders and more importantly your emails better organized. If you have many folders then we also recommend QuickFile for Outlook.
- Changing the Confirmation Prompt when sending out emails
- Delay Guard: Setup Outlook to NOT delay emails to certain people.
- How to avoid “False Attachment Triggers” while using SendGuard.
- Improve Security Awareness-Customize Outlook with Logo and Email Policies
- Checking Recipients before emails are sent out (GDPR and Outlook)
- Charity Projects
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- Outlook Calendar Tip
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- Outlook Data Backup
- Outlook Email Filing & Management Tip
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- Sales and Marketing with Outlook
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