In this post we look at 3 simple mistakes that emailers make that can cost their companies everything from a few wasted minutes, to upset co-workers to lost clients.
We also look at steps that organizations can take to protect their people and themselves from these mistakes.
Hitting Reply All too often
Just because the email that you received was addressed to multiple people does not mean that your reply should also go to them all.
We all already receive too many emails and it can be annoying to receive emails with one or two words acknowledging receipt of the emails etc.
They may not be as bad as spam but they have a similar effect… they take our attention away and waste our time.
For Individuals: Your unneeded reply-to-alls could be annoying your contacts and even training them to start ignoring your emails. Think carefully before you click Reply All.
For Organizations: Unneeded Reply-All emails cost businesses many hours of lost time and productivity every year. Reclaim this time by using addons that get users to confirm that they do in fact want to email everyone when they click Reply-All.
Forgetting to email everyone
On the flip side to the above, sometimes a Reply-All makes senses (or at least a Reply-to-Some of the original recipients).
This may be required to keep everyone in the loop or for your own personal protection.
For Individuals: Always check if an email has multiple recipients and decide who should be part of your reply
For Organizations: A lot of valuable time can be wasted resending emails to missed recipients. Use an addon similar to SendGuard which will prompt when you do a Reply (and not a Reply-All) on an email with multiple recipients that you may also want to include others in it. SendGuard even lets you change the recipients without having to go back to the email.
Emailing the Wrong Person
Outlook has a great (and also greatly dangerous) feature called Auto-Complete. You don’t need to remember anyone’s email address… type in a few characters in the To, CC or BCC field and Outlook fills in the email address for you.
Unfortunately, this makes it very easy to accidentally send the email to the wrong person. The Internet is fill of disaster stories where this has led to lost clients, large lawsuits etc.
For Individuals: Check your email’s recipients before clicking Send. Better yet, install software similar to SendGuard that will display the recipient’s name(s) to you again before sending the email out.
For Organizations: Deploying software similar to SendGuard for Outlook may also provide additional legal protection because it shows that the organization took extra steps to protect against accidents of this king.
How to Protect Yourself and Your Organization
Our SendGuard for Outlook is already protecting thousands of Outlook users in businesses of all sizes around the world.
- SendGuard detects potential mistakes in emails and prompts users before emails get sent out
- Organizations may have additional protection in lawsuits because (if needed) they can show that they took extra steps by using SendGuard to minimize incidents of mistakes such as this.
SendGuard consists of a number of different email security features, but based on user feedback we recently introduced the new SendConfirm and Reply Guard bundle to specifically protect against the mistakes identified in this post.
If you are looking for a way to add sticky notes to your emails, you need to read this. We have just updated our best selling Outlook addin Email Notes for Outlook.
This update is free for existing Version 2 users but adds both speed and stability (particularly for Outlook 2016 and Office 365 users).
Your notes do not change the original email in any way.
Your notes are confidential so there is no risk of accidentally sending your private thoughts in a reply or forward.
Your notes are intelligent so that you can see all notes for a conversation easily (instead of searching for old emails to find them).
Our users tell us you can use Email Notes to:
1. Remind yourself why they left an email in the Inbox
2. Add additional information that you have gathered from phone calls or face-to face meetings
3. Add any to-dos related to the email for later.
How will you use Email Notes to improve your responses and productivity?
Are you going to Rio or watching the 2016 Olympics on TV? Make sure that you don’t miss your favourite events by keeping an updated schedule of the games in Outlook.
Rio de Janeiro 2016 5th August – 21st August schedules can be downloaded and linked to your Outlook using the instructions below:
- Click on the link below : http://icalshare.com/calendars/7480
- Once you are on the ical share website you can click on “Subscribe to Calendar”
- If you are using “Google Chrome” than click on “Launch Application”
- or If you are using “Internet Explorer” than click on “Allow”.
4. Outlook Should now be giving you a prompt to “Add this Internet Calendar to Outlook and Subscribe to updates”.
5. Once you click “Yes” it will link to your Outlook and update Automatically if any changes are made to the schedules:
The calendar is updated frequently and includes most of the events taking place in the 2016 Olympics, You can also view the games timetable online: Rio Olympics 2016 Web Schedule.
We are excited to release a new “bundle” to protect users from common Outlook mistakes that cost individuals and organizations a lot of wasted time and money.
Send Guard for Outlook detects common mistakes in emails as they are being sent out. If any mistakes are detected then the user is prompted for confirmation or changes before the email is sent out.
SendGuard is actually a collection of several different Guards and is licensed (priced) according to the Guards that users want enabled.
Two of the most popular guards are Send Confirm and Reply Guard. The new bundle provides an option to activate these two Guards if you do not want the full Send Guard.
What is Send Confirm for Outlook?
Send Confirm for Outlook protects your company from wrongly typed email addresses and accidental disclosure of sensitive information to the wrong people.
An AOL survey revealed that 32 percent of respondents had accidentally sent an email to the wrong person. In a more recent survey 78% of respondents said that they had accidentally sent emails to the wrong people at some time.
Send Confirm integrates inside Outlook and prompts users for confirmation before emails are sent out.
Send Confirm also recognizes that the greatest risk is if the information is sent to the wrong organization and therefore highlights the domain in red in its prompts.
What is Reply Guard for Outlook?
Reply Guard is used by many of our clients to reduce the amount of unnecessary Reply-Alls that take place in an organization.
Research has shown that Unneeded Reply-Alls results in many hours of lost productivity in organizations.
They also make the senders look unprofessional and train recipients to ignore emails from the offenders.
Reply Guard for Outlook integrates inside Outlook and displays a message similar to the following when Reply All is clicked on an email.
In addition to warning the user that Reply All was clicked, the prompt allows users to immediately change the recipients without having to go back to the email.
Send Confirm and Reply Guard have special features for deployment and support in corporate environments.
- All messages/prompts can be customized based on corporate/legal guidelines and policies.
- Reply Guard can be deployed with customized settings using Windows Server technology
- Settings can be locked to prevent changes by users (administrators can still make changes if required)
- Discount Volume Pricing
- Priority support options
Together Send Confirm and Reply Guard will keep your organization protected from the mistakes that are too easy to make in Outlook.
Send Confirm and Reply Guard are part of the Send Guard for Outlook. Download SendGuard and eliminate common email mistaking today.
The Major League Baseball season began on April 3, 2016 and the first teams to start off the season was the St. Louis Cardinals and the Pittsburgh Pirates, the two teams with the best regular season records in 2015, at PNC Park in Pittsburgh. 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.
The regular season is scheduled to end on Sunday, October 2, 2016.
You can download the full Major League Baseball 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.
1. Click on the link’s below to download the full Major League Baseball schedules for ALL teams and save the .iCal file to your desktop: Download the 2016 Major League Baseball Season Schedules
If you only want schedules of your favorite team, click on the appropriate link below:
2. Import the downloaded file into your Outlook by following the steps below.
- If you are using Microsoft Outlook 2013 and above than once you click on the download Button it should ask you:
- If you click on “Launch Applications” than it should Start your Outlook
3. Once the 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 you calendar and give you a view of the scheduled matches
Do you know where your emails are saved? Are you sure they’re being backed up? You may be surprised to find out that your emails are not where you expect them to be.
In this post, I’ll show you how you can find out where your Outlook data is stored so that you can ensure that they are actually part of your backup plan.
How does Outlook save emails on your computer?
Outlook does NOT save each email as a separate file. Instead it saves all the emails into one PST file (or if you’re using Exchange or Office 365… one OST file).
All your emails are in one file. If you lose that one file, you lose all your emails!
- That’s not strictly true because you can have multiple files e.g. one for old emails and one for current emails, but the general idea still applies. Your emails are stored in a few files and if you lose one file, you will lose hundreds or even thousands of emails.
It is important that you know where these files so that you can back them up regularly.
Where are Outlook’s data files stored?
Depending on the version of Outlook you are using (and whether you are using POP3, IMAP, Exchange or Office 365), Outlook will save your data in either Documents folder or the hidden appdata folder.
Luckily it is easy to find where.
In Outlook 2010 or later, click the File tab, then click Info in the left pane. Select Account Settings and then Account Settings again. Then click the Data Files tab.
In Outlook 2007 and older versions, click Tools – Options on the command bar. Then click the Data Files tab.
All your data files will be listed as shown in the diagram.
Make sure that you back them up regularly and your emails will be safe.
Studies clearly show that people who do not multi-task can focus for longer periods of time and feel also less stressed. But emails makes it difficult to NOT multi-task, particularly if you get notified each time an email comes in. This post shows you 4 things you need to can do to be more productive with emails without multi-tasking.
Turn OFF email Notifications
Be default Outlook displays a little notification in the bottom right hand corner of your screen every time an email comes in. It may also play a sound or show a little envelope icon in the taskbar.
Unless your work requires real-time notification of emails, we recommend that you turn off ALL email notifications.
Click File and then Options.
Click on the mail tab.
Scroll down to the Mail Arrival section and make sure that all the boxes are un-ticked as shown below.
Have Email Processing Scheduled in Your Calendar
Try and have a fixed time where you go through your Inbox and delete out stuff that doesn’t need to be there, respond to important emails etc.
This is your main email time during the day. Don’t worry… you will still get to see emails again later in the day.
Turn off Outlook when doing non-email related work
Many users turn to emails looking for a distraction when they are at a point in their work that is difficult or requires a decision. They turn to their Inbox hoping to find an excuse to avoid what they really need to work on.
You’re less likely to do this if your Outlook is closed… and even if you do, the time Outlook takes to start up will remind you to go back to your work.
Reward yourself by going to your Inbox when you finish a reasonable chunk of work… or when you finish a particular piece of work
Even if email is a distraction, a lot of real work gets done using it.
I go back to my Inbox roughly around once every one or two hours. This give me my email-fix as well as giving me the opportunity to respond to anything important that may have come up while I was doing other work.
Try these 4 quick tips today. They won’t solve all your email problems but they will put you more in control. You should find you’re getting more work done, feeling less stressed and still getting your emails answered.
This 5 minute video shows you how to use Microsoft Outlook to keep your emails organized.
You will see how easy it is to do the 3 ESSENTIAL email filing tasks that all business people need to do.
In less than 5 Minutes you will learn how to:
- Find folders by typing a few characters from the folders name
- File 90% of received emails at the click of one button (no misfiled emails because of drag and drop)
- Send & File out-going emails in one step (instead of having to go back to the Sent Items folder to file your emails later)
In this article we look at why many professionals who use Outlook prefer to have two copies of Sent Emails (one in a client/project folder and one in the Sent Items folder). We also show you how to configure QuickFile so that it will Send & Copy File the email for you in one step.
Most power users of emails create Project or Client folders inside Outlook and then move their emails inside them. They do this for both received emails and sent emails so that they can see all related emails in one place. But many users treat Inbox and Sent emails slightly differently.
How to file Inbox Emails (Move them!!!)
The Inbox acts as a To do List for most people. It makes sense to leave emails in there while they still need your attention.
Once you have finished with an email, you can either delete it or move it to the relevant project/client folder.
That way your Inbox only shows you what you need to work on
How to file Sent Emails (Move or Copy)
There are two schools of thought on what to do with Sent Emails. You could move the original email out of the Sent Items folder to the Project or Client folder but…
We have found that many users prefer to file a copy to the Project/Client folder and leave a copy in the Sent Items too.
- Users frequently need to refer to emails that they sent recently (to clarify things on phone calls etc). They find it easier to quickly look at the Sent Items folder instead of going to a client folder.
- Many users fill in their timesheets for billing purposes at the end of the day. They refer to the Sent Items folder to remind themselves of what they worked on (and what they need to bill for)
How to make QuickFile to Send & Copy
The Send&File feature is probably the #1 Reason that our users choose QuickFile.
QuickFile for Outlook prompts you with a prompt similar to the following when you click Send on an email.
QuickFile recommends folders using its own recommendation engine or you can use the Search box to quickly select another folder.
You can also choose to either file the original email or a copy of the email as shown above.
Click Send & File and the email is filed automatically when it is sent.
(You don’t have to go to the Sent Items folder at the end of day to file your emails because they’re done already. No more incomplete client folders!)
How to configure QuickFile to Send & Copy by default
You can use QuickFile’s setting screen so that it selects “Copy of Email” by default.
Go to your Inbox
Click the Standss Outlook Addins tabs on the Outlook ribbon.
Click More in the QuickFile group and then click Settings.
Select “File a copy of email to folder” for the Send & File dropdown.
Now whenever QuickFile displays the Send & File screen, copy will be select by default. This means that in most cases (because QuickFile normally recommends the correct folder too), you only have to click Send & File.
I had lunch with a friend who is a lawyer a few days ago. He explained to me why he still thinks it is important to file emails into folders dedicated to different clients or cases. In this post, I’d like to share his opinion… and a few suggestions on making the filing of emails easier.
Why… and associated problems?
For legal reasons, my lawyer friend often replies to emails simply to acknowledge receipt e.g. He may reply to an email and simply add “Noted” at the top.
He then needs to retain a record of the email in his own records.
The standard way of doing this is printing and filing a copy away (I am frequently surprised by how many lawyers still maintain printed records of everything!).
The problem he was having was that his printed files were become way to big… and had a lot of duplicated information (when he printed out the email with Noted on it, it could run several pages depending on the size of the original email).
Here are two possible solutions that we discussed.
1) Print Replies without Printing out all of the original email
Instead of printing out the whole email, just print out the first page. You can do this in Outlook by clicking the Print button and then clicking Print Options to select the pages you want to Print.
2) Keep only electronic copies of all (or less important) emails
Instead of printing out emails, you can file the emails electronically inside Outlook. If you have been doing this already you may want to evaluate your Outlook email filing system with this 3 questions checklist.
If you haven’t been doing this so far, we recommend the following steps:
1. Create a folder structure inside Outlook that is similar to what you use for your paper folders. This will make your emails easier to find in the future because you already know where to look for them.
2. File received emails AND sent emails for the project/case/client into the folder. You want to see all related emails in one place… and not have to look for some emails in project folders, other emails in the Sent Items folder etc.
3. If you still want to retain printed emails, then only print out the emails with new information on them and use our earlier tip to only print out the relevant pages
If emails are important to your business you may also want to look at QuickFile for Outlook. QuickFile works adds a few buttons inside Outlook and is able to file up to 90% of your emails at the click of one button.
I hope you found this post useful in making your emails easier to file and find.
- 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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