Here’s a super shot quick and easy to hide or show the ribbon in Outlook. This is a useful tip if you want to make better use of your screen space but still use the buttons on the Ribbon too.
- To hide the Ribbon, simply press CTRL+F1
- To show the Ribbon, press CTRL+F1 again
Do you have your own keyboard shortcuts that you find useful… or tips on making better use of the Ribbon. Let us know by leaving a comment below. Related Posts Keyboard Shortcuts on Ribbons in Outlook 2010 (and 2007) Keyboard Shortcuts in all Versions of Outlook
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.
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.
In the post last week, we looked at some of the ways that you can customize outlook to suit your style of working and also effective handle the pile of emails in your inbox.
Other than emails, Outlook users also use the calendar and task to manage their daily lives and projects… and yet Outlook does not give us an easy way to manage projects inside Outlook. Outlook users frequently ask us how they can see all appointments and tasks that make up a project in one place.
Why is this important? Most work or projects are made up of a series of steps all being related to each other. As we finish a step, it is important to know what the next steps are to get the project completed. Things also don’t always go according to plan… and we need to see what else gets affected when things change.
Our research showed that there is no simple way to organize and view related tasks and appointments under projects… so we added this functionality to our Outlook Project Management addin Smart Schedules for Outlook.
With Smart Schedules for Outlook you can:
- Assign existing (or new) tasks and appointments to projects
- Quickly see all tasks and appointments for a project at the click of a button.
Here are step by step instructions showing you just how easy this can be:
Assign existing (or new) tasks and appointments to projects
- Open Outlook and go to the Calendar/Task folder that the existing appointment/task is located in
- Select the appointment/task
- Click on Assign Project button on the Smart Schedules toolbar/ribbon. This will display the following screen:
Select an existing project from the Project list.
- Note: You can also type in a new project name if you would like to create a new project and add this selected appointment/task to that project.
- Click OK.
Quickly see all tasks and appointments for a project at the click of a button
Smart Schedules Project Centre makes it easy to see all appointments and tasks that you have associated with a project.
On the Smart Schedules toolbar, click Project Centre
- From the Project drop-down, select the Project to which you assigned the appointment or task
- You will now be able to view the appointment or task assigned to the project and all other related appointments and tasks for the project as shown below:
Smart Schedules for Outlook was designed with the help of almost 20,000 Outlook users. Try it for yourself today and tell us what you think.
Download a fully functional version of Smart Schedules for Outlook.
Watch a short video of our Outlook based Project Management tool (Smart Schedules)
I hope you find this tip useful managing your projects in Outlook.
If you know of other ways to manage projects using Outlook, share it with our readers by leaving a comment below.
Many of our users now use Email Tags to organize their emails instead of folders. We had recently updated Email Tags with a new search screen that was much easier to use. It had removed some functionality that we thought that users did not need. We were wrong.
Several users wrote to use requesting that we bring back the ability to Search for emails that have been tagged with more than one keyword e.g. find all emails that have the tags “Quote” and “Product X”.
We are happy to announce that we have restored this functionality in Version 1.1.5017. You can download the latest version of Email Tags from our website.
Setting up Email Tags to use the Old Search Screen
You can use the settings screen to decide whether you wish to use the new style Search screen (which does not support searching by multiple tags) or the old style search screen (which supports searching by multiple tags).
The new style screen is selected by default. To change this:
- Open Outlook
- On the ribbon, click on the Standss Outlook Addins tab
- In the EmailTags group, click More > Settings
- Tick the checkbox for “Allow (old style) searching for multiple tags”
- Click OK
Searching for emails with multiple tags
Click the Search button in the Email Tags group on the ribbon. The following Search screen will be displayed (provided you changed the settings screen)
- Enter your Search terms in the Tags field (separate multiple tags with commas).
- Click OK.
Let us know whether you prefer the old or new style search screen by leaving a comment on the blog.
More information on Email Tags
EmailTags for Outlook addin is a handy and reliable tool designed to make it easier to find emails in your Outlook Inbox. With EmailTags, you can quickly tag your emails with keywords like customer name, project name, etc and later find the emails easily by searching for one or more of this tags.
Here is what one user (of the many) has to say about EmailTags:
“My InBox has never had so few emails in it because of EmailTags. It’s incredibly easy to tag emails and file them. Outlook is better organized now than it ever has been.” – Chuck Coleman
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.
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.
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.
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.
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.
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?
- It helps users avoid viewing potentially offensive material (when external content is linked to the message)
- It helps to keep malicious code from damaging the data on your computer.
- 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.
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?
- Assume that users have not changed their settings… and that they cannot see your images.
- 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.
- Use colors, highlighting and other HTML ideas to format your emails. Don’t just rely on images
- Structure your email with a mixture of text and images so that recipients actually WANT to see your emails.
- 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.
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)
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.
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.
This update is FREE for Existing users of SendGuard. Install it over your old version and your registration information will automatically be retrieved.
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.
- 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:
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.
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.
Reader Question: Outlook includes my email address in the To field when I do a Reply-All. Clearly I do not want to email myself but Outlook lacks the intelligence to not add my email address to the email. Do you have a solution?
YES. This functionality is built into Send Guard for Outlook. You can turn it on from the settings screen using the following steps:
- Open Outlook
- In Outlook 2010/2013, click on the Standss Outlook Addins tab > click SendGuard > Settings In Outlook 2007/2003, click on the Tools menu > Standss > SendGuard > Settings
SendGuard will display the following screen:
- Click on the Reply Guard tab
- Tick the checkbox for Automatically remove me when doing a Reply to All
- Click OK
Now if you do Reply-to-All on any email, SendGuard will automatically remove your email address from the mailing list.
If you haven’t tried Send Guard for Outlook, you can download a fully functional trial of the Outlook addin.
SendGuard has a number of special filters that check outgoing emails to ensure that they are going to the correct people with all the required information. It’s built in tools include the Attachment Guard, Subject Guard, Reply (and Reply All) Guard, Account Guard, Bad Mood Guard and Send Confirm.
Have you ever BCCed someone on an email so that you can secretly keep them in the loop without the other recipients knowing? Here’s why it is a dangerous practice and what you should do instead.
What is BCC (for those who haven’t used it before)
When you send out an email you can add recipients email addresses to the To, CC or BCC fields. CC stands for carbon copy and is a term that comes from when we used typewriters and used carbon paper to make copies of letters to send to extra people.
BCC stands for Blind Carbon Copy.
Normally when you send an email, recipients can see who else received the email because they can see the To and CC fields. But they cannot see the BCC field which means that if you BCC someone on an email, the other people who received the same email will not know.
Why might you use BCC?
- To send a copy of the email to yourself so that you get it in your Inbox as an action item.
- To send a copy to your Gmail account etc. for archiving.
- To secretly inform someone about an email conversation
What is the danger of using BCC?
If you used BCC to keep a recipient hidden from others, imagine what would happen if the hidden recipient did a reply-to-all!
Suddenly the other recipients would be aware that you had been using BCC and depending on the nature of the email conversation, this may be viewed as dishonest or sneaky.
What you can do instead of using BCC
Instead of using BCC, I recommend that you send the email out to the main recipients only using the To and CC fields. Then FORWARD the sent email to anyone else who you need to inform.
Now even if the secret recipient does a Reply-to-All, it only comes back to you.
How to avoid accidental Reply-to-Alls yourself
If you or others in your organization are dealing with confidential information that you are BCCed on, you might want to also look at Send Guard for Outlook. to avoid doing an accident Reply-to-all yourself!
Send Guard has special filters that check emails as you respond to them and as they are sent out.
A special prompt will warn you and ask for confirmation if you reply to an email on which you have been BCCed.
This can avoid the accidental disclosure to other recipients that we referred to earlier.
How do you ensure confidential information is not accidently disclosed?
Let us know by leaving a comment below.