Tag Archives: Email Notes

Outlook Notes Tip: Why (and how) we need to make Notes on Emails in Outlook

By standss - Comments ( 0 ) Sunday, September 7th, 2014

Why (and how) we need to make Notes on Emails in Outlook
 

I was at a friends office yesterday and observed him rummaging through his desk looking for email printouts… on which he had hand-written notes.  We got into a discussion on why we need to make notes on emails at all… and a way of making notes on emails directly in Outlook.

Why do we need to take notes on emails?

It turns out that many conversations are started via email… and then get added to by our own thoughts or phone calls or face-to-face meetings. Adding notes (handwritten or electronic) to emails just makes it easier to refer to the FULL conversation or take action later.

For example:

1. Emails from people outside our own companies are often followed by phone calls… it is convenient to record follow-up notes directly on the email so that all the information is in one place.

2. We often delegate things to other people in our team via email… and then clarify them via phone calls or face-to-face meetings. Recording details directly on the email makes it easier to check if a delegated task has been fully completed.

3. Similarly we may have work that has been delegated to us via email initially but then followed up by phone calls or face-to-face meetings. Recording details directly on the email improves our chances of carrying out the delegated tasks fully.

4. Like many people I have a habit of quickly scanning through my emails… if an email relates to something I can do easily, I take action… otherwise I work on it later but… I may have ideas immediately and it is useful to record it with the email… ready for me to use later. This way I don’t lose thoughts or ideas related to an email.

One way of writing notes on emails is to do what my friend used to do… print out the emails… handwrite on them… and hope you can find them later.

The downsides of this method are that we waste a lot of paper… and the emails and notes are difficult to find when we need them

There is an easier way… use Email Notes for Outlook… an Outlook addin that adds a button inside Outlook for you so that you can easily add, view, edit and print notes on emails… all from inside Outlook.

You can learn more about and download a fully functional version of Email Notes for Outlook from our website.

Here are what some existing customers say about Email Notes for Outlook.

I help people with insurance and Email Notes makes it so much easier for me to work. I make the note on the email lead and it makes it so much easier to keep myself organized. Those notes have made a difference in my closing ratio. – Jim Lambert

EmailNotes gives me an immediate way to jot a reminder to myself connected with the e-mail. Absolutely hassle-free installation and use with Outlook. Wonderful utility!! – Pam Rolph

I don’t have to print the email message, hand write a note on it, and then keep track of it on my desk. Eliminates extra desktop paper and the info doesn’t get accidentally put in a job folder lost forever. – Patrick J. O’Leary, Estimator/Project Manager

Hope you find this tip useful.

Let us know what you think about the tip or Email Notes by leaving a comment below.

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Note taking Tip: Why and where should you be adding your Notes

By standss - Comments ( 0 ) Tuesday, July 23rd, 2013

I read a great article on Life Hacker recently titled Write Notes Before Making a Phone Call to Stay Focused.

It is a great idea to make notes of things you would like to discuss with someone because:

  1. You know exactly what you are going to talk about
  2. You waste less time of the person you called and yourself
  3. You get all the information you need in the first call as opposed to calling the person several times.

BUT… where should you make your notes so that it is easily accessible before making the call and after the call (for later reference)?

One option is to write your notes on a sticky notepad or piece of paper… but you could easily end up with several pages with important notes and as easily misplace them wasting several hours hunting for it under your desk, in the rubbish bin (and hoping you find it)…

The ideal place to add/save your notes would be where you spend most of your time working… your EMAILS!!!

Here are a few reasons why you should make notes on emails?

  1. Emails from people outside our own companies are often followed by phone calls to get additional information that was missing in the email.… it is convenient to record follow-up notes directly on the email so that all the information is in one place.
  2. We often delegate things to other people in our team via email… Recording details directly on the email makes it easier to check if a delegated task has been fully completed.
  3. Similarly we may have work that has been delegated to us via email initially but then followed up by phone calls or face-to-face meetings. Recording details directly on the email improves our chances of carrying out the delegated tasks fully.
  4. Like many people I have a habit of quickly scanning through my emails… if an email relates to something I can do easily, I take action… otherwise I work on it later but… I may have ideas immediately and it is useful to record it with the email… ready for me to use later. This way I don’t lose thoughts or ideas related to an email.

How to write notes on emails?

One way of writing notes on emails is to… print out the emailshandwrite on them… and hope you can find them later.

The downsides of this method are that we waste a lot of paper… and the emails and notes are difficult to find when we need them.

There is an easier way… use Email Notes for Outlook… an Outlook addin that adds a button inside Outlook for you so that you can easily add, view, edit and print notes on emails… all from inside Outlook.

You can learn more about and download a fully functional version of Email Notes for Outlook from our website.

I hope you find this tip useful.

Do you know of other ways to make notes and easily retrieve them for future reference?

Share it with us by leaving a comment below.

The THIRD and EASIER way to Defer Outlook Emails till you ACTUALLY need them

By standss - Comments ( 1 ) Wednesday, June 19th, 2013

In last week’s post, we showed you 2 ways to Defer your Outlook emails till you actually need them (just using Outlook) so you are focused only on what needs your action NOW.

The problem with the earlier two options were:

  1. The email actually stays in your Inbox which can be a distraction and affect your productivity.
  2. You had to manually drag and drop emails to Task folders and also jump between your Inbox and Task to respond to deferred emails.

In this post, we will show you the THIRD (and a much neater) way of deferring your emails.

Our Outlook email management addin QuickFile PRO adds a Defer button to your Outlook.

All you have to do is click a button to move emails out of your Inbox and then have them magically reappear at your pre-set date and time.

Here’s how to use the Defer option:

  • Select the email
  • Click on the Defer button on the toolbar/Ribbon to display the following screen.

quickfile defer=

  • Enter the date and time or you can choose a number of days/hours/minutes when you want the emails to come back to your Inbox.
  • Click OK.

The email will be moved out and come back at your set date and time. If you have used Email Notes for Outlook to add notes to the email then your notes will also stay (and come back) with your email. This is useful so you don’t have to rethink why this email was deferred for later.

Many users have reported that this feature has greatly improved their productivity.

Tell us what you think by leaving a comment on the blog.

If you haven’t tried QuickFile for Outlook, watch a short video on our website to learn more about it or download a fully functional 30 day trial to test drive it yourself.

How to edit received emails in Outlook

By standss - Comments ( 2 ) Thursday, February 28th, 2013

Do you wish you could add information to emails you’ve received in Outlook. It’s easy if you know how. But first…

Why would you want to edit a received email?
The two reasons I can think of are:

  1. You may want to add some extra information or notes to the email
  2. You may want to add a Project Number, Code or Name so that the email is easy to find later using Search tools.

How To Edit Received Emails in Outlook

  • Open Outlook
  • Double-click the email to open in a new window.
  • In Outlook 2013/2010, Select Actions > Edit Message from the Move section on the ribbon.
    In Outlook 2007, Select Other Actions > Edit Message from the toolbar.
    In Outlook 2003 and earlier, Select Edit > Edit Message from the menu.
  • Make the changes to the Body and Subject of the email
  • Press CTRL+S on the keyboard to save the changes to the email.

Why you may not want to edit received emails?
While editing emails is easy, it may be best to leave emails as you received them for the following reasons:

  1. You may need the email in its original form for legal reasons. Editing emails is destructive in that the original email is not recoverable without manual editing.
  2. You may accidentally forward or reply to an email and send your own confidential notes to someone else.

As an alternative, if you need to keep notes with your emails, you may want to look at Email Notes for Outlook. Email Notes lets you add notes to the emails without destroying the original email plus your notes stay confidential but you can still share them with other people when you CHOOSE to.

EmailNotes & Outlook Reminder: Never Miss Out an Important Email

By standss - Comments ( 3 ) Thursday, August 23rd, 2012

Never miss out an email

Is email your primary form of business communication? Here’s a system we use at Standss to ensure that 1) we get reminded to follow up on emails and 2) we have all the information we need to actually follow up.

Email is our primary way of serving our customers… our sales and support team goes through many emails every day. We normally respond to emails in the order they come in… but some emails may not get responded to fully at first because:

1) We may need to get additional information ourselves
2) We may need to get more information from the customer.

We use the following system to ensure that the emails don’t end up slipping down the queue and being forgotten.

1. We add reminders to the email so that we get prompted to take action at the right time

To add reminders in Outlook:

  • Right-click on the email
  • Click Follow Up > Add Reminder…

Reminder options

  • Tick the Reminder checkbox
  • Select the Date and Time that the reminder should pop-up
  • Click OK

2. We add Notes to the Email to remind us why the email was not dealt with immediately

  • Simply select the email in the Inbox
  • Jot down the notes right beside the email… in the Notes Pane as shown below.

EmailNotes Notes Pane

Later when the reminder screen appears, we do not have to read the whole email again or RETHINK why the email was not responded earlier… the notes provide us a quick summary.

Handling emails has become much more effective for our team with this system.

Try it out for yourself and see how Outlook’s Reminder and EmailNotes for Outlook can work for your business.

You can download a fully functional 30 day trial of EmailNotes from our website.

If you have other techniques of effective email handling, please share it with us and our readers by leaving a comment below.

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Take Control of your Emails and be more Productive

By standss - Comments ( 3 ) Thursday, September 15th, 2011

EMAIL IS GETTING IN THE WAY OF REAL WORK for many of us… and many of us are constantly looking for ways of reducing the stress and frustration that email is causing, let alone the drop in our productivity.

One of the major factors affecting productivity is the time and effort needed to keep all the incoming and outgoing emails organized.

Normally the manual effort required means many of us just give up and leave everything in a mess. The reason for this is simple:

  1. It takes too much effort to drag each and every e-mail out of the Inbox and into the correct folder.
  2. It’s too easy to forget to go to the Sent Items folder to move e-mails out of there into the correct folders.

In this post, I will show you how I personally use our email management tool, QuickFile for Outlook on a daily basis… I hope you find ideas in it that will help you take control of your emails.

I am able to file 90% of the emails at the click of a button

QuickFile adds a toolbar inside Outlook. Whenever I select an email, QuickFile changes one of the buttons to the name of the folder I last used to file a similar email… most times the email needs to go into the same folder. One click and the email is moved out of my Inbox.

What I like:

  • I am actually filing my emails because I don’t have to hunt through a tree of folders… one click is so much faster.
  • My Inbox doesn’t feel like a list of endless tasks because it only contains emails that still need my attention.

A COPY of my Sent Emails are automatically filed to the correct folder

QuickFile prompts me for a folder every time I send out an email. The prompt contains a list of folders where I am most likely to file the email…. Double-click and the email is automatically filed to the correct folder after it is sent.

(The prompt can be turned off if you prefer to bring it up only when you want by clicking Send&File instead of Send)

What I like:

  • Without this, emails in my Sent Items folder were NEVER filed. I don’t look at Sent Items as often as my Inbox and it’s just too easy to forget.
  • QuickFile can either move the original email or file a copy from the Sent Items folder. The copy feature was implemented as a result of user DEMANDS and I really find this useful. A copy gets filed to the correct folder and I still have a copy in my Sent Items for quick reference. Many users tell me that they also use the Sent Items emails for filling in timesheets.

I don’t let Newsletters distract me

I subscribe to many different newsletter emails. Most of these newsletters do not need my urgent attention… they do not need to be added to my list of things to do.

QuickFile lets me treat any email in my Inbox as a newsletter at the click of a button. After that any email from that email address automatically gets moved to a folder dedicated to Newsletters, which I then read at my convenience.

What I like:

  • My Inbox does not get cluttered by newsletters… there is less stress each time I look at my Inbox.
  • I’m not distracted from my real work by an email with an interesting topic
  • QuickFile reminds me once a day to look at my newsletters with an email in my Inbox… I do a quick scan to make sure that I am not missing out on anything time-sensitive.
  • Many emails that I was spending (wasting) a lot of time reading no longer seem important… now that they’re not in my Inbox, I don’t feel as compelled to read stuff that I won’t actually use.

I (defer and then) deal with non-urgent emails in batches

Many productivity gurus recommend that you don’t deal with emails first thing in the morning but… we’re in a different time zone from many of our customers… I need to reply to them first thing to ensure that we are able to communicate while we are still both at work.

I start from my Inbox and deal with each in it. If it’s urgent I deal with it there and then.

Otherwise, I use QuickFile to defer it to 11 am… a time I have set aside for email processing. QuickFile moves the email out of my Inbox and then brings it back at 11 am. (QuickFile can defer each email to a different time of your choosing).

What I like:

  • My Inbox does not contain emails that I have decided not to work on now. This keeps me focussed only on what I need to think about.
  • The email automatically appears at a time of my choosing.
  • Batch Processing emails is actually a much more productive way of dealing with emails instead of getting distracted by emails 50 times a day.

I am able to find Email Folders by typing any part of the folder name

I have many folders of several levels inside Outlook. Finding the right folder to file or retrieve an email can take a long time… OK… it takes less than 10 seconds but it feels like a long time.

QuickFile adds a Find&Goto Folder button to the Outlook toolbar. To find a folder all I need to do is click on the button and type a few characters from anywhere in the name of the folder.

QuickFile shows me all matching folders and I double-click to go to the correct folder. Easy!

What I like:

  • I don’t have to remember where the folder is or its exact name… or even the start of the folder name. QuickFile will do a find anywhere in your Outlook file and based on any part of the folder name
  • It makes answering queries that requires reference to old emails much much faster.

That covers my favourite ways in which QuickFile makes me productive.

If you’re not using QuickFile yet… you owe it to yourself to try it out.

Also exclusively for all our blog readers, we are offering a special Productivity Tools Pack which includes QuickFile Pro for Outlook and another popular productivity tool of ours, EmailNotes for Outlook.

EmailNotes is an Outlook addin that allows you to quickly and easily add notes like ‘post-it notes’ to emails. With EmailNotes you can:

  • Immediately jot down ideas while reading emails
  • Add missing information to emails (usually gathered by follow-up phone calls)
  • Improve follow-up on emails (and INCREASE SALES CLOSING RATES)
  • Remember why certain emails were put in certain folders

Normally they would cost US $99.90 (QuickFile Pro = $69.95, EmailNotes = $29.95) if bought separately; however as a special offer to all our Blog readers, we are giving away QuickFile Pro and EmailNotes together as a Productivity Tools Pack for only $79.95.

This offer is only valid till the 19th of September so if you are interested, ACT NOW.

Click here to get more information about the Special Productivity Tools Pack.

Productivity Tools Pack Special Offer (Limited Time Only)

By standss - Comments ( 2 ) Tuesday, September 13th, 2011

For a limited time only, exclusively for our blog readers, we are offering 2 of our best selling Productivity Tools, QuickFile Pro for Outlook and EmailNotes for Outlook as a bundle for only $79.95.

Normally they would cost US $99.90 (QuickFile Pro = $69.95, EmailNotes = $29.95) if bought separately; however as a special offer to all our Blog readers, we are giving away QuickFile Pro and EmailNotes together as a Productivity Tools Pack for only $79.95.

This offer is only valid till the 19th of September so if you are interested, ACT NOW and SAVE UP TO 20% on this special offer.

This Special Offer End on the 19th of September

About QuickFile and EmailNotes

QuickFile is an Outlook addon that allows you to quickly and easily organize your mail into folders with a single click. With QuickFile you can:

  • Organize mail quicker
  • Send & File in one quick step
  • File 90% of emails at the click of one button
  • Find emails again fast and easy
  • Quick and easy to install and use

Click here to see what existing users of QuickFile are saying

EmailNotes is an Outlook addin that allows you to quickly and easily add notes like ‘post-it notes’ to emails: With EmailNotes you can:

  • Immediately jot down ideas while reading emails
  • Add missing information to emails (usually gathered by follow-up phone calls)
  • Improve follow-up on emails (and INCREASE SALES CLOSING RATES)
  • Remember why certain emails were put in certain folders

Click here to see what existing users of EmailNotes are saying

 100% Risk Free Quarantee  We believe in our outlook add ins so much that we offer a unconditional 30 days 100% Money Back Guarantee. No Questions Asked! This removes all risks from your decision so ACT NOW!

This Special Offer End on the 19th of September 

Feel free to share the link to this special offer with anyone you feel might be interested in becoming more productive.

The NEW BEST way to make notes on Outlook Emails (Email Notes Complete Make Over)

By standss - Comments ( 1 ) Tuesday, March 8th, 2011

The promised update to Email Notes is now ready.

Email Notes for Outlook was already one of our best selling addins but this MAKEOVER makes it so much EASIER.

See for yourself just how much cooler and easier Email Notes now is.

As a result of this update the price of Email Notes will be GOING UP… but you can still buy at the old price till the END OF THE WEEK.

And before I forget… existing users don’t need to purchase again. Just download and install the new version and it will automatically pick up your existing license information.

I hope you find the new version as exciting as we do. I look forward to receiving your comments.

Best Regards,
Sanjay Singh

PS: If you’re not a user of Email Notes yet, try the free trial today. You only have a few days before Email Notes prices will go up by 50%.

Categories : Email Notes for Outlook, Outlook Email Tips Comments ( 1 )

Outlook lets you edit emails… but should you?

By standss - Comments ( 3 ) Tuesday, March 1st, 2011

You may not know this but it is possible to edit received and sent emails in Outlook. In this post we will discuss why you may want to edit emails, why you really shouldn’t… and an alternative to editing emails that still achieves your goals for editing emails… without actually editing the emails (I hope that makes sense).

But first…

How to Edit Emails in Outlook

  • Double-click the email to open in a new window.
  • In Outlook 2010, Select Actions > Edit Message from the Move section in the Message ribbon.
    In Outlook 2007, Select Other Actions > Edit Message from the toolbar.
    In Outlook 2003 and earlier, Select Edit > Edit Message from the menu.
  • Make the changes to the Body and Subject of the email
  • Press CTRL+S on the keyboard to save the changes to the email.

Why you may want to edit emails?

We did a survey of close to 10,000 of our readers last year and we found out that many users edited their emails to capture additional notes.

These notes were basically ideas that users had while reading the emailor additional information gathered by follow up phone calls etc.

For many users, it was easier to simply edit the email and enter their notes so that all the information was in one place.

Why you should NOT edit emails?

The two big reasons we recommend that you do not edit your actual emails are:

  1. Editing emails is DESTRUCTIVE to the original message i.e. you may no longer have a true record of what the original email was. You may need it later for reference (or even for legal reasons).
  2. You may accidentally pass on confidential information to others when you forward or reply to an email which you have edited.

A better way of making notes on emails

According to our survey, the main reason that users edited emails was to add notes. So we created Email Notes for Outlook.

Email Notes for Outlook lets you add notes to your emails without changing the actual email.

You can view a video on how easy Email Notes for Outlook is to use by clicking on this link.

You can even download and start using the trial version of Email Notes immediately if you can’t wait.

But… later this week (hopefully by the 4th of March 2011), we will be releasing a FANTASTIC update to Email Notes. This update makes Email Notes even easier to use and (I know I’am probably biased) just so much sexier to look at.

We’ll let you know when it is ready.

Regards,
Sanjay

PS: We haven’t decided yet if there will be a price increase after the update but all existing users will get the upgrade for free.

Categories : Email Notes for Outlook, Outlook Email Tips Comments ( 3 )

Why (and how) we need to make Notes on Emails in Outlook

By standss - Comments ( 1 ) Wednesday, October 6th, 2010

I was at a friends office yesterday and observed him rummaging through his desk looking for email printouts… on which he had hand-written notes.  We got into a discussion on why we need to make notes on emails at all… and a way of making notes on emails directly in Outlook.

Why do we need to take notes on emails?

It turns out that many conversations are started via email… and then get added to by our own thoughts or phone calls or face-to-face meetings. Adding notes (handwritten or electronic) to emails just makes it easier to refer to the FULL conversation or take action later.

For example:

1. Emails from people outside our own companies are often followed by phone calls… it is convenient to record follow-up notes directly on the email so that all the information is in one place.

2. We often delegate things to other people in our team via email… and then clarify them via phone calls or face-to-face meetings. Recording details directly on the email makes it easier to check if a delegated task has been fully completed.

3. Similarly we may have work that has been delegated to us via email initially but then followed up by phone calls or face-to-face meetings. Recording details directly on the email improves our chances of carrying out the delegated tasks fully.

4. Like many people I have a habit of quickly scanning through my emails… if an email relates to something I can do easily, I take action… otherwise I work on it later but… I may have ideas immediately and it is useful to record it with the email… ready for me to use later. This way I don’t lose thoughts or ideas related to an email.

One way of writing notes on emails is to do what my friend used to do… print out the emails… handwrite on them… and hope you can find them later.

The downsides of this method are that we waste a lot of paper… and the emails and notes are difficult to find when we need them

There is an easier way… use Email Notes for Outlook… an Outlook addin that adds a button inside Outlook for you so that you can easily add, view, edit and print notes on emails… all from inside Outlook.

You can learn more about and download a fully functional version of Email Notes for Outlook from our website.

Here are what some existing customers say about Email Notes for Outlook.

I help people with insurance and Email Notes makes it so much easier for me to work. I make the note on the email lead and it makes it so much easier to keep myself organized. Those notes have made a difference in my closing ratio. – Jim Lambert

EmailNotes gives me an immediate way to jot a reminder to myself connected with the e-mail. Absolutely hassle-free installation and use with Outlook. Wonderful utility!! –Pam Rolph

I don’t have to print the email message, hand write a note on it, and then keep track of it on my desk. Eliminates extra desktop paper and the info doesn’t get accidentally put in a job folder lost forever. – Patrick J. O’Leary, Estimator/Project Manager

Categories : Outlook Email Tips Comments ( 1 )