Tag Archives: Email Tips

5 Essential Email tips for being more Organized, Productive and safe from embarrassment at work

By standss - Comments ( 0 ) Wednesday, July 10th, 2013

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.

Here’s why you should NOT file emails to the Deleted Items folder?

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.

Check out some of my favorite search tricks here.

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.

Find out more about what Search folders are and how to set them up in Outlook

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.

Find out how to avoid this emailing mistakes here.

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.

Should you use images in Outlook sales and marketing emails?

By standss - Comments ( 0 ) Wednesday, June 19th, 2013

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?

  1. It helps users avoid viewing potentially offensive material (when external content is linked to the message)
  2. It helps to keep malicious code from damaging the data on your computer.
  3. 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.

display image

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?

  1. Assume that users have not changed their settings… and that they cannot see your images.
  2. 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.
  3. Use colors, highlighting and other HTML ideas to format your emails. Don’t just rely on images
  4. Structure your email with a mixture of text and images so that recipients actually WANT to see your emails.
  5. 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.

If you do send a lot of sales and marketing emails out to customers, you may also want to look at Email Merge for Outlook.

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)

By standss - Comments ( 0 ) Thursday, June 6th, 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.

outlook reply-to-all

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.

You can download the latest version of Send Guard for Outlook from here.

This update is FREE for Existing users of SendGuard. Install it over your old version and your registration information will automatically be retrieved.

Haven’t tried Send Guard yet? Find out more about Send Guard for Outlook and download a fully functional trial today.

SendGuard version 1.1.4898 Released: Compatible with 64bit version of Outlook + Other Improvements

By standss - Comments ( 0 ) Wednesday, June 5th, 2013

Standss is pleased to announce the update release of the SendGuard version 1.1.4898.

This update is free for all existing registered users of version 1.0 or later.

Fixes and Features in this update include:

  • Compatible with 64bit version of Outlook
  • ReplyGuard feature now works with Inline Response in Outlook 2013
  • Plus other bug fixes

Download latest version of SendGuard outlook addon

New to SendGuard: SendGuard is an Outlook addin that has a collection of extremely useful tools that ensure your outgoing emails are COMPLETE (with no missing information) and are being sent to the CORRECT (and only the correct) people.

SendGuard will automatically display a prompt when you:

  • Forget to attach a important file to an email
  • Clicked Reply when you meant Reply-All or vice-versa.
  • 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.

Test Drive SendGuard for Outlook now by downloading the fully functional 30 day trial.

Let us know what you think about SendGuard by leaving a comment below.

Keyword Shortcut to Create Outlook Email Reminders

By standss - Comments ( 2 ) Wednesday, May 29th, 2013

I’m not a big fan of using keyword shortcuts but with the number of emails I have to deal with and set reminders, I particularly like using this shortcut key to flag or set a reminder on the email.

I find this much easier than either finding the right button on the ribbon or right-clicking on the email.

It’s simple:

  • Select the email in your inbox (or any other folder)
  • Press CTRL+SHIFT+G to display the following screen:

adding outlook email reminders

  • Add a flag or reminder and click OK.

I hope you find this tip useful.

Do you have your own favorite keyboard shortcut?

Share it with us by leaving a comment below.

Related Post

For those who are keyboard shortcut fans and also those who are looking to learn the Outlook keyboard shortcuts, you can get a list of the keyboard shortcuts in an earlier post on Keyboard Shortcuts in all Versions of Outlook

How to Create Email list in Outlook 2013

By standss - Comments ( 2 ) Monday, May 20th, 2013

email marketing outlook

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.

outlook email list

  • 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:

Hello John
Hello Michelle

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.

Check out the free demo video on our website for the mail merge addin for outlook

You can also try it out yourself by downloading the 30 day free trial

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.

How to create NON-SPAM emails that get opened and read

By standss - Comments ( 1 ) Wednesday, May 15th, 2013

Do you use Outlook to send out sales and marketing emails to your customers? Here’s a few tips to help your emails reach customers and not get blocked as SPAM


Don’t send one email with a big list of recipients… or worse to undisclosed recipients. That’s a red flag to junk mail filter software.

Instead send separate emails so that each recipient should only see their own name in the To field of the email that they receive.

Creating separate emails for each person can take time. If you have a big list of prospects or customers you can use an Outlook addin like Email Merge PRO which will create and send separate emails to each customer.

2. Don’t use words that Spammers use.

This means avoid words like free, discount, guarantee, special offer, best price, bargain etc.

But… how can you sell something without using those word…  use them… but use them once or twice only where it makes sense.

Don’t make your whole email a sales promotion. Spam filters look at how often these trigger words are used so make sure you also have other (relevant) content.

3. Send emails from your own email account.

If you’re using Outlook, you probably don’t need to worry about this one. This applies to people who try and use unknown servers or web services to send out emails.

If the recipient’s ISP detects that your email is coming from an unreliable server or if the email is coming from a different domain then your email will be blocked.

Even when your email has gotten through to the user’s Inboxes, your job is still not done. You still need to get past the main Junk Mail filter… the person reading this email.

1. Make sure that the email is individually addressed (in the To field) only to him (or her).
When I see a big list of recipients from someone who is not a personal friend (I still get some joke emails etc from friends), I assume that someone is trying to sell me something.

2. Personalise the email at the start (something like Dear Sanjay) but don’t get carried away and personalise it too many places.

3. Send the email only to people who are actually interested in what you are writing about selling etc. If you have a big list of people, you may want to segment it into smaller lists. Not everyone is interested in everything you have to offer.

(If you are using Email Merge PRO, you can group your lists into smaller segments directly from the Wizard)

4. Make the Subject line interesting enough that the user wants to open the email.

I hope that these tips help your emails deliver better results for your business.

You may also want to look at Email Merge for Outlook which has an easy-to-use Wizard that helps you send out personalized individually addressed emails. It works from inside Outlook (your recipient list can be inside Outlook or Excel…)  and also has advanced features to help you segment your list etc.

How to use Outlook Search Folders to never miss an Important Email from your Boss/Client

By standss - Comments ( 0 ) Thursday, May 9th, 2013

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?

You can easily solve this by using a feature built directly inside Outlook called Search folders.

For those who do not know what a search folder is, it is like a virtual folder in Outlook which you can use to view all emails that match a particular criteria for example:

  1. All unread emails2
  2. Mail from and to specific people
  3. Mail from specific people
  4. etc

In this post we will show you how to create a search folder for emails received from a specific person like your Boss/Client.

Follow the steps below to create the search folder: (Instructions below are only for Outlook 2010/2013)

  • Open Outlook
  • Click the Folder tab on the ribbon > click New Search folder. The following screen will be displayed:

outlook new search folder

  • Select the option “Mail from specific people
  • Click the Choose button > select the contact and click OK
  • Choose the mailbox in which you receive your email
  • Click OK

This will now create the new search folder with emails from the specific contact that you selected.

To easily access the search folder, you can also add it to your favorites list, simply:

  • Click on the new search folder which you created
  • Click the Folder tab on the ribbon > click Show in Favorites

This will now show the search folder on the top left corner with your other favorites list.

I hope you find this tip useful.

If you have other ways of filtering your important emails, let us know by leaving a comment below.

Related Post

Outlook Email Alert for Important Emails Only!!!

Turn ON/OFF Conversation View in Outlook 2013

By standss - Comments ( 3 ) Tuesday, May 7th, 2013

Outlook 2010/2013 has a Conversation view which groups all related emails sharing the same subject together. Although this seemed like a great idea, there have been mixed response to this feature.

I personally did not like the conversation view as it was frustrating finding and responding to emails quickly.

But there are a lot of users who seem to like the Conversation view and I may have not given myself enough time to get used to it…

Here’s how you can turn on or off the Conversation view in Outlook (The instructions below are for Outlook 2013 unless specifically stated):

To Turn on Conversation View:

  • Open Outlook
  • Select the folder to which you want to apply the conversation view, for example your Inbox
  • Click on the View Tab
  • In the Messages ribbon group > tick the check box for Show as Conversations. The following message will be displayed:

outlook conversation view

  • Click All mailboxes If you would like to apply the conversation view to all mailboxes or click This folder if you want to apply it to the current folder only.

This will now change your selected folder to conversation view with all related emails grouped together.

To Turn off Conversation View:

  • Follow the exact steps above and untick the checkbox for Show as Conversations
  • On the prompt that appears, select whether you want to remove the conversation view for the current folder or all mailboaxes.

This will now return your selected folder to normal view.

What are your thoughts about the Conversation view?

Let us know by leaving a comment below.

Changing where Outlook Searches Emails by Default

By standss - Comments ( 0 ) Wednesday, May 1st, 2013

Last week we had some tips on searching Outlook emails. Here’s how you can tweak things further by controlling where Outlook searches by default.

Outlook 2013/2016
Type anything in the Search Box and Outlook will search the current folder except if you’re in the Inbox. If you’re in the Inbox, Outlook searches all folders in the current mail box.

Since I have started using Email Tags, I now organize my emails by Tags instead of folders. As a result I prefer for my Searches to be in ALL MAILBOXES and not just the current mail box. Here’s how you can change the setting in Outlook 2013 to search All Mailboxes.

  • Open Outlook
  • Click File > Options
  • Click the Search tab to display Search Options.

Outlook Search Options

  • Select All Mailboxes and click OK

Now when you do a search, Outlook will search in all mailboxes by default.

In Outlook 2010/2007, there is not an option to search all Mailbox but you can search all “All folders” by default.

Here’s a quick setting changing that will force Outlook to search all mail items by default.

In Outlook 2010:

  • Click File > Options
  • Click the Search tab to display Search Options.

search all folders outlook 2010

  • Click All folders and then click OK

In Outlook 2007:

  • Click Tools > Options
  • Click the Search Options button on the Preferences tab to display the Search Options box.

search all folders outlook 2007

  • Click All folders and then click OK.

It’s a small tweak but it could save you a lot of clicks.

Do you have any other Search tricks that you find useful. Share it with other readers by leaving a comment on the blog.