Tag Archives: Email

Easy Drag and Drop to share Path to files/folders on the Network

By standss - Comments ( 1 ) Wednesday, July 24th, 2013

If like us, you find yourself often sharing files/folders with the members of your team while working on projects etc…

here is a simple tip on how you can drag and drop the path to a file/folder on the network rather than having to type or copy & paste the path into the email (or word).

All you have to do is:

  • Create the email.
  • Use Windows Explorer to find the file or folder that you want to share. Make sure that the file or folder is in a location that the other person has access to… normally this would be on a shared or network folder.
  • Right-click on the file/folder and drag it (with the right mouse button still pressed) to the location in the email where you want to insert the path
  • Release the right-click button. You will get the following options:


  • Click Create Hyperlink Here.

This will now insert a clickable link in the email.

I hope you find this tip useful.

Thanks to Anand Kumar (our Senior Programmer) who shared this tip with us.

If you know of other simple tips like this and wish to share with our readers, please let us know 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.

Myth #6: Sorting and Organizing Is the Solution to Email Overload

By standss - Comments ( 0 ) Tuesday, December 11th, 2012

I read a great article on Life Hacker recently titled Seven Productivity Myths, Debunked by Science (and Common Sense). Myth #6 (Sorting and Organization is the solution to Email Overload) will be of interest to Outlook users.

We all suffer from too much email… and most have tried various ways of trying to organize our emails… usually by organizing them into folders.
But here is something interesting from the LifeHacker article…

One University of California Santa Cruz study (commissioned by IBM) concluded that email technologies have gotten to the point where filing messages may actually make them harder to find, and more importantly, wastes your precious time

The study noted that it was simply more efficient to search when a message was needed than it is to scroll through folders, and then scroll through messages in a folder.

Our own survey from our 30,000+ readers seemed to indicate the same. Some of our own findings were:

  • Maintaining a folder based email management system took too much time (and discipline)
  • As a result it was too easy to procrastinate… and end up with emails everywhere.
  • Many users are now using Outlook Search (or other search tools) to find emails. This was true even for users who were filing their emails in folders.

Read the rest of Life Hacker article for more information and for other non-email productivity tips as well.

Back to email… while we agree that Search is the way of the future, folders do provide some benefits that Search does not.

That is why we created Email Tags. Now Outlook users can get the benefits of both Search and Folders without actually having to use folders.

Email Tags works inside Outlook and allows you to get more control over your emails WITHOUT requiring that you change the way you currently work.

You can see how easy Email Tags for Outlook is by using the fully functional trial version or watching the short video on our website.

Do you still organize emails using folders?
Do you use Tags?

Tell us what works for you by leaving a comment on the blog

Essential Elements to Include in your Email Signature

By standss - Comments ( 1 ) Thursday, May 10th, 2012

What are the essential elements of information that you should include in your signature…

It’s a matter of personal choice what you wish to add in your email signatures but it is best to keep signatures as small as possible but still convey enough information to help the reader and represent you.

Here are some things you might want to include in your signature:


  • Your Name (obviously)
  • Your Phone Number (don’t lose out on a sale just because you’ve made it hard for someone to call you for more information)
  • Your website URL (makes it easy for them to find out more about your company by clicking on a link)


  • SMALL corporate logo and slogan (for branding purposes)
  • SMALL Picture of yourself usually instead of the corporate logo (depends on the nature of your business… better suited to people in sales… or where you are the brand you are promoting)
  • Links to follow you on Twitter, Facebook etc (can be useful for social media marketing)


Email Address (they can just click reply… don’t waste space at the bottom of your email)

Did we miss something? Let us know by leaving a comment on the blog.

Creating marketing and sales emails that get superior responses (all from Outlook)

By standss - Comments ( 0 ) Thursday, July 28th, 2011

Do you use Outlook to create and send out marketing or sales emails? Like you, your customers probably have too many emails in their Inbox. You only have a few seconds to grab their attention so…

Here are some simple but essential tips on formatting your emails so that they actually get opened and read.

Put your company name in the From line so that they know where the email is coming from

Unless the recipients know your name specifically, make sure that your company name is in the From line. (You can control the From by changing account details in Outlook)

Have a Subject line that grabs their attention… within 50 characters

Your target audience is going to decide whether to read your email now (or later or never) based on what is in the Subject line. Why 50 characters… long Subject lines may not get fully displayed if the user has too much on his screen.

Put text rather than images at the top of your email

If your user is previewing your email, only the first lines get displayed. Put something there which causes him to want to know more. You can highlight your text using colors but don’t use images at the very top.

Put the most important content at the top of the email

Most people now have email clients that lets them view the top part of the email as soon as they click on it (like the Reading Pane in Outlook). Make sure that you have the MOST IMPORTANT information displayed there… or at least have the type of information there that will make him scroll down to read more.

Make sure that your email does not look like bulk email

Use a tool like Email Merge for Outlook to send personalized individually addressed emails to your customers. Studies have shown that your response rates can increase by up to 3 times.

Find out more and download a fully functional version of EmailMerge for Outlook from our website.

Use these simple tips and you should find your sales and marketing emails get better responses

Why (and How) you should split your Outlook data file into 2

By standss - Comments ( 0 ) Friday, July 15th, 2011

Outlook by default saves all its e-mails into one file. Prior to Outlook 2003, there was a limitation of 2 GB to your Outlook data file. Although 2 GB seems like a lot, this space can be filled quickly particularly if you receive a lot of attachments.

Once you reach that limit, there is no real warning. Outlook just slows down, e-mails start getting lost and in some cases Outlook just stops opening altogether. Retrieving your e-mails from this corrupt PST is a nightmare.

In Outlook 2003, you have the option of using the new Unicode format of Outlook data file which can hold much more data. However if you upgraded Outlook from an earlier version then chances are that you are still using the older format with the 2 GB limitation.

Irrespective of whether you are using the new or old format data file, you should split your Outlook data into at least 2 files. Your main PST file should not be used like a filing cabinet for old e-mails. Create a separate PST file to save e-mails that you want to keep for future reference. This leaves your main Outlook data file lean and mean so that Outlook is able to open up quickly. To create a new Outlook data file:

For Outlook 2010:

  1. Click on Home tab
  2. Select New Items > More Items > Outlook Data File…
  3. Outlook suggests a default location for the file. I recommend that you change this to a folder that you backup regularly, possible a sub-folder in your My Documents.
  4. Enter a filename and click OK to create the file.

For Outlook 2003/2007:

  1. Click File > New > Outlook Data File
  2. Outlook 2003 Only: Outlook 2003 uses two types of Outlook data files. If you will be using the data only in Outlook 2003 or later, choose MS Outlook Personal Folders File. Otherwise choose the Outlook 97-2002 option.
  3. Outlook suggests a default location for the file. I recommend that you change this to a folder that you backup regularly, possible a sub-folder in your My Documents.
  4. Enter a filename and click OK to create the file.

You can create as many Personal Folder files as you need. Most users only need to create one in addition to the one that Outlook creates by default.

PST 1: Default Folder created by Outlook
PST 2: Use to store Project E-mails

If you have a very high volume of e-mails (particularly with large attachments) you may want to have 2 PST files for your Project E-mails, one for Active projects and one for Completed projects.

How to Move Emails from One PST to another (Using Drag and Drop)

One simple way of moving your emails from one PST to another is to Drag and Down the email to the appropriate folder. This method is simple and it works but:

  1. It can be time-consuming to find the right folder if you have a lot of folders
  2. It is easy to accidentally drop the email into the wrong folder

Using QuickFile to move your emails

Our Outlook addin QuickFile has the ability to remember where you commonly file emails related to a project/case/person and it will provide you with a list of recently used folders. You can simply:

  1. Select the email that you wish to move
  2. On the QuickFile toolbar/Ribbon, click the QuickFile button. This will display the QuickFile screen.
  3. You can select the appropriate folder from the recommended list(based on your previous filing)
  4. Click Move

The email will now be moved to the appropriate folder.

QuickFile is the Fastest, Easiest and Error-Free way to file emails in Outlook. Users tell us that they can file as much as 90% of their emails at the click of one button.

Click here to learn more about QuickFile for Outlook.

Do NOT CC customers from Outlook

By standss - Comments ( 3 ) Friday, July 8th, 2011

Do you have an important message that you need to communicate to all your customers now? Your customers are already saved as contacts in Outlook… so maybe you could just create an email and CC it to all of them. NO!

Using the CC field to send out your sales and marketing emails is not recommended. It can result in annoyed customers and lost sales because:

You are violating your customers’ privacy: When you use CC to send out emails, every person who receives the email will be able to see everyone else’s email address.  The problems this can cause are:

  1. Your customers may not want other people to know that they are working with you.
  2. Your customers may not want other people on your list to have their email address.
  3. One of the recipients may decide to use your list for their own marketing efforts.

A good example of this recently happened at our golf club which circulates its weekly newsletter using the CC field. A few of the members have simply copied the list and started advertising all kinds of things… from cars… to computers… to garage sales. I’m not quitting the golf club because it is the only one close to my home but your customers may quit on you.

Your email may never reach your customer: One of the rules that junk email filters use to work out if an email is spam is based on the number of recipients. Stuff too many people in the CC field and suddenly your email ends up in the Junk Email folder where it is never read.

Your email never gets read because it is obvious to the customer that this is a bulk mail out: Even if the email gets to your customer, it looks like a marketing email. He thinks you’re just trying to sell him something so he either deletes it… or leaves it in his Inbox to read later (how many of those emails do we ever read later?).

… can you use the BCC field instead!
The BCC field is no better at customer communications. Because the email is not addressed to the customer, the junk filters either move it to the junk folder… or the user recognizes it as marketing and deletes or ignores it till too late.

So what can you do?
If you’re one of the tens of thousands of users of the Email Merge for Outlook addin, you already know. Email Merge takes your chosen list of people (from Outlook or Excel or wherever) and:

  1. Creates a separate email for each person… with only their email address in the To field.
  2. Personalises the Subject and/or body of the email with their personal details (name, company name etc) if you want.
  3. Sends the email out immediately or schedules it out at a time suitable to you.
  4. It does all this and more inside Outlook using a Wizard that steps you through the process in a few minutes.

If you haven’t tried Email Merge yet, click here to learn more and download a fully functional version of the Email Merge for Outlook addon.

You’ll be sending out your first set of sales and marketing emails within 5 minutes.

Let Outlook colour special emails (for example emails with notes)

By standss - Comments ( 2 ) Tuesday, March 15th, 2011

Here’s a quick tip that you can use to get Outlook to automatically display special emails in a different colour so that they stand out in your Inbox (or any other folder)

In this example we will be using this technique to display in green bold any emails that you have added notes to (using Email Notes for Outlook).

Emails with Notes highlighted

Step By Step

1. Go to the Folder in which the emails are. This can be the Inbox or any other folder.

2. In Outlook 2010, Click View on the Ribbon and then click View Settings.

On all other versions of Outlook, on the menu at the top, Click ViewArrange ByCurrent ViewCustomize Current View to display the Customize View screen.

3. In Outlook 2010, Click the Conditional Formatting… button

On all other versions of Outlook, click Automatic Formatting… button

highlight Email Conditions

4. Click the Add Button

5. Enter a name e.g. “Emails with Notes

6. Click the Font button and using the resulting screen to choose how you want emails to be highlighted (I chose the colour Green and Bold). Click OK to return to the previous screen.

7. Click the Conditions… button to display the Filter screen.

8. Click the Advanced Tab

9. Click the Field button > User-defined fields in Inbox > EmailNotes
10.  For the Condition: drop-down, select “is (exactly)” and for the Value: enter “Yes”.

Conditioning Filter

11. Click Add to List

12. Now OK your way back to the Outlook Inbox

You should now notice that any emails with notes would appear in the format you have defined.

In this example we have used this technique to highlight emails with notes linked to them. You can also use the same technique to highlight any emails that are important to you (e.g. emails from you main clients/manager etc).

Categories : Email Notes for Outlook, Outlook Email Tips Comments ( 2 )

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 )

Empty your Outlook Deleted Items automatically when you quit

By standss - Comments ( 1 ) Tuesday, February 22nd, 2011

Here is a simple tip to make Outlook empty your Deleted Items folder automatically each time you quit.

WARNING: I am assuming that you know that the Trash Can is not the same as a filing cabinet… and that once you have deleted an email (and sent it to the Deleted Items folder), you no longer want it!

After you make this simple settings change Outlook will display a message similar to the following every time you close Outlook.

Delete Prompt

In Outlook 2010:

  • Click File.
  • Click Options
  • Select the Advanced tab.
  • Tick the box labelled “Empty Deleted Items Folder when exiting Outlook”.

Outlook Options

  • Click OK

In Outlook 2007 and Outlook 2003:

  • Click Tools
  • Click Options
  • Select the Other tab.
  • Tick the box labelled “Empty Deleted Items Folder when exiting Outlook”.
  • Click OK

I hope this quick tip helps to keep your Outlook data file cleaner and leaner.

Categories : Outlook Email Tips Comments ( 1 )