In this post we show you how a new feature of Email Notes for Outlook turns your Outlook into a mini-project management, CRM/Sales or Customer management tool.
Email Notes for Outlook version 2 (by default) displays the SAME note on ALL emails that are part of a conversation or project (the artificial intelligence built into Email Notes will automatically link the note to related emails it finds).
Why are users finding this feature useful?
It means that you can SEE all the relevant information for a conversation or topic irrespective of which email you are looking at (in previous versions of Email Notes, you would have to find a specific email to see notes).
How can you use this?
This is easiest to illustrate with the following scenarios…
Customer Support: You receive an email requesting for support. You reply to the email requesting for more information. You also use Email Notes to add a reminder to yourself about possible solutions. Your customer replies two days later… as soon as you click on the customer’s email, your notes magically appear beside the email.
Sales: You receive an email from a prospect requesting for a quote. You respond to the email with the information requested. You do some research on the prospect and note down details directly beside the email… including a link to their website. The next day, the prospect calls you… while on the phone, you quickly find an email from the client… and you see not only the email but all your research notes.
Its ability to keep all your information in one place (your notes) and make it available to you inside of Outlook… right next to the email you are working on! is possible because of the Artificial Intelligence built-in to Email Notes…
How this works?
In most cases, Email Notes will automatically find existing notes for emails. In the event that there is more than one note that may be relevant, Email Notes will prompt you to link to the correct note.
Feedback from users on this new feature has been very encouraging as they’re finding that it eliminates the need for “you to find your notes” instead “the notes find you” and show up where they are needed… right beside your email.
If you still haven’t tried the new Email Notes, you can download a fully functional 30 day trial from our website.
For existing users of the older version of EmailNotes, you can learn more about whats new in EmailNotes version 2 by going to our website.
Let us know what you think about the new Email Notes by leaving a comment below.
[A hidden but very useful feature of Outlook appointments is that you can link contacts to them. Here’s why and how.]
Why you may want to show contacts on Outlook Appointments?
Having your contacts linked to the Outlook Calendar appointment lets you see all the people associated with the appointment. In case you need to reschedule the appointment, you can simply get more information about the contact (like phone number) directly from the appointment screen and make a call to inform them of the reschedule.
Apart from being able to get information about the contact straight from the Appointments screen, the appointment will also appear in the Activities tab of contact record and also in the People pane when you receive an email from the contact.
How to display Outlook Contacts on Appointments?
The first thing you need to do is to make the Contacts field visible on your Appointment form. In the versions prior to Outlook 2007, the Contacts field was always available on the Appointment form, but this feature was disabled by default in the later versions.
To enable Contacts button on the Appointment form in Outlook 2010 and 2007:
- In Outlook 2010, click on File > Options > click Contacts from the left pane
- Tick the option “Show contacts linked to the current item“
- Click OK
- In Outlook 2007, click Tools > Options…
- Under the Preferences tab, click the Contacts Option… button
- Tick the option “Show contact linking on all Forms“
- Click OK and then OK again
To start attaching contacts to an appointment:
- Go to your Calendar folder and create a new Appointment, you will find the Contacts button as shown below:
- Say for example you want to create a meeting with Sanjay Singh of Standss (South Pacific) Limited. Simply click on the Contacts button, select Sanjay Singh from your contacts list and click OK.
- Click Save and Close to create the appointment.
You can also link contacts to other Outlook items such as Tasks, Journal, Notes etc following similar steps.
Let us know if you find this tip useful by leaving a comment below.
How much time do we WASTE looking at an email and rethinking the same thoughts again? How many ideas are lost by the time you get around to responding to an email? Wouldn’t it be great to be able to make notes on your emails… ready for you to use later?
Ideally you should only have to read an email once and then respond to it. In the real world this is not possible.
Like me, you probably open an email, read it… have some thoughts on it (maybe write your notes down on a piece of paper)… decide you need to get more information and then leave it for later.
Then when you are ready to respond… you can no longer remember or find your notes… so it either takes longer to respond to your email… or it doesn’t contain all the information it should have.
Here’s how you can use Email Notes to IMMEDIATELY jot down any thoughts you have while reading an email. The notes get added to the email (just like sticking a note to a piece of paper) for your later reference:
1. Select an email and click Add Notes button on the EmailNotes toolbar
2. Type in your notes
3. Click on Save button to save the note contents
EmailNotes is also great if you need to add notes to emails based on phone calls.
Now you can have all the information in one place for when you are ready to respond.
Email Notes for Outlook was basically designed by our 30,000 or so readers and customers… we have made writing notes on emails AS EASY AS STICKING NOTES TO A PIECE OF PAPER!
• One click to add and link notes to emails
• One click to view and edit notes linked to an email
• Forward, Reply and Print your emails with or without notes
• … and much more
If you’re not using Email Notes for Outlook yet… you owe it to yourself to try it out. There is a fully functional 30-day trial on our website
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.
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
Here are a few ways to automatically get reminded to work on an email that you have received but do not need/want to work on till some date/time in the future.
Option 1: Flag the email with a reminder
This is an OK option if you don’t mind keeping the email in your Inbox (I’ve got some options later that will even remove the email from your Inbox until you need it).
Right click on the email, click Follow-up and then click Add Reminder.
Enter the relevant information in the screen and click OK.
The problems with this method are:
- The email actually stays in your Inbox which can be a distraction and affect your productivity.
- You can’t add any notes to the original email (unless you are using Email Notes for Outlook)
Option 2: Convert the Email to your Calendar or Task List (drag-and-drop)
Many Outlook users do not realise this but you can convert an email to a Task or Calendar by dragging it to the Task or Calendar folder.
A new Task or Calendar Item will be created and opened with the email content in it. You can set the appropriate date to be reminded.
I prefer to drag-and-drop using the right (instead of left) mouse button. This gives 3 options when I drop the email:
Copy here as Task with Text
Copy here as Task with Attachment
Move here as Task with Attachment
I choose either Copy or Move with Attachment options. This way the new Task has the email attached to it. I can simply double-click the attached email to respond.
Option 3: Use QuickFile for Outlook to remove your emails and have them magically reappear at the correct date and time
In an earlier post, we mentioned how QuickFile for Outlook can be used to DEFER emails. If you are a QuickFile user then this is the nicest option.
Many users use their Inbox like a To-Do list. What should you do with emails that you have already decided to work on at a FUTURE date/time? Here’s a neat way of getting them out of your Inbox until you need them.
QuickFile PRO for Outlook adds a Defer button to your Outlook. You can use this button to move emails out of your Inbox and then have them magically reappear at your pre-set date and time.
- Select the email.
- Click on the Defer button on the toolbar/Ribbon to display the following screen.
- 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.
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, click the link to download a fully functional 30 day trial.
Just a quick note (pun intended)… Email Notes for Outlook is available for download. Get the details here:
The whole team worked very hard to put most of the extra features you asked for… we have now made writing notes on emails AS EASY AS STICKING NOTES TO A PIECE OF PAPER!
- One click to add and link notes to emails
- One click to view and edit notes linked to an email
- Forward, Reply and Print your emails with or without notes
Several users requested for a VIDEO to show how Email Notes works so we’ve done a 1 minute video that shows off the best features of EmailNotes. (It’s always embarassing to listen to your own voice… particularly if you have a strong accent.. hopefully it won’t distract from the message… and we will try and hire a voice-over artist to redo the video in the near future)
WHAT DOES EMAIL-NOTES COST…
We’re also trying something NEW as far as prices are concerned. During the launch week we are going to let YOU DECIDE THE PRICE of Email Notes.
Go to the link and try it out NOW!
PS: The YOU DECIDE THE PRICE promotion ends on 5th-May (or sooner). Take a look at the 1-minute video to see just how easy Email Notes is: