Folder recommendations in QuickFile are significantly more accurate in QuickFile Version 5. However there may be cases where you want to remove a suggestion (e.g. if you accidentally used a folder).
Step by Step
Open the QuickFile screen by clicking on QuickFile or Find & Goto on the ribbon.
Right click over any folder in the Best section.
Click Remove from Best.
If the suggestion was for this particular contact or conversation, it will be removed from the list of suggestions.
New to QuickFile: Click QuickFile for Outlook Version 5 for more information on the easiest way to file and find your emails in Outlook.
Here’s a quick tip on how you can save one or more emails outside of Outlook. This is very useful if you want to save your emails on your harddisk in Client folders along with Word files etc.
Go to the folder (inside Outlook) that has the emails.
Select the email you want to export out of Outlook (You can also select multiple emails by holding down the CTRL button on the keyboard and then clicking on the emails).
Click File-Save As.
Enter a filename.
Choose a format from the drop-down.
What format should you use?
The two common formats that you can use are:
Outlook Message Format (msg): This creates a copy of the entire emails outside Outlook for you and has any attachments etc still as part of the email. This only works when you are exporting single emails. You will also need to have Outlook to view the message in the future.
Text Only (txt): This creates a plain text file (all formatting and attachments are removed). This option is also available when you try to export multiple emails… all emails are put in the one text document with header information (date/sender/recipient/Subject) clearly identifying each email.
What about exporting to PDF?
Outlook cannot export directly to PDF format. However if you are using QuickFile for Outlook-Ultimate Edition<http://www.standss.com/quickfile>, you can export all or selected emails from any folder into a PDF file. The PDF file will have a clickable table of contents (list of emails in date order) at the top and will also have links to all attachments.
On the QuickFile section of the Ribbon, click More Actions-Export Emails.
Instead of our regular blog posts, we are creating a series of 3 video posts to solve what our 30,000+ blog readers tell us is there #1 problem… TOO MUCH EMAIL!
You can watch the first two (short) videos here:
These videos are free for the moment.
You will need to opt-in to see the video (as always we respect your privacy and will NEVER share your email with anyone).
We’re asking for your email again so we know who to send the PDF version of How to Cure Email Overload to… as soon as the video course is complete.
Once you have seen the videos, please let us know if there is any question you want answered in the third and final video.
Your Outlook Team at Standss
PS: The videos may be taken down and converted into a paid training course later. Watch it now.
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.
First of all Happy New Year to all our readers and welcome back to work J
I’m sure you all have enjoyed the holidays and now recharged to work through another year.
Your inbox is sure to be full of emails piled up while you were away and so in this first post for the year, we will show you some of the ways that you can customize outlook to suit your style of working and also effectively handle the pile of emails in your inbox.
Tip 1: Auto Highlight Important Emails in Outlook
Not all emails in your inbox will require immediate attention for example newsletters, so how do you pick out which ones are urgent and which ones can be dealt with later?
Outlook has an in-built feature which automatically highlights by color coding emails so that you remain focused and easily identify important emails from the hundreds of emails you receive.
For me, I’m only interested in emails that have the word Outlook in them.
I’ve setup Outlook so that it automatically highlights (Red Bold) any email with the word Outlook in it.
This way you don’t have to waste time scanning through hundreds of emails.
Tip 2: Mark Outlook Emails READ only after you ACTUALLY Read them
If you are not using the auto highlight option above, you would likely be clicking through each email in your inbox to find the ones that you need to deal with BUT…
As you are clicking through your emails, Outlook is marking them as READ, which means they will no longer appear BOLD for you to clearly identify which ones are still left to be ACTUALLY READ or dealt with.
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 3: Easy Email Search Tricks in Outlook
In the old days, finding an Outlook email meant wading through folders and manually searching for the correct email. Finding emails now is EASY particularly if you know some tricks to help you get more accurate search results. Here are a few of my favorite search tricks in Outlook.
I hope you find this tips useful in working through your emails this year.
If you have other tips for handling emails in Outlook, please share it with our readers by leaving a comment below
Email Marketing Tip: Using Outlook Categories to Segment your Customers/Prospects (for better sales result)
Have you heard of the phrase “ONE SIZE FITS ALL”?
This works quite well for devising policies or procedures within companies or single departments where individuals work for a single goal BUT…
If you are applying this strategy for your email marketing campaigns, you are likely to be annoying your customers/prospects by sending them emails/information that they don’t need.
As a result, prospects might unsubscribe from your list even before you get a chance to offer them something that would have been valuable to them and ultimately this could lead to a LOST SALE in future.
When it comes to email marketing, the phrase needs a slight tweak.
The phrase should say “NO ONE SIZE FITS ALL”
Not everyone on your list of customers and prospects are interested in everything you sell so it is important that you group them into different segments… and then send different emails based on the needs of each group.
Outlook has a very powerful feature called Categories that you can use to segment your contacts.
Unfortunately it is not as easy as it could be to do email merges with this!
Users of our Email Merge PRO for Outlook software can easily use the Email Merge Wizard to both send out emails to particular segments/categories and to maintain their mailing lists.
The Email Merge Wizard lets you save your selected contacts to a new or existing category easily inside the Wizard.
I hope you find this tip useful.
If you have other email marketing tips, please share it with us by leaving a comment below.
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.
In Outlook 2007 (and below), finding contact information (such as phone numbers, emails) was quick and easy thanks to the Find Contact drop-down on the toolbar.
This was lost in Outlook 2010/2013 as the toolbar was replaced by the ribbon but you can still get the “Find a Contact” option on the Outlook Quick Access Toolbar.
What is the Quick Access Toolbar? This is a row with few buttons that appear on the top-left-hand corner of the outlook screen. These icons will be displayed irrespective of which tab of the Ribbon you are on… and you can add your own icons/commands to it.
To add “Find a Contact” to the toolbar:
- Click on the arrow pointing downwards (as red circled in the image above)
- Tick “Find a Contact” from the drop-down list.
Your toolbar will now show the Find a Contact option as show below (the screen maybe slightly different depending on your version of Outlook).
Now if you need to make a call and don’t remember the person’s phone number, just type the contacts name (any part of the name) and outlook will provide a list of contacts matching your search.
Select the contact and press Enter. The contacts information (phone number, email etc) will be displayed.
Did you find this tip useful or do you have a better way of finding contacts quickly in Outlook 2010/2013?
Let us know by leaving a comment on the blog.
As you type a few characters of an email address or name in the Outlook email TO/CC/BCC field, Outlook automatically provides suggestions of contacts/email addresses that match what you have typed.
With hundreds of other things on mind, it is difficult to remember each contacts email address so the Auto-Complete feature does a great job of remembering this for you.
BUT… People’s email addresses change or you may have stopped communicating with certain people – yet their old email addresses keep showing up in the list.
Even worse, if you typed the wrong email address of the contact and sent the email, outlook saves this address and it appears as a suggestion every time you type characters that match it.
So here’s a quick tip on how to maintain Outlook’s Auto-Complete list:
Deleting Single Entries
It’s easy to delete individual items from the list. Say you want to delete the email address which you mistyped previously, simply type the first few characters matching that address in the To: field to display the list. Then use the arrow keys on the keyboard to move to the email addresses and click Delete.
Deleting the Whole List
Use with Caution because there is no way of getting the list back!
You can also completely delete the list to start from a clean slate by following the steps below: (Instructions apply to Outlook 2013/2010 unless specifically stated)
- Click the File tab
- Click Options
- Click Mail.
- Under Send messages, click Empty Auto-Complete List.
This should now clear all email addresses.
I hope you find this tip useful.
Have you ever mistakenly sent out an important/confidential email to the wrong person as a result of using Outlook’s Auto-Complete list?
It happened to me once, so here’s how I ensure that I always send the email to the right person.
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
1. Send SEPERATE INDIVIDUALLY ADDRESSED to each person
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.