Tag Archives: Outlook Email Tips

Protect your company from wrongly sent emails

By standss - Comments ( 0 ) Monday, February 9th, 2015

The web is full examples of what the dangers to organization due to emails sent to the wrong email address (including one that may have led to a $1B settlement). What are the risks to your organization from these kinds of mistakes, and what you can do to manage those risks? We answer these questions and also look at a solution that several large companies are now implementing.

How do these mistakes occur?

These mistakes typically occur when a user accidentally sends an email to the wrong person. The normal reason for this would be that there may be two people with the same or similar names.

Unfortunately Outlooks Auto Complete list (which generally helps by displaying a list of matching names and email addresses as you begin to type) makes these kinds of mistakes even easier to make.

(Strategy) What can you do to reduce the risks from these kinds of mistakes?

It is probably impossible to eliminate mistakes of this kind altogether. Therefore your organization’s strategy should be based on:

  1. Configuring Outlook to reduce the chances that users will make these mistakes
  2. Be able to show (in the event of litigation etc.) that your organization took reasonable action to prevent mistakes of these kinds

What can you do:

The actual actions you can take include:

  1. Asking users to be more careful and pay more attentions before emails are sent out.
  2. Turning off Microsoft Outlook’s Auto-Complete feature.

While both of the above are theoretically good solutions, they may not work as well in the real world for most organization because:

  1. Irrespective of how careful people are, mistakes are inevitable (it’s part of being human).
  2. Auto-Complete is actually a very useful feature and it is painful and counter-productive to use Outlook without this turned on.

Is there a better solution?

Yes! Send Confirm is an Outlook addin that integrates inside Outlook and automatically prompts for confirmation before emails are sent out.

sendconfirm

The domain is highlighted in red as the greatest damage can be caused if confidential information is sent to the wrong organization.

Send Confirm has been designed with the needs of both small and large companies in mind.

  • The warning prompt can be customized based on corporate/legal guidelines and policies
  • Special filters can be setup to control when the prompt gets displayed (external emails only, all emails etc)
  • All settings can be set and deployed centrally

We’ve actually Send Confirm available to users for several years as part of Send Guard for Outlook. However at the request of several larger organizations, we have now packaged Send Confirm as a separate component to make it more cost-effective for wider deployment in organization.

Please contact us at sales@standss.com for more information on how Send Confirm can be used to protect your organisation.

 

Where are you Outlook emails (are you backing up the RIGHT files)?

By standss - Comments ( 1 ) Monday, January 26th, 2015

Do you know where your emails are saved on your computer?

They may not be where you think they are. Here’s how you can find out where your emails are so that you can be sure that they are part of your backup plan.

Last week at the golf club, I spoke to a frustrated fellow golfer who had just lost all his emails…

The harddisk on his old computer had crashed… and when he used his backups top restore his data to his new computer, he was in for a shock.

His Outlook emails were not there… despite having a well-thought out and implemented plan for backing up his computer.

Because Outlook does not actually ask you to save emails in a particular location, it is easy to forget about them.

Where does Outlook save emails?

If your emails are hosted with Office 365 or MS Exchange then a copy of your current emails will be on your server. Hopefully your network administrator is backing them up.

However, if you are using a POP3 mail account (which many people still are) or if you are archiving emails outside of Exchange, you need to know where your emails are being saved.

All your emails are generally saved in one big data file (PST file… which is short for Personal Storage Table). Unfortunately Outlook does not always create this file in a folder that you would remember to backup.

Some users may also have multiple PST files with additional files for Archives etc.

To find out exactly where all your data files are in Outlook 2010/2013:

  • Click File.
  • On the Info Tab, click Account Settings and then Account Settings again.
  • Click Data Files to display a list of all your currently connected data files as shown below.

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Makes sure that you are backing up all the Outlook data files shown above.

Additional Tip: If you’re not using Exchange, you may want to put your main Outlook PST files in your Documents folder. Assuming that you’re backing up your Documents folder regularly, you should be safe.

Categories : Outlook Data Backup Comments ( 1 )

Bonus Tip #3: BCC yourself on important emails (or use a Rule to copy sent emails to your Inbox)

By standss - Comments ( 0 ) Thursday, August 14th, 2014

Welcome back folks… today we are sharing with you another tip which was shared by a Outlook user.

This is not something that I do myself but I am sharing this as several users indicated that they use these technique. Some background first…

Several readers said that they prefer to have emails that they need to follow up on in their Inbox i.e. after they have sent an email; they would like to have a copy of the email in their Inbox too. The two techniques shared by users were:

BCC Yourself on emails that you need to follow up on
This is easy… simply BCC yourself on emails that you are sending out and you want/need to follow up on.

After the email is sent, you will also receive a copy in your Inbox. Because you have BCC’ed yourself, the other recipients will not know that you were also a recipient.

Or Use a Rule to copy sent emails to your Inbox
You can also setup a Rule to copy ALL emails that you send to your Inbox. Once the email copies arrive in your Inbox, manually Delete the emails that you don’t need to follow-up on.

As mentioned earlier… I don’t use this technique myself but users say that the extra Delete step takes almost no time.

I personally think having copies of emails in your inbox that you will not be working on immediately can be distracting and unproductive… having so many emails in the inbox makes me feel I haven’t done my work today (when in fact I have)

How I personally organize my Follow-ups in Outlook you may ask?

Well in my most biased opinion… I personally use eeminders for Outlook and like the fact that it automatically pops a reminder for emails that I need to deal with on the day that I actually need to deal with it.

  • This does not cause my Inbox to be cluttered with follow-up emails and
  • I don’t have to scroll through emails to find the one I need to deal with. Eeminders reminders me when I need to work on a email.

There is no right or wrong way of doing this… it’s just a matter of preference so I leave the choice to you to choose the best method that suits your style of work.

If you are interested to try eeminders, you can download a fully functional 30 day trial from our website.

Let us know which method you prefer by leaving a comment below.

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Related Post:

BONUS TIPS: Fine-Tuning your Email Filing System (Even More)

Bonus Tip #2: Compact your Outlook Data for Better Performance

BONUS TIPS: Fine-Tuning your Email Filing System (Even More)

By standss - Comments ( 2 ) Wednesday, August 6th, 2014

Earlier this week we released our free special report titled: 8 Simple Tips for Email Management in Microsoft Outlook.

I was truly overwhelmed by the feedback I received from readers. Hundreds of users wrote back saying how the tips discussed in the ebook was already helping them.

“I have implemented your suggestions and it has improved my work flow already”
Norman 
(This was received few days after release of the report)

Other users (who were already using similar techniques) wrote back with their own ideas to further fine tune the Outlook Email Management System.

If you haven’t read the first report yet, I recommend you download and understand the ideas in that first. You can download the report now from:

In the next few weeks… I will be sharing the additional tips that has been shared with me by Outlook users. Remember these are tips that are being used by actual users and it has worked for them.

If you are struggling to manage your emails in Outlook… stay with us and follow the tips to overcome this common email overload problem.

TIP #1: Use Rules for Non-Actionable Items (e.g. newsletters)

In the first report, I said that you should “Think carefully before using Outlook Rules”. The main reason for this is that Rules shift emails out of your Inbox before you’ve had a chance to see them.

Like me, you probably use your Inbox as a To-Do list i.e. emails are kept in your Inbox until you have carried out the required action. This means you should avoid using Rules except…

We all receive emails that do not require immediate action (or for that matter any action)… how many email newsletters do you subscribe to that you want to read in your spare time. Getting those emails into your Inbox can be a bit of a distraction.

For those non-actionable emails, it makes sense to use Rules to move them out of your Inbox.

How to create a Rule

BEFORE creating the Rule, create a folder inside Outlook where you want the newsletter emails to be moved to. Then…

  • Go to your Inbox
  • In Outlook 2013/2010, Click the File tab > Click Manage Rules & Alerts. In the Rules and Alerts dialog box, on the E-mail Rules tab, click New Rule.
  • In Outlook 2007/2003, click Tools > Click Rules & Alerts > Click New Rule to display the Rules Wizard

manage_outlook_rules

  • Move Messages from someone to a folder” will already be highlighted. (This example assumes that the newsletters come from the same email address – otherwise you can use one of the other predefined Rule Templates)
  • Click “people or distribution list” to display the Rule Address screen.

rules_address

  • Choose a name from the list or type in the name in the “From” field and then click OK.
  • Click the hyperlinked word “specified” to bring up the Choose Folder dialog. Select the desired folder from the list and then click OK.

Now that the Rule is created, any emails coming from the list will automatically be moved to the chosen folder.

You can also apply it to any emails that are already in the folder by going back to the Rules and Alerts screen and clicking the “Run Rules Now” button.

Try this tip… it surely has saved me several hours of time that was wasted moving or deleting this emails manually one at a time.

Hope you find this tip helpful… let us know if this works for you or not by leaving a comment below.

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Tips 1 & 2 of 8 Simple Tips for Email Management

By standss - Comments ( 4 ) Wednesday, June 11th, 2014

Hope you all had an awesome weekend and now are ready to get started with the exciting journey to overcome a common problem… Email Overload.

There is no better time than the start of the week to get this battle going as your inbox must already be filled with emails from the weekend and you are wondering how to get over it.

If you are planning to archive this emails or moving them using Rules, then that’s a big NO NO!!!.

Let’s find out why…

Tip #1: Turn Off Auto-Archiving in Outlook
You should archive e-mails as projects are completed. Don’t disorganize yourself by archiving based on dates.

“Time is wasted due to delays in trying to work out if the item I am looking for is in current or archive folders ” – (Norman)

Outlook can automatically reduce the size of your data file by removing old e-mails and putting them in a separate file. TURN THIS OFF NOW!

I will show you a better method of archiving later.

Why shouldn’t you use Auto Archive?

Your work is logically divided into projects or cases. Some projects can take months whereas others may take years. Until a project is complete, all e-mails for the project should be visible in one place.

Using Auto Archive will split your e-mails into multiple files which will compound the problem of finding e-mails while a project is active and of archiving e-mails once the project is completed.

SO… if you thought auto-archiving your email was helping you keep Inbox email clean and organized… think again?

Technically you are wasting the same amount of time finding your emails in separate folders as you would have in your Inbox.

TURN AUTO-ARCHIVE OFF NOW!

To turn off Auto-Archiving:

For Outlook 2013/2010:

  1. Click File menu > Options
  2. Select Advanced
  3. Click on AutoArchive Settings…
  4. Remove the tick next to Run AutoArchive

For Outlook 2003/2007:

  1. Click Tools > Options
  2. Select the Other Tab.
  3. Click the Auto Archive button.
  4. Remove the tick next to Run AutoArchive

This should now stop auto-archiving of your emails… which is the first step forward to a better email management system.

Tip 2: Think carefully before using Outlook Rules
Rules can cause you to miss taking action on certain e-mails and also filing them into incorrect folders.

The three main problems with Rules are:

Problem 1 – E-mails get moved out of the Inbox without you seeing them: Your Inbox is meant to be an action-list. It should show you, in one place, all e-mails that you still need to read and work on.

Problem 2 – Rules shift e-mails out of your Inbox before you have a chance to see them: This means that you have to remember to check other folders for your action list which can result in e-mails getting over-looked.

Problem 3 – E-mails get moved into the wrong folder: If you are working with the same person on more than one project, it is very difficult for an automated system to actually decide what project the e-mail relates to. There is no way to ensure that every e-mail for a project has a word in it that your Rules filter catches.

What’s Next?

We have only started so stay tuned for Tip #3 later this week in which I will be showing you how to keep your Outlook data (emails, contacts, calendar items etc) safe from data loss.

Till next time… have a better Outlook.

Time to join the conversation – what do you think?

I hope that you find the first 2 tips useful in our quest for a better email management system.

Let us know what you think by leaving a comment below. Feel free to share your own experience and the filing system that you use to keep your inbox clean and organized with our readers.

If you have not subscribed to our blog yet, JOIN US today so we can notify you when we post the tips on our blog.

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QuickFile for Outlook Add-in Update (Free)

By standss - Comments ( 0 ) Tuesday, May 20th, 2014

I know that it’s only been a few weeks since we released the new version of QuickFile but we’ve had so much great feedback from users that we felt had to be implemented and put out there for you to use right now.

This update is free for all existing registered users of version 5.

Fixes and Features in this upgrade include:

  • Show Sub folders: In previous versions of QuickFile, it was possible to see subfolders of a folder (after searching for it). We’ve put this feature back in Version 5 and done a separate blog post on how to use it.
  • Remove suggestions: Folder recommendations in QuickFile are significantly more accurate in QuickFile Version 5. However there may be cases where you want to remove a suggestion. You can do this now by right clicking over the suggestion on the QuickFile screen as shown in this blog post.
  • Significant speed improvement when moving emails: Some users found that QuickFile as a sometimes slow when moving emails. We’ve rewritten the moving code.
  • Bug Fixes: There were a number of small bugs in other screens that have been tidied up.

Click to download the updated version (or a fully functional trial version) of the QuickFile Outlook addon.

Registered Users: Download the trial version and install it on your computer. It will automatically pick up your existing registration and settings.

New to QuickFile: Click QuickFile for Outlook Version 5 for more information on the easiest way to file and find your emails in Outlook.

Showing subfolders in QuickFile Version 5

By standss - Comments ( 0 ) Tuesday, May 20th, 2014

QuickFile makes it easy to find a folder but what do you do if you need to see its subfolders too. Previous versions of QuickFile showed you the folders in a way that let you expand folders to show its subfolders. Here’s how to view subfolders in QuickFile Version 5.

Please note that this feature is only available in QuickFile 5.0.5252. If you need to, you can download the latest version of QuickFile for Outlook from here.

Open the QuickFile screen by clicking on QuickFile or Find & Goto on the ribbon.

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Right click over any folder in the Best section.

Click Show Subfolders in Search Results.

The setting will be saved for you and used in all future searches. You can changes it by repeating the steps above.

Please let us know if you find this feature useful by leaving a comment below.

New to QuickFile: Click QuickFile for Outlook Version 5 for more information on the easiest way to file and find your emails in Outlook.

Removing Suggestions in QuickFile Version 5

By standss - Comments ( 0 ) Tuesday, May 20th, 2014

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.

blog image

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.

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Saving (Exporting) Outlook emails with your other files

By standss - Comments ( 0 ) Friday, May 16th, 2014

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.

Step-by-step

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.

Click Save.

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.

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White-listing: How to STOP emails from going to the Outlook Junk Mail folder

By standss - Comments ( 0 ) Thursday, May 15th, 2014

Do you find that you are missing taking action on important emails because Outlook is wrongly classifying them as SPAM and moving them to the Junk Email folder? Maybe you’re not getting support emails from us or another company.

Here’s what you can do to tell Outlook that emails from a particular person or domain are safe.

Outlook has a Safe Senders list. Once you add someone to the safe-senders list, their emails will always go to the Inbox despite what the SPAM filter thinks of it.

To add an email address or domain to the Safe Senders list.

Right click over an email in your Inbox.

Click Junk

If this email is from the sender that you want to add to your Safe Senders list then click on Never Block Sender or Never Block Senders Domain.

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If you want to add a different email address or domain to the Safe Senders list, then click Junk E-mail Options.

Click on the Safe Senders tab.

(Optional: You can also tick the Also trust email from my Contacts and Automatically add people I email to the Safe Sender List check boxes if you want) Click Add.

Enter the email address (e.g. support@standss.com<mailto:support@standss.com>) or domain (standss.com) and then click OK.

Click OK again to return to Outlook.

This tip is particularly useful for emails from companies that you contact for support e.g.we recently found that our support emails were ending up in some users Junk Email folders. This can be very frustrating when you’re waiting for your new license information or additional information for software that you have just purchased.

We recommend that you add the domains standss.com and addins4outlook.com to your Safe Send lists now.

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