Tag Archives: Outlook Tips

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.

Blog image 2

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.

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.


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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How to Cure Email Overload (Video)

By standss - Comments ( 0 ) Thursday, April 10th, 2014

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:

*   Video #1: How to Cure Email Overload

*   Video #2: A Focused Inbox to Get Things Done

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.

Best Regards,

Your Outlook Team at Standss

PS: The videos may be taken down and converted into a paid training course later. Watch it now.


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Retention Policies: Your Deleted Items folder will be cleared every 30 days!

By standss - Comments ( 0 ) Wednesday, March 5th, 2014

We have told you before why you should not use the Outlook Deleted Items folder as your filing cabinet i.e. do not use the Deleted Items folder as the folder where you keep emails for later reference.

Here’s another good reason…. If you are using Office 365 (I recently moved my email account to it), your Deleted Items folder is automatically cleared (every day) of emails that are 30 days or older.

The reason for this is that folders in Outlook that are linked to Office 365 have Retention Policies applied to them.

A retention policy defined how long Office 365 will keep items in users’ mailboxes and defines what actions to take on items that have reached a certain age.

The default action for the Deleted Items is to clear items that are 30 days or older.

While it is possible to change this default action, I don’t think you should. Automatically clearing emails provides two benefits:

  1. It discourages you from “filing” emails in the Deleted Items folder.
  2. It provides insurance in case you need to recover an email that you deleted recently.

You can find more information on Setting Email Retention Policies in Office 365 here.


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Managing Projects in Outlook using Appointments and Tasks

By standss - Comments ( 0 ) Tuesday, January 28th, 2014

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:

  1.  Assign existing (or new) tasks and appointments to projects
  2. 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

  1.  Open Outlook and go to the Calendar/Task folder that the existing appointment/task is located in
  2. Select the appointment/task
  3. 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:


Next Steps…

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.


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Customize Outlook to Work the way you want

By standss - Comments ( 0 ) Wednesday, January 22nd, 2014

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.

Here’s how to auto-highlight important emails in Outlook

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


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Time Zone Problems when Scheduling Outlook Appointments

By standss - Comments ( 0 ) Wednesday, November 27th, 2013

I showed up for a meeting today on the WRONG DAY! I actually had a phone meeting this morning with someone in New York (I am in Fiji). When I called up, I realised that although I had called at the right time, it was the WRONG DAY! I had called a day before instead a day after the date in New York.

Here’s how you can avoid making the same mistake by entering your appointment using the date and time in the other person’s country… and have Outlook automatically show it in your calendar at the correct time for your time zone.

This tip works in Outlook 2010 and later.

  •  Open your appointment
  •  Click Time Zones on the ribbon. Outlook will add a time zone drop-down next to the appointment time.
  • Click the drop-down to pick the time zone of the other person.


Now you can enter the date and time (make sure you enter the date in the other person’s time zone) of the appointment.

Outlook will automatically add it in your calendar at the correct time in your Time Zone.

Do you have other tips for dealing with appointments in different time zones? Let us know by leaving a comment below.

 Related Posts: Displaying multiple time zones in Outlook : Lets you see the times in the two zone side-by-side.

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Categories : General, Office Tip, Outlook Calendar Tip Comments ( 0 )

Emails To-Do today at the Top of the Inbox

By standss - Comments ( 5 ) Wednesday, November 20th, 2013

Although I have tried many different productivity techniques (GTD, TBYL etc),  I still find that I have too many emails in my Inbox. Here’s a little technique that I use to get the emails that I need to work on today  to show up highlighted at the top of the Inbox. This works even if the emails were received on different days.

Follow the steps below to have the emails you want to deal with today appear at the top of the Inbox:

You will also need to have our eeminders for Outlook addin installed.

  • Open Outlook
  • Go to your Inbox, select the email that you want to work on today
  • Right click on the email and eemind me
  • Click Now
  • Follow the same steps above for all emails that you wish to deal with today
  • Once done, on the eeminders toolbar/ribbon, click View > click Inbox (sort by eeminders)

This will now sort your Inbox and show all emails that you need to deal with today at the top of the Inbox. The emails will also be bold and marked as unread so you know which ones have been done and which are still left.

New to eeminders?

eeminders for Outlook makes it much easier to have an uncluttered Inbox that helps you get the right work done. eeminders comes with a number of views to make it easier to see what you need to work on in your Inbox. With eeminders you can also:

  • Defer/Snooze emails out of your Inbox …. until you need them
  • Get Follow-up reminders for emails you send… in your Inbox
  • Do more than just emails… schedule your non-email tasks in your Inbox too
  • Move your non-urgent emails into a Someday folder to relook at in the future when you have free time
  • Review and Reschedule your future email workload easily

Download a free 30 day fully functional trial from our website to test drive it yourself or watch a short video to see eeminders in action.

I hope you find this tip and eeminders useful.

Do you know of other ways to use your Inbox as a To-do list? Share it with us by leaving a comment below.

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Improve Outlook Search by Editing the Subject of Received Emails

By standss - Comments ( 1 ) Wednesday, August 7th, 2013

A reader recently asked if it was possible to edit the Subject of Outlook emails. He wanted to put in terms that would make the emails easier to find using Outlook Search later. The short answer is YES.

Here is how to edit the subject:

  • Open Outlook
  • Double-click on the message you want to edit to open in a new window
  • In Outlook 2003 or earlier, click Edit > Edit Message
    In Outlook 2007, on the Message tab go to the Actions group > click Other Actions > Edit Message
    In Outlook 2010/2013, on the Message tab go to the Move group > click Actions > Edit Message


  • Make the changes to the email subject (and body if required)
  • When done editing, close the email and you will be prompt to keep the changes or not. Click Yes to save the changes.

NOTE: I don’t personally change the Subject of emails. Instead I use Email Tags to tag my emails with keywords for searching later.

We will also be releasing a report in the next few days to give you a much better method of controlling your to-dos from your Inbox. Subscribe to our Outlook Tips Newsletter to get a free copy of the report when it is ready.