Tag Archives: Outlook

Rugby World Cup 2015 Schedules in Outlook

By standss - Comments ( 0 ) Tuesday, September 1st, 2015

The Rugby World Cup  2015 will kick off on the 19th of September with the first game between Fiji and England, so for all you rugby fans who would not want to miss a single match, or at least not your favorite teams matches, here’s how you can download the times for all the games into your Outlook Calendar.

1. Make sure that your computer is setup to the correct time zone. This step is important to ensure that the game time gets shown at the correct time depending on where in the world you are. Go to the Windows Control Panel and open Date and Time.


(Your screen may be slightly different depending on the version of windows… it may have a separate tab for Time Zone).

Make sure that the correct Time Zone is displayed i.e. the time zone of where YOU are. (I am in Fiji so the screen shot above says Fiji). Click on Change time zone if you need to.

2. Click on the link below to download the Rugby World Cup 2015 schedules:
Download Rugby World Cup 2015 Schedule

* Click on the ADD TO CALENDAR button
* On the pop-up screen, select if you would like the schedule for all teams or for your favorite team only
* Click on the Outlook button. Outlook will automatically open
* In the popup, click Yes
* The new calendar will be added to the panel on the left

The times for all the games will now be in your Outlook.

Enjoy the games and may the best team win.

Categories : Outlook Calendar Tip, Sports Comments ( 0 )

Getting Important (but not-fun) Work Done

By standss - Comments ( 1 ) Wednesday, February 18th, 2015

Here’s a tip that may help to get your important (but not fun work done) and still leave you time to do your enjoyable work. The secret is based on structuring this work as if you were back in high school.

We all have things that we were created to do…. work that we enjoy doing.

It’s probably what we studied in college and what we started our careers doing. But..

Over the years, the roles have changed. Our responsibilities have included things that we don’t enjoy as much.

Our businesses need us to do other things too!

For example:

If you’re a lawyer… or an engineer… or a software developer… or in any creative field, you may find that over the years you have had to do more and more admin and sales work… in fact over time it may feel like you are spending more time doing that kind of work than what you actually signed up for.

Do you find yourself doing all kinds of unproductive things just to avoid making that important sales call, or looking at the accounts?

The type of things I do including checking emails, checking Facebook or going for a cup of coffee… any excuse will do!

This leads to TWO NEGATIVE results.

  1. The work that is important for the business does not get done and
  2. I find I don’t really enjoy the work that I normally would enjoy because (at the back of my mind) I feel guilty for not doing the work that needed to be done.

The solution turned out to be something very simple.

Schedule your (non-fun) work as if you were back in high school

Back when we were in school, we had different classes or periods. Maths was at 10 AM, English at 11 AM and so on. We spent time on all our important subjects because it was scheduled and done at a particular time.

I have found that I am much more productive if I use the same idea for the work that my business needs me to do (but I may not enjoy as much).


I have scheduled various 30 minute blocks of time into my week for Sales Emails, Team Mentoring, and Marketing Analysis. Some of these activities may get more than one period per week.

On the allocated time, I set aside what I am doing and focus on the “Subject” for 30 minutes. Sometimes the works gets done before the end of “class”.

Other times I keep going because I am in the flow and the work seems easy to do.

And if I am not in the flow, I work till the end of the “period” and then leave the subject for the next allocated time on my calendar.

This simple trick has helped me become much more productive. The work that is important to our business is now getting done.

A nice side effect has been that I find myself enjoying my work day much more as I no longer feel guilty for ignoring important work.

I hope that this tip helps you too. If you have other productivity tips, please share it with other readers by leaving a comment below.

Categories : Office Tip, Outlook Performance, project management Comments ( 1 )

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.

image 1

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 )

How to update General Information for multiple contacts in Outlook

By standss - Comments ( 0 ) Tuesday, September 9th, 2014

Creating contacts in Outlook is very easy and even before you might realize, you would have hundreds or thousands of them in your Outlook Contacts folder. It is also likely that most of the contacts might have some relation to the others for example working in the same company. Now if the company relocates, would you want to go and change the address for every contact who works in that company? I know I wouldn’t!

Here is an easier method that will let you update the general information for multiple contacts that are linked with one another.

To start off, we simply update the information for one contact (in this case the Business Address) and then Save and Close that contact. Then we modify the view of the Contacts folder so that all the contacts are grouped by that updated field. So for our example of the Business Address that would be;

1. In Outlook 2013/2010, Click View > View Settings…
In all other versions of Outlook, Click View-> Arrange By-> Customize Current View…

2. Click on Group By…

3. At the bottom set the “Select available fields from:” to “Address fields

4. At the top set the “Group items by” to “Business Address” field

5.Click OK and then OK again.

Now you’ll notice that all your contacts are grouped by the Business Address. Select the contacts who still have the old address, drag and drop them into the group of your updated contact. Outlook will now automatically update the Business Address field for all the contacts you added to the group.

The above example was for updating the Business address but you can follow the same steps to update any other outlook fields for multiple contacts

Do you have any other methods of updating multiple contacts? Let us know by leaving a comment.


Tip# 8 of 8: File (COPY) the e-mails out of your Sent Items folder

By standss - Comments ( 0 ) Thursday, July 17th, 2014

Welcome back folks to the final tip of the 8 simple tips for email management in Outlook series.

We started of this tips series to overcome a common problem… EMAIL OVERLOAD and I had promised to provide step-by-step instructions for a VERY SIMPLE email management system that will work for any businessperson who works with clients, projects or cases. Following this tips, you should be able to:

  1. Ensure that your Outlook data file does not get bloated, slow-down and eventually corrupt itself and die (causing possible loss of some if not all your e-mails)
  2. Backup the correct Outlook data files in case of hardware failure
  3. Organize your emails so that your E-mail Folders matches your paper filing structure
  4. File your e-mails in a way that lets you quickly see all correspondence (incoming, out-going, to and from anyone) for a project quickly and easily in one place
  5. Get some control over your e-mails and use your Inbox like a proper In-tray holding only the items that need your attention.
  6. Easily archive e-mails for completed projects with other electronic documents (Word files, Excel files etc) for the same project.
  7. Quickly find specific e-mails for a project.

Last week we looked at how to keep a clean and organized Outlook Inbox so it acts like a To-do list rather than a storage space.

Today we will look at organizing your Sent emails because this emails are as important and crucial as your incoming emails.

The e-mails that you write to your clients can be crucial for
clarification and dispute resolution later.

E-mails that you send are moved from the Outbox to the Sent Items folder after they have been sent.

You must move or copy the e-mails that you want to keep for future reference from the Sent Items folder to the appropriate folders in your E-mail Filing System. Any remaining e-mails can be deleted (or left in the Sent Items folder if you want).

Our customers tell us that they prefer to have a copy of the email filed in the relevant project folder and also leave a copy in the Sent Items folder. This enables them to fill in timesheets at the end of the day, quickly answer queries about something sent in the last few days etc.

How do you copy emails instead of moving them?

  • Right-click (instead of Left-click) and then drag and drop.
  • When you drop the email (release the right mouse button) you will get presented with the option to Copy or Move. Click on Copy.

In our experience, Sent e-mails are the Number 1 reason that E-mail Filing Systems fail so… set aside some time periodically (at the end of the day or week) to move these e-mails to the correct folder

This brings us to the end of this 8 Simple Tips for Email Management in Outlook series.

I do hope that you have found this tips useful and hopefully are ruling over your emails rather than the other way around.

This tips have worked for thousands of people and there is no reason why it shouldn’t work for you so if you still haven’t gone through this step by step, here are quick links to all the post.

Tip #1 of 8: Turn Off Auto-Archiving in Outlook
You should archive e-mails as projects are completed. Don’t disorganize yourself by archiving based on dates.

Tip #2 of 8: 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.

Tip #3 of 8: Find out where your Outlook data file is and backup regularly
How can you be sure that your Outlook data is being backed up if you don’t know where it is?

Tip #4 of 8: Split your Outlook data into more than one file
This technique will stop your e-mail file from getting bloated, slow and eventually corrupting itself and dying.

Tip #5 of 8: File your e-mails using the same folder structure as you do for your paper files
Filing e-mails into folders makes it much quicker and easier to file, find and archive e-mails later.

Tip# 6 of 8: Setup Outlook so that it is easy to drag and drop e-mails to the correct folders

Tip# 7 of 8: File things out of your Inbox as soon as you have READ the e-mail

What’s Next…

A lot of our blog readers have requested for a PDF version of the tips so that they are able to recap the tips in one place and also keep a printed copy of it on their desk as a reminder to keep following this tips to manage their emails… as it is very easy to forgot this in our busy schedules.

I have started compiling all this tips into a PDF version and will have it available for download next week on our blog.


Mail Merge from Outlook to Microsoft Access

By standss - Comments ( 0 ) Monday, July 14th, 2014

Do you have lists in Microsoft Access that you need to send sales or marketing emails to? You can now email merge directly from Outlook using data stored in Microsoft Access.

Mail Merge is the process of taking one letter (or email) and then personalizing and sending it out to many people. Each person gets a separate copy of the email with only their own name on the To field. The email subject and body can also be personalized with their details.

Thousands of users have been using our best selling addin Email Merge PRO for Outlook to send out sales and marketing emails from Outlook using Outlook data or lists saved in Excel spreadsheets.

We have now updated Email Merge PRO so that you can also use data from Microsoft Access databases.

Email Merge gives you an easy step-by-step Wizard that results in individual personalized emails.


If you’re an existing user of Email Merge PRO, you can download the update for free.

If you haven’t tried it yet, download a functional trial of Email Merge PRO from our website.

Email Merge for Outlook Addon version 3.1.5294 Released: Supports Microsoft Access + Minor Bug Fixes

By standss - Comments ( 0 ) Friday, July 11th, 2014

Standss is happy to announce the release of EmailMerge version 3.1.5294 which is faster, more stable and NOW allows you to use Microsoft Access database (Excel, CSV and Outlook contacts) as your contact source.

This update is free for all existing registered users of version 4.0 or later.

Email Merge for Outlook is already used by thousands of users around the world as an email marketing tool because it works directly from Outlook, there are no monthly or yearly fee’s and allows you to send unlimited emails to unlimited number of contacts.

Fixes and Features in this update include:

  • New! Supports loading of contacts from Microsoft Access files in EmailMerge 32-bit and 64-bit
  • NEW! Excel contact source/CSV contact source: Remembers the last external file being used.
  • Fixed issues with using Excel file as contacts data source.
  • Ignores Outlook hidden contact folders.
  • Other minor bug fixes

Download latest version of Email Merge for Outlook

New to Email Merge: Watch this short video to see just how easy and simple it is to send out personalized individual copies of emails to your mailing list directly from Outlook.

You can also download a functional trial version of the Email Merge to try it out for yourself.

Keyboard Shortcut to Hide or Show the Ribbon in Outlook

By standss - Comments ( 0 ) Monday, May 26th, 2014

Here’s a super shot quick and easy to hide or show the ribbon in Outlook. This is a useful tip if you want to make better use of your screen space but still use the buttons on the Ribbon too.

  • To hide the Ribbon, simply press CTRL+F1
  • To show the Ribbon, press CTRL+F1 again

Do you have your own keyboard shortcuts that you find useful… or tips on making better use of the Ribbon. Let us know by leaving a comment below.   Related Posts Keyboard Shortcuts on Ribbons in Outlook 2010 (and 2007) Keyboard Shortcuts in all Versions of Outlook oi_kbd_scuts Subscribe to Outlook for Business Blog

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.