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
Are your Sales and Marketing Emails from Outlook reaching their audience… or are they lost in Junk Mail folders?
In order to get your marketing emails read by your customers, you should NEVER send out bulk emails by stuffing many email addresses in the To, CC or even BCC fields.
Instead use Outlook to do an email merge i.e. create and send out a separate, personalized, individually addressed copy of the same email to each person.
This will not only avoid SPAM/Junk filters but will also help you increase your conversion rate by 208% as shown in a recent email marketing case study by Marketing Sherpa.
Why is this important?
Emails sent the wrong way are MUCH more likely to be blocked by the many levels of junk email filters that we all have (even if we don’t always know they’re there).
Junk/SPAM Mail Filters have different levels of sophistication but they all follow a few basic rules including:
- An email with a lot of recipients is more likely to be spam than an email addressed to only my valid email address and…
- An email that is NOT addressed to me directly is more likely to be SPAM than one that is addressed to my email address.
Many Outlook users don’t realize the multiple levels of junk email filters stopping both junk and often real emails from getting to our Inboxes.
Level 1 – Internet Service Provider: Most ISPs now have Junk Mail Filters setup on their servers. These filters do their work even before the email gets to our computers i.e. they remove the email to a Junk Folder that can only be accessed via the Internet.
Level 2 – Anti Spam Software: Many users have additional anti-spam software on their computers that automatically remove and quarantine suspected spam emails.
Level 3 – Outlook’s built-in Junk Email Filter: Finally Outlook has its own Junk Mail filter which moves suspected junk emails to Outlook’s own Junk E-mail folder.
If you’re still sending out your Sales and Marketing Emails from Outlook by putting them all in the To, CC and BCC fields of one email then guess what… your email is most likely lost in a Junk Email Folder somewhere… it is NOT reaching the Reader.
Very few users bother checking the various Junk Mail folders… if your email is getting blocked then chances are it’s going to stay blocked.
Email Merge! You can use Outlook to create and send out personalized copies of the same email to many people.
Outlook has some basic mail merge functionality built into it (it uses Word to do the merge) but this does have some limitations including:
- being harder to use
- not being able to customize the Subject line and
- not being able to send out your emails in smaller lots (which again impacts deliverability).
The easiest way to do this is using our own EmailMerge for Outlook addin. Our addin installs inside Microsoft Outlook and then provides a step-by-step Wizard that will guide you through your first email merge.
If you use the Outlook Calendar or Tasks List to get your work done, here’s a quick tip on how to convert emails to appointments or tasks.
Why might you need this? Like me, you probably get a lot of requests to get things done via email. You also probably send many emails that you want to follow up on. I personally do not use my Tasks List or Calendar for this (I use eeminders which lets me use my Inbox as my To Do list. However if you use your Tasks List or Calendar, this is what you can do.
OPTION 1: (FREE) Create a Task or Appointment from Emails.
All you need is Outlook…
- Select the Email (either from your Inbox or Sent Items folder)
- Drag-and-drop it from the folder to either your Task List or your Calendar.
This will automatically create a new Appointment or a new Task for you that you can then modify with due dates etc!
If you also want to attach the email to the newly created appointment or task (for easy reference later)… you can drag & drop the email using the right mouse button (instead of the left), this will give you the option to attach the email to the appointment or task.
I prefer the Right click option. Have the full email attached to the appointment/task makes it easier to Reply or Forward if I need to.
While the free option will work, here’s a few additional options that you may want to look at to really boost your productivity.
Option 2: File and create the appointment/task automatically when you click Send
If you send out a lot of emails that you need to follow up on, I would recommend QuickFile for Outlook. It automatically prompts you every time you send an email out. The email will be filed to the correct folder after it is sent and your follow-up task or calendar item will be created for you.
Option 3: Get your reminders at the top of your Inbox on the correct day and time
I have personally found that I forget to look at my Calendar and Task List and as a result many actions get left undone. I have started using eeminders which shows me what I need to work at the top of my Inbox. You can watch a demo video or download a trial version of eeminders for Outlook from here.
I hope you find this tips useful.
Do you know of other ways to schedule your work and complete them on time?
Share it with us by leaving a comment below.
How many times have you sent an email requesting for information and not received a response? In this post, we will show you how to set reminders not only for yourself, but also for the recipient to ensure that you get response to important emails on time.
GOOD NEWS, you can do this just using Outlook’s built in reminders.
- Open Outlook
- Create a new email
- In Outlook 2013/2010, on the ribbon under the Tags group, click Follow-up > Add Reminder…
In Outlook 2007, under the Options group, click Follow-up > Add Reminders…
- On the screen that appears, tick the checkbox “Flag for Recipients“
- Tick the Reminder: checkbox
- Select the Date and Time for the reminder to appear in the recipients Outlook
To set a reminder for yourself:
- On the same screen, tick the checkbox “Flag for me”
- Select the Start and Due Date
- Tick the Reminder: checkbox
- Select the Date and Time for the reminder to appear in your Outlook
- Click OK
Now send the email as normal.
At the selected date and time, the reminder will pop-up to remind the recipient and you to deal with the email
I hope you find this tip useful in getting your work done at the right time.
Do you have other methods to ensure that important emails are dealt with or responded to?
Let us know by leaving a comment below.
You may also want to look at eeminders for Outlook. eeminders can also remind you to follow-up on an email but go one step better than Outlook’s built in reminders. eeminders can move a copy of your sent email to the TOP of your Inbox on your chosen date and time.
Try eeminders for outlook – Get the right things done… at the right time!!!
A few eeminders users have asked why their Inbox has emails grouped under NONE for date. Emails in this view are grouped and sorted to help you get the right work done… emails that you have chosen to work on will display at the top. This post has a more detailed explanation on how you can use this
Firstly… The received date of your emails have NOT been changed in anyway.
In this view your emails are sorted by EEMINDER DATE, not received date.
This lets eemidners show you what you plan to work on at the top. You can see that your emails are sorted by eeminder date by the little downward arrow next to EEMINDER in the column header.
As a result the groupings are also by eeminder date.
Emails with no eeminder date are all displayed under the title of NONE. However within this grouo they are sorted by reminder date.
If you want to view your emails sorted and grouped by received date you can always click on the Received column header (clicking on the column a second time will change the sort order from ascending to descending or vice versa).
You may have noticed that we dedicate a lot of time to getting the most out of Outlook for our (and hopefully your) business – just look at the emails and blog articles we send you.
One area that I personally have been struggling with is using my Inbox as a To Do list. Many of the productivity gurus say that the Inbox is a “collection” point and not an “action” point. I’ve tried what they’ve said… I’ve used the Task List, Calendars, apps on my Iphone…
Their methods seem to work for me for a while… but sooner or later… THEY FAIL!
I find myself back to working using the list of emails in my Inbox!!
I’ve decided not to fight it anymore… I NEED a solution that works from my Inbox.
The problem so far has been with this is that, while I get things done… I DON’T always get the RIGHT things done.
Over the last 6 months, I have researched different techniques. I’ve tried out different things… eliminated ideas that took too much effort or discipline… kept the ideas that worked.
I am pleased to report that I now have a system that works well for me….
I know HOW TO GET THE RIGHT THINGS DONE… AT THE RIGHT TIME… FROM MY INBOX!
I am going to release a small report on this sometime next week.
But before I do, I thought I should get comments from my readers and customers. If I need to, I’ll update my report. So I have two questions for you…
- What are the problems that you have with using your Outlook Inbox as a to do list?
- Are there any clever techniques that you use that would be useful to other readers?
I really want to know… so please send your answers to firstname.lastname@example.org, type in a quick response, and press the Send button.
With so many readers, I can’t guarantee a personal response… but I can guarantee that I will personally read your email.
That’s all for now…
Wishing you a better Outlook.
P.S. I really DO value your feedback. I need to know your answers so I can make this report useful for all readers… what are the problems of using the Inbox as a to do list… and do you have any tips to make things easier. Please reply now.