Tag Archives: Outlook

Email Marketing Tip: Using Outlook Categories to Segment your Customers/Prospects (for better sales result)

By standss - Comments ( 0 ) Wednesday, June 12th, 2013

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.

outlook email merge categories

Check out the short demo video on our website or test drive Email Merge Pro by downloading the 30 day trial.

I hope you find this tip useful.

If you have other email marketing tips, please share it with us by leaving a comment below.

Email Organizer: fantastic time-saver for client or project based filing system in Outlook

By standss - Comments ( 0 ) Thursday, May 30th, 2013

With almost 80% of business correspondence now taking place by e-mail, you NEED a good system for filing your e-mails.

outlook email organizer

The simplest way to organize your emails is to duplicate your paper filing system inside Outlook.

Like other Outlook users, I’m sure most of you were also printing and filing copies of important emails into folders for different clients or products, and it worked quite well because all your filed documents for a particular client or project were in one place and accessible for future reference.

That is the same system you need to implement for your email filing in Outlook, create separate folders for each client or project and file your emails (incoming and outgoing) to this dedicated folders.

Filing your e-mails like this has a lot of benefits… even if you print out copies of critical e-mails for future reference.

  • BENEFIT 1: You don’t have to learn anything new to use this filing system (chances are your office has been filing your paper files using this system for years)
  • BENEFIT 2: You can quickly see all e-mails for a client or project in ONE PLACE. You can use Outlook’s built in sorting to see the time-line of e-mails etc.
  • BENEFIT 3: It is super-easy to export or archive projects. By filing in this way, you can use Outlook’s built-in tools to easily export e-mails out into a separate file if you need to. You can now file an electronic copy of all e-mails with your Word and Excel documents once a project is completed.


WARNING! Your e-mail filing system may FAIL … and a solution


This e-mail filing system clearly works. If it didn’t, you wouldn’t be filing your paper files this way.

Yet most users are not able to continue filing their e-mails this way for very long. Why?

The reason is simple.

  • It takes too much effort to drag each and every e-mail out of the Inbox and into the correct folder.
  • It’s too easy to forget to go to the Sent Items folder to move e-mails out of there into the correct folders.
  • It’s not as easy to delegate e-mail filing as it is to delegate paper filing.

That’s why we created QuickFile to solve the above email management problems.

QuickFile 4Outlook is an inexpensive email organizer that works inside Outlook by adding two buttons called QuickFile and Send&File to your Outlook. It doesn’t change Outlook in any other way and it won’t change the way you have always used Outlook.

QuickFile mail organizer is a fantastic time-saver for anyone who wants to use a client or project based filing system in Outlook.

Please give QuickFile a try. This is the only add-on we know that can guarantee that your e-mails get filed properly.

If you have your own test methods of filing emails that has worked?

Share it with us by leaving a comment below.

Keyword Shortcut to Create Outlook Email Reminders

By standss - Comments ( 2 ) Wednesday, May 29th, 2013

I’m not a big fan of using keyword shortcuts but with the number of emails I have to deal with and set reminders, I particularly like using this shortcut key to flag or set a reminder on the email.

I find this much easier than either finding the right button on the ribbon or right-clicking on the email.

It’s simple:

  • Select the email in your inbox (or any other folder)
  • Press CTRL+SHIFT+G to display the following screen:

adding outlook email reminders

  • Add a flag or reminder and click OK.

I hope you find this tip useful.

Do you have your own favorite keyboard shortcut?

Share it with us by leaving a comment below.

Related Post

For those who are keyboard shortcut fans and also those who are looking to learn the Outlook keyboard shortcuts, you can get a list of the keyboard shortcuts in an earlier post on Keyboard Shortcuts in all Versions of Outlook

How to create NON-SPAM emails that get opened and read

By standss - Comments ( 1 ) Wednesday, May 15th, 2013

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


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.

How to use Outlook Search Folders to never miss an Important Email from your Boss/Client

By standss - Comments ( 0 ) Thursday, May 9th, 2013

How many times have you not responded to an email from your Boss or an important client because the email got buried under other 100’s of emails in your Inbox?

You can easily solve this by using a feature built directly inside Outlook called Search folders.

For those who do not know what a search folder is, it is like a virtual folder in Outlook which you can use to view all emails that match a particular criteria for example:

  1. All unread emails2
  2. Mail from and to specific people
  3. Mail from specific people
  4. etc

In this post we will show you how to create a search folder for emails received from a specific person like your Boss/Client.

Follow the steps below to create the search folder: (Instructions below are only for Outlook 2010/2013)

  • Open Outlook
  • Click the Folder tab on the ribbon > click New Search folder. The following screen will be displayed:

outlook new search folder

  • Select the option “Mail from specific people
  • Click the Choose button > select the contact and click OK
  • Choose the mailbox in which you receive your email
  • Click OK

This will now create the new search folder with emails from the specific contact that you selected.

To easily access the search folder, you can also add it to your favorites list, simply:

  • Click on the new search folder which you created
  • Click the Folder tab on the ribbon > click Show in Favorites

This will now show the search folder on the top left corner with your other favorites list.

I hope you find this tip useful.

If you have other ways of filtering your important emails, let us know by leaving a comment below.

Related Post

Outlook Email Alert for Important Emails Only!!!

Turn ON/OFF Conversation View in Outlook 2013

By standss - Comments ( 3 ) Tuesday, May 7th, 2013

Outlook 2010/2013 has a Conversation view which groups all related emails sharing the same subject together. Although this seemed like a great idea, there have been mixed response to this feature.

I personally did not like the conversation view as it was frustrating finding and responding to emails quickly.

But there are a lot of users who seem to like the Conversation view and I may have not given myself enough time to get used to it…

Here’s how you can turn on or off the Conversation view in Outlook (The instructions below are for Outlook 2013 unless specifically stated):

To Turn on Conversation View:

  • Open Outlook
  • Select the folder to which you want to apply the conversation view, for example your Inbox
  • Click on the View Tab
  • In the Messages ribbon group > tick the check box for Show as Conversations. The following message will be displayed:

outlook conversation view

  • Click All mailboxes If you would like to apply the conversation view to all mailboxes or click This folder if you want to apply it to the current folder only.

This will now change your selected folder to conversation view with all related emails grouped together.

To Turn off Conversation View:

  • Follow the exact steps above and untick the checkbox for Show as Conversations
  • On the prompt that appears, select whether you want to remove the conversation view for the current folder or all mailboaxes.

This will now return your selected folder to normal view.

What are your thoughts about the Conversation view?

Let us know by leaving a comment below.

Junk Email Maintenance in Microsoft Outlook 2013

By standss - Comments ( 2 ) Friday, May 3rd, 2013

Outlook’s Junk Email folder is fantastic as it helps keep your inbox SPAM-FREE so that you are spending time working on real emails rather than deleting SPAM.

The Junk email filter automatically checks all your incoming emails but you can take more control of what is considered SPAM and what is not.

Here are some of the filters which you can apply to make it more effective:

Safe Sender List

Outlook has a Safe Sender’s list.Outlook knows that anyone who is on your Safe Sender’s list is authorized to send you email.

It makes sense (most of the time) that anyone you actually write to should automatically be put on your safe sender’s list.

To turn it on…

  • Go to your Inbox
  • Click Home > Junk > Junk Email Options
  • Click the Safe Senders tab
  • Tick the checkbox Automatically add people I e-mail to the Safe Senders List.
  • Click OK

Safe Recipient List

Bulk emails normally have a higher chance of getting marked as SPAM due to its content etc, but if you belong to a mailing list which you regularly follow-up, you might want to add the list sender to your Safe Recipient list so that emails sent to this email address or domain is not marked at SPAM regardless of the content.

To add Recipient to the list:

  • Go to your Inbox.
  • Click Home > Junk > Junk Email Options
  • Click the Safe Recipient’s tab
  • Click Add
  • Type the email address or domain in the box that appears
  • Click OK and then OK again.

Blocked Sender List

Getting to many unwanted emails from a particular sender? You can easily add their email address to the block list so Outlook automatically moves email from that address to the Junk folder.

To add Sender to block list:

  • Go to your Inbox.
  • Click Home > Junk > Junk Email Options
  • Click the Block Senders tab
  • Click Add
  • Type the email address or domain in the box that appears
  • Click OK and then OK again.

I hope you find this tip useful in keeping your Inbox SPAM-FREE.

Do you have your own tips to manage Junk/Spam emails?

Let our readers know by leaving a comment below.

Mark Outlook Emails READ only after you ACTUALLY Read them

By standss - Comments ( 0 ) Friday, April 26th, 2013

Every morning, the first thing we normally do is download all our received emails in Outlook and quickly look through all emails to see which ones need our immediate attention and which ones can be dealt with later 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):

For Outlook 2013/2010:

  • Click on File > Options
  • Click on Mail from the left side column
  • Click on the Reading Pane button on the right
  • On the Reading Pane dailog box, tick the checkbox for “Mark items as read when viewed in the Reading Pane
  • Enter a time in the box beside “Wait XX seconds before marking item as read”
  • Click OK and than OK again

For Outlook 2007/2003:

  • Click Tools on the menu > Options…
  • Click the Other tab
  • Click on the Reading Pane… button
  • On the Reading Pane dailog box, tick the checkbox for “Mark items as read when viewed in the Reading Pane“
  • Enter a time in the box beside “Wait XX seconds before marking item as read”
  • Click OK and than OK again

I hope you find this simple tip useful.

If you have your own tips for better managing emails and your time in Outlook, share it with our readers by leaving a comment on this blog.

Auto Highlight Important Emails in Outlook

By standss - Comments ( 0 ) Friday, April 5th, 2013

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 every day.

How is this useful?

If you subscribe to several newsletters/mailing list (like me), you are likely to receive hundreds of emails per day.

More often the emails received or topics discussed will be of little interest to you.

So how do you identify emails which are of interest to you WITHOUT opening the email?

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:

  1. Go to the Folder in which the emails are. This can be the Inbox or any other folder.
  2. In Outlook 2013/2010, Click View on the Ribbon and then click View Settings.
    On all other versions of Outlook, on the menu at the top, Click View > Current View > Customize Current View to display the Customize View screen.
  3. In Outlook 2013/2010, Click Conditional Formatting… button
    In other versions of Outlook, Click the Automatic Formatting… button.

    automatic formatting outlook

  4. Click the Add Button
  5. Enter a name e.g. “Colour Code Outlook Emails”
  6. Click the Font button and using the resulting screen to choose how you want emails to be highlighted (I chose the colour Red and Bold). Click OK to return to the previous screen.
  7. Click the Condition button to display the Filter screen and enter your criteria and click OK.

    utlook filter

    In my case I chose;
    Search for the word(s): Outlook
    In: Subject and message body

  8. Click OK 3 times to return to your Folder.

Your Emails are Now Color Coded

Any emails in the folder that meet the criteria you specified will automatically be highlighted. Any new emails will also be highlighted.

You can use this technique whenever you need to highlight an email e.g. highlight all emails from your most important client.

I hope you find this tip useful.

Do you know of other methods to highlight important emails in Outlook?

Share it with our readers by leaving a comment on this blog.

Warning: Your Facebook Picture showing up in people’s Outlook

By standss - Comments ( 0 ) Thursday, April 4th, 2013

Today I received an email from someone I regularly do work with. When I clicked on the email, Outlook automatically showed me his Facebook profile picture… semi-drunk drinking rum straight from the bottle? He didn’t show me the picture, Outlook (not Facebook) just showed it to me!

Do you use Facebook? If you do, make sure that you have a good profile picture that you are happy for your business contacts to see. Why? Because it’s showing up in their Outlook every time you send them an email… thanks to the Facebook Social Media connector for Outlook (which is available as a  free download).

Once you have the Facebook connector installed, you will automatically see people’s Facebook profile pictures whenever you view an email to or from them…. and they don’t even have to be your Facebook friend to see your picture inside Outlook!

That means that everyone you email can see your Facebook picture… without going to Facebook… inside Outlook… and without being your Facebook friend!

Facebook profile picture

Is your current Facebook profile picture appropriate for your business contacts?

If not update it now… and let your colleagues know if their pictures are unflattering.

You can try out the Outlook Facebook connector for yourself from this link. It works in Outlook 2003, Outlook 2007 and Outlook 2010. For Outlook 2013 users, it comes pre-installed.