Tag Archives: Outlook

Create Task or Appointment from Outlook Emails (To ensure things get done)

By standss - Comments ( 0 ) Tuesday, October 8th, 2013

Tasks

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.

sent item organizer

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.

Main for post sendguard

Main for post sendguard

How to use Outlook’s reminders to ensure that people respond to your emails

By standss - Comments ( 9 ) Thursday, October 3rd, 2013

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…

outlook_reminder_settings

  • 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!!!

Why are emails showing under date (NONE)?

By standss - Comments ( 0 ) Thursday, August 29th, 2013

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

inbox sort by eeminders

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).

Related Posts:

Using (and customizing) eeminders views for your Outlook Inbox

Do you use Emails and Inbox as a To Do list. Should You? How To.

By standss - Comments ( 0 ) Monday, August 5th, 2013

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 news@addins4outlook.com, 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.

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

1. Send SEPERATE INDIVIDUALLY ADDRESSED to each person

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.