Tag Archives: Outlook

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.

Turning OFF Inline Replies in Outlook 2013

By standss - Comments ( 0 ) Tuesday, March 12th, 2013

Click Reply on an email in Outlook 2013 and it doesn’t open a new window. Instead it uses the new inline feature to compose the email in the reading pane itself. If (like me) you don’t like it, here’s what you can do to turn it off and get Outlook to open a new window.

But first…

Why I DON’T like Inline replies

If your replies don’t require much thought and are simple responses of a few words then inline replies may be OK.

Most of my emails are not like that… I am responding to requests for information or providing information. They require a little bit more thought and I like to see it in a separate window. Office 2013’s flat colour schemes don’t help much either in keeping the different areas of work separated.

Having the reply in  its own window stops me from trying to multi-task or look at the next email instead of focusing on one thing at a time.

I find I do much better work (and much faster) this way.

How to turn off Inline Replies

To turn off Inline replies in Outlook 2013:

  • Click File
  • Click Options
  • Click the Mail tab
  • Scroll down to the Replies and Forwards section
  • Tick the check box Open replies and forwards in a new window

turn off inline response outlook 2013

  • Click OK

Do you have any other settings that you have changed to get the most out of Outlook 2013?

Let us know by leaving a comment in the blog.

How to edit received emails in Outlook

By standss - Comments ( 3 ) Thursday, February 28th, 2013

Do you wish you could add information to emails you’ve received in Outlook. It’s easy if you know how. But first…

Why would you want to edit a received email?
The two reasons I can think of are:

  1. You may want to add some extra information or notes to the email
  2. You may want to add a Project Number, Code or Name so that the email is easy to find later using Search tools.

How To Edit Received Emails in Outlook

  • Open Outlook
  • Double-click the email to open in a new window.
  • In Outlook 2013/2010, Select Actions > Edit Message from the Move section on the ribbon.
    In Outlook 2007, Select Other Actions > Edit Message from the toolbar.
    In Outlook 2003 and earlier, Select Edit > Edit Message from the menu.
  • Make the changes to the Body and Subject of the email
  • Press CTRL+S on the keyboard to save the changes to the email.

Why you may not want to edit received emails?
While editing emails is easy, it may be best to leave emails as you received them for the following reasons:

  1. You may need the email in its original form for legal reasons. Editing emails is destructive in that the original email is not recoverable without manual editing.
  2. You may accidentally forward or reply to an email and send your own confidential notes to someone else.

As an alternative, if you need to keep notes with your emails, you may want to look at Email Notes for Outlook. Email Notes lets you add notes to the emails without destroying the original email plus your notes stay confidential but you can still share them with other people when you CHOOSE to.

How to not Reply-All to Yourself

By standss - Comments ( 2 ) Tuesday, February 26th, 2013

Reader Question: Outlook includes my email address in the To field when I do a Reply-All. Clearly I do not want to email myself but Outlook lacks the intelligence to not add my email address to the email. Do you have a solution?

YES. This functionality is built into Send Guard for Outlook. You can turn it on from the settings screen using the following steps:

  • Open Outlook
  • In Outlook 2010/2013, click on the Standss Outlook Addins tab > click SendGuard > Settings In Outlook 2007/2003, click on the Tools menu > Standss > SendGuard > Settings

SendGuard will display the following screen:

Reply Guard settings

  • Click on the Reply Guard tab
  • Tick the checkbox for Automatically remove me when doing a Reply to All
  • Click OK

Now if you do Reply-to-All on any email, SendGuard will automatically remove your email address from the mailing list.

If you haven’t tried Send Guard for Outlook, you can download a fully functional trial of the Outlook addin.

SendGuard has a number of special filters that check outgoing emails to ensure that they are going to the correct people with all the required information. It’s built in tools include the Attachment Guard, Subject Guard, Reply (and Reply All) Guard, Account Guard, Bad Mood Guard and Send Confirm.

Holiday Season Invites, Greetings & Newsletters via Email, Fax or Post

By standss - Comments ( 0 ) Thursday, December 6th, 2012

Christmas is just around the corner… its the time of the year when we need to send out invitations, greetings and newsletters to friends, families and clients.

Depending on your contact list, the best way to contact your friends this year maybe using email, fax or post/hand delivery.

Most of these mailing can be considered “mass mailing” i.e. we want to send copies of the same mail to everyone… possibly customized with their name and address at most.

Microsoft Outlook and Word have some built-in features that automate this process for you. In addition we have built our own tools to further speed up and simplify the process for you.

In this post I’ll discuss both, the built in free way as well as our own addins.

How to Email out Invites, Greetings and Newsletters.

I am going to start with what I consider to be the easiest, fastest and most powerful way of doing this… our own EmailMerge PRO for Outlook.

Seeing is believing so check out this short video on how to send out Invites, Greetings and Newsletters using EmailMerge Pro.

Send unlimited emails to unlimited number of contacts directly from Outlook. EmailMerge supports HTML emails so don’t hold back in creating beautiful and colourful emails this Christmas season 🙂

How to Fax out Invites, Greetings and Newsletters.

Despite what many people will have you believe, Faxing is not dead.

In fact in terms of deliverability, it can beat email – there is almost no chance that your fax won’t get delivered because of an over-zealous spam filter.

You can use Microsoft Word and the free fax printer that comes with Windows 2000/XP/Vista/7 to send out personalized faxes to your customers this year.

The Bad News: Windows Fax and MS Word don’t talk easily to each other out of the box.
The Good News: Fax4Word allows you to fax merge straight from Word to the Windows Fax printer.

View more information on Fax for Word

How to Print Letters and Envelopes for Posting and Hand Delivery

Even if you will be sending paper based mail this year, technology can help you.

Here are step-by-step instructions to:

Use mail-merge in Word with Outlook data to create and print personalized letters

Use mail-merge in Word with Outlook data to print mailing labels and envelopes

I hope you find the above information helpful in staying in touch with friends, families and clients this year.

Track Progress of Tasks Assigned to others inside Outlook

By standss - Comments ( 1 ) Wednesday, September 12th, 2012

It can be difficult to keep track of tasks and projects when different people work on different tasks… but it is possible using Outlook (you don’t need any complex Project Management software).

In this post, I will show you how you can use Outlook’s own built in features to assign/delegate tasks to others in the team as well as keep track of their progress right INSIDE Outlook.

Read on to learn how to assign/delegate Tasks to others and keep track of their Task’s progress:

  • In Outlook 2010, click the Home tab > New Items > Tasks
    In Outlook 2007/2003, click File > New > Task
  • Click Assign Task on the ribbon/menu

Assign Task in Outlook

  • In the To: field, enter the email address of the person the task will be assigned to. Complete the task form filling in the other required details
  • Ensure that the 2 options “Keep an updated copy of this task on my task list” and “Send me a status report when this task is complete” are both ticked.
  • In the body of the Task, you can add information about the Project, the Task, instructions for the person who this is assigned to etc.
  • Click Send

This will now create a new Task in your Task folder and send an Invite to the Assignee to accept. Once the Task is accepted, it creates an entry in their Tasks.

You will now be able to keep track of the task assigned to others as it progresses right inside your Outlook from your desktop at any time you want.

If project management is a big part of your work, then you may also want to look at Smart Schedules for Outlook.

Do you have your own simple, easy methods of managing projects using Outlook?

Share it with our readers and us by leaving a comment below.

How to make Outlook support YOUR business goals

By standss - Comments ( 0 ) Monday, June 18th, 2012

You may have noticed that we use Outlook a lot.. just look at the tips we send via emails and our blog!

After 12 long months of research and development we’re about to release something that will make Outlook a much better tool to achieve your business goals and objectives.

We know from the thousands of customers we have spoken to that many of you have found clever ways to use Outlook as:

  • CRM Systems (to achieve sales targets)
  • Project Management Systems (to ensure project objectives are met)
  • Case Management Software (to manage legal clients)
  • Customer Support Systems (to provide customer support)
  • … an much more

BUT… our own experience (and your emails) show us again and again that… Outlook is not perfect. It is too easy to end up taking actions TOO LATE or with INCOMPLETE information… and end up with unhappy customers and missed opportunities.

There is ONE PROBLEM with Outlook irrespective of what business objective you are trying to achieve.

The information in Outlook is TOO INCOMPLETE and/or TOO DISJOINTED.  Information is spread out all over the place… inside Outlook and outside Outlook… over different emails, in notebooks, on pieces of paper where we have recorded  phone conversations etc.

It’s difficult to find all the right information… in time… to make the correct decision and take the correct actions.

We’ve been working on this problem for almost 12 months now and we’re almost ready to release a REAL SOLUTION… a solution that will work inside Outlook and that you can learn within 30 seconds of installation.

But before we do that we want to make sure that we have solved this problem to YOUR SATISFACTION!

Could you take two minutes of your valuable time and please answer the following questions for me…

  1. What non-email related information (phone calls, next actions, history etc) do you need to record manually at the moment?
  2. How do you record and retrieve all relevant emails and non-email related information when you need to respond, take action etc?

Please send your answers to news@addins4outlook.com.

With more than 30,000 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.

Sanjay Singh

PS: Go ahead and send me your answers at news@addins4outlook.com. We really want to make Outlook the perfect tool to support your business and its objectives.

Categories : Outlook as a Business Tool Comments ( 0 )