Tag Archives: Outlook

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 )

Remedy for Issues like Slow, Crashing or Freezing Outlook

By standss - Comments ( 1 ) Friday, May 18th, 2012

Outlook like any other program is also suspectible to failure.

For most of us, Outlook is a “treasure(Data) chest” with so much valuable information related to our work, business, clients etc.

In an earlier post, we have discussed the importance of maintaining your Outlook Data files especially if you have been using it for a long time or you could suddenly (i.e. without warning) end up with a corrupted Outlook data file with Outlook no longer able to open your emails.

If you find that your Outlook is slower than normal, crashes or freezes often, one of the first troublshooting steps you should try before doing uninstallation and reinstallation of Outlook is creating a New Profile. A new profile is also recommended when you are upgrading to the latest version of Outlook.

You can follow the steps below to create a new profile:

  • Ensure that Outlook is closed
  • Open Control Panel
  • Open the Mail Setup dialog box: If you use the Category view, look for the Mail Setup dialog box in the User Accounts category.
  • In the Mail Setup dialog box, click Show Profiles.
  • On the General tab, under When starting Microsoft Office Outlook, use this profile: click Prompt for a profile to be used, and then click Add.

New Email Profile

  • In the Profile Name box, type the name that you want to use for the new email profile, and then click OK.
  • In the E-mail Accounts dialog box, click Add a new e-mail account, and then click Next.
  • Click the appropriate server type for your new email account, and then click Next.
  • Type your account information in the required boxes, and then click Next.
  • Click Finish, and then click OK.

To add your existing personal data store to the new Profile:

  • After you click Finish in the profile wizard, select the new profile from the Mail dialog and choose Properties > click Email Accounts > click view or change email accounts.
  • Select New Outlook data file and find your existing PST, add it to the profile and set it as the default.
  • Click OK until you are back to the Email Accounts dialog and select the PST you just added in the “Deliver new e-mail to the following location” menu.
  • When you return to the Mail Setup dialog, choose Data Files and remove the extra personal folders from your profile.

If you open Outlook, you will now get a prompt to select the profile you would like to use.

Do you have any other remedies to solve the issues discussed above?

Let us know by leaving a comment below.

Linking Contacts to Calendar Appointments in Outlook

By standss - Comments ( 0 ) Wednesday, May 16th, 2012

[A hidden but very useful feature of Outlook appointments is that you can link contacts to them. Here’s why and how.]

Why you may want to show contacts on Outlook Appointments?

Having your contacts linked to the Outlook Calendar appointment lets you see all the people associated with the appointment. In case you need to reschedule the appointment, you can simply get more information about the contact (like phone number) directly from the appointment screen and make a call to inform them of the reschedule.

Apart from being able to get information about the contact straight from the Appointments screen, the appointment will also appear in the Activities tab of contact record and also in the People pane when you receive an email from the contact.

How to display Outlook Contacts on Appointments?

The first thing you need to do is to make the Contacts field visible on your Appointment form. In the versions prior to Outlook 2007, the Contacts field was always available on the Appointment form, but this feature was disabled by default in the later versions.

To enable Contacts button on the Appointment form in Outlook 2010 and 2007:

  • In Outlook 2010, click on File > Options > click Contacts from the left pane
  • Tick the option “Show contacts linked to the current item
  • Click OK
  • In Outlook 2007, click Tools > Options…
  • Under the Preferences tab, click the Contacts Option… button
  • Tick the option “Show contact linking on all Forms
  • Click OK and then OK again

To start attaching contacts to an appointment:

  • Go to your Calendar folder and create a new Appointment, you will find the Contacts button as shown below:

Contacts on Appointment form

  • Say for example you want to create a meeting with Sanjay Singh of Standss (South Pacific) Limited. Simply click on the Contacts button, select Sanjay Singh from your contacts list and click OK.
  • Click Save and Close to create the appointment.

You can also link contacts to other Outlook items such as Tasks, Journal, Notes etc following similar steps.

Let us know if you find this tip useful by leaving a comment below.

Essential Elements to Include in your Email Signature

By standss - Comments ( 1 ) Thursday, May 10th, 2012

What are the essential elements of information that you should include in your signature…

It’s a matter of personal choice what you wish to add in your email signatures but it is best to keep signatures as small as possible but still convey enough information to help the reader and represent you.

Here are some things you might want to include in your signature:


  • Your Name (obviously)
  • Your Phone Number (don’t lose out on a sale just because you’ve made it hard for someone to call you for more information)
  • Your website URL (makes it easy for them to find out more about your company by clicking on a link)


  • SMALL corporate logo and slogan (for branding purposes)
  • SMALL Picture of yourself usually instead of the corporate logo (depends on the nature of your business… better suited to people in sales… or where you are the brand you are promoting)
  • Links to follow you on Twitter, Facebook etc (can be useful for social media marketing)


Email Address (they can just click reply… don’t waste space at the bottom of your email)

Did we miss something? Let us know by leaving a comment on the blog.

Changing the Font of Email Notes in Outlook

By standss - Comments ( 1 ) Thursday, March 15th, 2012

Don’t like the font of your email notes in Outlook? Here’s a quick tip on how to change it.

Yesterday we received a feedback from an existing Email Notes for Outlook user:

“…my biggest complaint is that I do not like the typeface on Email Notes.”

We chose the default font because it looks (a little) like hand written notes but several users have told us that they don’t like it.

I suspect that there many users who have been “putting up” with our font selection. Here’s how you can change the font to something you like.

  • Start Outlook
  • On the EmailNotes Toolbar/Ribbon > click More > Click Settings…

Email notes settings screen

  • On the Settings screen as shown above, you can select the Font, the Font-size and the default color of the note you wish to use. (You can see a preview of your selections just below it)
  • Click OK

Alternatively, you can access the Settings straight from the Notes screen:

  • Select a email you want to add notes too > click on the Add Notes button on the EmailNotes toolbar/Ribbon

Emailnotes settings from notes

  • Right-click anywhere on the notes screen > select EmailNotes Settings
  • Make the changes as preferred and click OK

These settings will now be applied to all the notes that you create.

If you haven’t tried Email Notes for Outlook yet, you can download a fully functional 30 day trial of Email Notes for Outlook here.

If you are an existing Email Notes user and have any suggestions or ideas to further improve EmailNotes, please let us know by leaving a comment below or email us at news@addins4outlook.com

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