Tag Archives: QuickFile for Outlook

The right way to file Sent Emails (Move vs Copy)

By standss - Comments ( 0 ) Wednesday, June 22nd, 2016

Untitled

In this article we look at why many professionals who use Outlook prefer to have two copies of Sent Emails (one in a client/project folder and one in the Sent Items folder). We also show you how to configure QuickFile so that it will Send & Copy File the email for you in one step.

Most power users of emails create Project or Client folders inside Outlook and then move their emails inside them. They do this for both received emails and sent emails so that they can see all related emails in one place. But many users treat Inbox and Sent emails slightly differently.

Try QuickFile for Outlook (and organize your emails without interrupting your real work)

How to file Inbox Emails (Move them!!!)

The Inbox acts as a To do List for most people. It makes sense to leave emails in there while they still need your attention.

Once you have finished with an email, you can either delete it or move it to the relevant project/client folder.

That way your Inbox only shows you what you need to work on

How to file Sent Emails (Move or Copy)

There are two schools of thought on what to do with Sent Emails. You could move the original email out of the Sent Items folder to the Project or Client folder but…

We have found that many users prefer to file a copy to the Project/Client folder and leave a copy in the Sent Items too.

Why?

  1. Users frequently need to refer to emails that they sent recently (to clarify things on phone calls etc). They find it easier to quickly look at the Sent Items folder instead of going to a client folder.
  2. Many users fill in their timesheets for billing purposes at the end of the day. They refer to the Sent Items folder to remind themselves of what they worked on (and what they need to bill for)

How to make QuickFile to Send & Copy

The Send&File feature is probably the #1 Reason that our users choose QuickFile.

QuickFile for Outlook prompts you with a prompt similar to the following when you click Send on an email.

Untitled

 

QuickFile recommends folders using its own recommendation engine or you can use the Search box to quickly select another folder.

You can also choose to either file the original email or a copy of the email as shown above.

Click Send & File and the email is filed automatically when it is sent.

(You don’t have to go to the Sent Items folder at the end of day to file your emails because they’re done already. No more incomplete client folders!)

How to configure QuickFile to Send & Copy by default

You can use QuickFile’s setting screen so that it selects “Copy of Email” by default.

Go to your Inbox

Click the Standss Outlook Addins tabs on the Outlook ribbon.

Untitled

Click More in the QuickFile group and then click Settings.

Select “File a copy of email to folder” for the Send & File dropdown.

Click OK.

Now whenever QuickFile displays the Send & File screen, copy will be select by default. This means that in most cases (because QuickFile normally recommends the correct folder too), you only have to click Send & File.

a

 

Categories : QuickFile for Outlook, Uncategorized Comments ( 0 )

How to get people to respond to your emails FASTER

By standss - Comments ( 1 ) Monday, May 25th, 2015

Are people either not responding or taking too long to respond to your emails? Here’s a quick tip that could greatly reduce the response times and increase the response rate to your emails.

The secret… unless absolutely necessary, make each email about one topic/project /subject only.

I am not saying that each email should only have one question, but at least make each email about a separate topic.

This will get you faster and more complete responses… and also simplify email filing and management.

Why does this work?

Whether we admit it or not, most people use their email lists as To-Do lists…. And it feels great to be able to knock things off that list.

If you send someone an email that they are able to respond to quickly (because it deals with one thing only), they will respond to it quickly because it makes them feel good to have the email out of their Inboxes.

Many productivity techniques preach the Two Minute rule which says you should respond immediately to an email if it will take less than 2 minutes. Make it easy for them to respond immediately!

This can be even more true if you send several emails about different things (that are all quick and easy to answer). They now get the joy of crossing several things off their email to-do list.

If you put several topics in the same email, you may find that…

You receive no response!

If you put several different topics on one email, the recipient may be able to answer some quickly but others may take more time. In the time-starved world we live in today, this could mean that he will not respond at all until he has more time.

Unless your email is very important to him, it could soon get buried under newer emails that have arrived in his Inbox.

At least if you had separated emails into several topics, you would have received a response to some things that were easy or important enough to respond to quickly.

You receive incomplete response

On the other hand, if you have several questions in one email, you may get answers to a few of the easy ones but not the difficult ones. Why?

The recipient responds to your email and then moves it out of his Inbox (one more thing crossed off that email list).

An added benefit of single topic emails… email management is much easier… and safer

Most Outlook users file emails into client or project based folders. Keeping each email about a separate project means that they are easy to file into folders (because the email only deals with one projects). You don’t have to waste time figuring out where an email needs to go (or making copies to file into more than one folder).

(If you do use client or project based folders for email filing, we recommend Quick File for Outlook)

You project folders will also be safer in case you need to share project information with others. This way you know that you emails do not contain unrelated information that could be accidentally shared with the wrong person.

I hope that you found this tip useful. Let us know if you agree or disagree by leaving a comment below.

subsribe_now

Categories : Outlook Email Tips, QuickFile Comments ( 1 )

Take action on your Outlook emails at the click of a button (QuickSteps)

By standss - Comments ( 2 ) Wednesday, April 8th, 2015

You can reclaim a lot of your time and energy wasted on emails by automating repetitive tasks. Outlook has a built-in feature called Quick-Steps that makes it easy to create your own automations.

The easiest way to show you the power of QuickSteps is with an example.

Our company owns a property that is rented out. The property is managed by another company for us. When any repairs etc need to be carried out, they get the appropriate vendors to come in and do the work. Once the work is successfully completed they send us a copy of the vendor’s invoice so that we can pay the vendor directly. These emails are usually sent to me.

When I receive these emails, and assuming that everything is OK, I do the following:

1.       Forward the email to my Accounts person and advise them to make the payment (Click Forward, type the person’s email address, type Please Pay and then click Send)

2.       File a copy of the original email in a folder inside Outlook called Properties. (This can be done by dragging and dropping or using QuickFile for Outlook.

You can use QuickSteps to reduce all of the above to the CLICK OF ONE BUTTON.

Creating the QuickStep

On the Home tab of the Ribbon, click QuickSteps-New QuickStep -Forward To

image001

Enter an appropriate name.

If I only wanted to forward the email (And not do the second filing step), I can simply enter the email address in the space provided and clicked Finish).

Click Options.

Click the Show Options hyperlink.

image002

Enter an email address in the To field (or click the To button and choose an email address).

Enter any text that you want to be displayed in the email that will be forwarded.

The QuickStep now contains everything needed to Forward the email. Time to add the filing component.

Click Add Action

Choose Move to Folder and select the folder you want to move the email to.

Click Save

Note on an Outlook Bug:

There is a bug in Outlook that sometimes prevents the QuickStep from being saved. Clicking Save does not give an error message but the screen does not close either. If this happens to you, the solution is to type the whole email address again (the email that was in the To field earlier).

Using the QuickStep

Using the QuickStep is easy.

Click QuickStep on the Ribbon and select the new QuickStep. Outlook will automatically carry out your programmed actions.

You can also right-click over the email in your Inbox and select QuickSteps from there.

Start automating today…

What do you do daily that you can use QuickSteps for? Let us know by leaving a comment in the blog below.

(While QuickSteps can assist with email filing as shown in the example above, if you have more than just a few folders, we recommend the QuickFile for Outlook addin.

 

 

The Best use of Outlook Rules to improve Productivity (and Reduce Distraction time)

By standss - Comments ( 1 ) Wednesday, November 5th, 2014

I have written on several occasions that I don’t use the Outlook Rules much but I have now managed to find an excellent use of this feature which has helped me stay focused and improve my productivity.

Do you subscribe to any email newsletters, mailing lists or groups?

I often find myself going to check my email and 30 minutes later all I have done is read through “interesting” articles instead of doing any real work.

Microsoft’s built-in Rules feature provides a solution.

Let’s start off with a bit of background about Outlook Rules for “Outlook Newbies”

What are Rules in Outlook?

According to Outlook 2013 Help…

“A rule is an action that Microsoft Office Outlook takes automatically on an arriving or sent message that meets the conditions that you specify in the rule”

For example… you can set a Rule to automatically move emails from a particular email address out of the Inbox to another folder.

Normally I don’t use Rules much because…

My Inbox is my To-Do list.

I don’t want anything automatically moved out of it. Even Outlook automatically moving items after they are read is NOT acceptable because I sometimes leave stuff in there to deal with later.

I want to move emails out myself after I have finished with them – I need to stay in control of my Inbox.

I use QuickFile for Outlook to simplify email filing out of my Inbox (and Sent Items).

But in this situation it makes sense…

I want the newsletter emails moved out of my Inbox and into a folder dedicated to newsletters.

These emails are not part of my daily to-do-list and I prefer to go through them when I take a break from real work.

How to create a Rule?

BEFORE creating the Rule, create a folder inside Outlook where you want the newsletter emails to be moved to. Then…

  • Go to your Inbox
  • If you are using Outlook 2013/2010. Click on File and select the Info tab and then click on Manage Rules & Alerts.
  • For all other versions of Outlook, click Tools and then click Rules & Alerts.
  • Click on New Rule… to display the Rules Wizard as shown below:

manage_outlook_rules

  • Move Messages from someone to a folder” will already be highlighted. (This example assumes that the newsletters come from the same email address – otherwise you can use one of the other predefined Rule Templates)
  • Click “people or distribution list” to display the Rule Address screen.

rules_address

  • Choose a name from the list or type in the name in the From field and then click OK.
  • Click the hyperlink word “specified” to bring up the Choose Folder dialog. Select the desired folder from the list and then click OK.

Now that the Rule is created, any emails coming from the list will automatically be moved to the chosen folder.

You can also apply it to any emails that are already in the folder by going back to the Rules and Alerts screen and clicking the “Run Rules Now” button.

Use Rules in this way to move emails that you know are NOT part of your REAL WORK.

This keeps your Inbox clean and focused on things that need your attention.

I recommend that you don’t use Rules to shift work related emails.

Keep them coming to your Inbox and use a tool like QuickFile for Outlook to manage their filing. 

outlook_search

Bonus Tip #4: Create Tasks or Calendar Items for Emails that need your action

By standss - Comments ( 0 ) Tuesday, August 19th, 2014

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 for Outlook addin 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.

Options 1: (FREE) Create a Task or Appointment from Emails

To create a Task or Calendar item from an email…

1. Make sure that your folders are displayed in Outlook.

2. Right-click on the email (and keep the right button pressed) and then drag-and-drop the email into your Calendar or Tasks folder. Three options will be displayed (Copy with Attachment, Copy with Text and Move with Attachment).

3. I normally select Move or Copy with Attachment. This allows me to open the resulting task (or calendar item) which has the email attached to it. I can then double-click on the attached email and Reply or Forward it as needed.

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.

send&file

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 on 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.

subsribe_now

Related Post:

BONUS TIPS: Fine-Tuning your Email Filing System (Even More)

Bonus Tip #2: Compact your Outlook Data for Better Performance

Bonus Tip #3: BCC yourself on important emails (or use a Rule to copy sent emails to your Inbox)

BONUS TIPS: Fine-Tuning your Email Filing System (Even More)

By standss - Comments ( 2 ) Wednesday, August 6th, 2014

Earlier this week we released our free special report titled: 8 Simple Tips for Email Management in Microsoft Outlook.

I was truly overwhelmed by the feedback I received from readers. Hundreds of users wrote back saying how the tips discussed in the ebook was already helping them.

“I have implemented your suggestions and it has improved my work flow already”
Norman 
(This was received few days after release of the report)

Other users (who were already using similar techniques) wrote back with their own ideas to further fine tune the Outlook Email Management System.

If you haven’t read the first report yet, I recommend you download and understand the ideas in that first. You can download the report now from:

In the next few weeks… I will be sharing the additional tips that has been shared with me by Outlook users. Remember these are tips that are being used by actual users and it has worked for them.

If you are struggling to manage your emails in Outlook… stay with us and follow the tips to overcome this common email overload problem.

TIP #1: Use Rules for Non-Actionable Items (e.g. newsletters)

In the first report, I said that you should “Think carefully before using Outlook Rules”. The main reason for this is that Rules shift emails out of your Inbox before you’ve had a chance to see them.

Like me, you probably use your Inbox as a To-Do list i.e. emails are kept in your Inbox until you have carried out the required action. This means you should avoid using Rules except…

We all receive emails that do not require immediate action (or for that matter any action)… how many email newsletters do you subscribe to that you want to read in your spare time. Getting those emails into your Inbox can be a bit of a distraction.

For those non-actionable emails, it makes sense to use Rules to move them out of your Inbox.

How to create a Rule

BEFORE creating the Rule, create a folder inside Outlook where you want the newsletter emails to be moved to. Then…

  • Go to your Inbox
  • In Outlook 2013/2010, Click the File tab > Click Manage Rules & Alerts. In the Rules and Alerts dialog box, on the E-mail Rules tab, click New Rule.
  • In Outlook 2007/2003, click Tools > Click Rules & Alerts > Click New Rule to display the Rules Wizard

manage_outlook_rules

  • Move Messages from someone to a folder” will already be highlighted. (This example assumes that the newsletters come from the same email address – otherwise you can use one of the other predefined Rule Templates)
  • Click “people or distribution list” to display the Rule Address screen.

rules_address

  • Choose a name from the list or type in the name in the “From” field and then click OK.
  • Click the hyperlinked word “specified” to bring up the Choose Folder dialog. Select the desired folder from the list and then click OK.

Now that the Rule is created, any emails coming from the list will automatically be moved to the chosen folder.

You can also apply it to any emails that are already in the folder by going back to the Rules and Alerts screen and clicking the “Run Rules Now” button.

Try this tip… it surely has saved me several hours of time that was wasted moving or deleting this emails manually one at a time.

Hope you find this tip helpful… let us know if this works for you or not by leaving a comment below.

subsribe_now

Free E-book Ready for Download: 8 Simple Tips for Email Management in Outlook

By standss - Comments ( 0 ) Tuesday, August 5th, 2014

As promised… I have compiled all the 8 tips we have discussed over the past several weeks into a simple downloadable and printable PDF copy.

Use these simple tips to:

  1. Ensure that your Outlook data file does not get bloated, slow-down and eventually corrupt itself and die (causing possible loss of some if not all your e-mails)
  2. Backup the correct Outlook data files in case of hardware failure
  3. Organize your emails so that your E-mail Folders matches your paper filing structure
  4. File your e-mails in a way that lets you quickly see all correspondence (incoming, out-going, to and from anyone) for a project quickly and easily in one place
  5. Get some control over your e-mails and use your Inbox like a proper In-tray holding only the items that need your attention.
  6. Easily archive e-mails for completed projects with other electronic documents (Word files, Excel files etc) for the same project.
  7. Quickly find specific e-mails for a project.

Get your own copy of this FREE e-book now!!!


Next week I will be sharing some additional bonus tips which I feel will help you manage your emails even better… so do check in again.

Till next time… have a safe and better Outlook.

Tip# 6 of 8: Setup Outlook so that it is easy to drag and drop e-mails to the correct folders

By standss - Comments ( 0 ) Thursday, July 3rd, 2014

Welcome back folks… hope you have found the tips shared so far useful and tried to implement the simple email filing structure discussed in the post last week.

If you missed out, please read the earlier post which will help you implement a simple email filing structure and you will see how easy it becomes to file, find and archive e-mails later.

So… now that we have an email filing structure inplace… today’s tip is to answer the next obvious question

How do I file my sent and received emails to this folders?

For users of our QuickFile for Outlook addon… all you got to do is select the email you wish to file, select the folder and click a button to file away your emails.

If you are not using QuickFile or any other email management tools then the easiest way to move e-mails is to drag and drop.

Here is how I think you should configure Outlook so that your list of folders is displayed next to your Inbox (as shown below).

inbox_folders

Viewing the list of folders beside the list of e-mails makes it much easier to drag e-mails from the Inbox/Sent Items to project folders.

To display the list of folders:

  • In Outlook 2013: Click View tab on the menu > click Folder Pane > click Normal.
    If you do not have the Reading Pane display, click Reading Pane > click Right
  • In 2010/2007:  Click View on the menu > click Navigation Pane > click Normal
  • In Outlook 2003:  Click Go on the menu > click Mail. If the Navigation Pane does not show: Click View on the menu Click Navigation Pane > click Normal

That’s it… try this filing method for yourself and see how easy it becomes to drag and drop emails into project folders and keeping your inbox clean.

Time to join the conversation – what do you think?

Let us know what you think by leaving a comment below. Feel free to share your own experience and the filing system that you use to keep your inbox clean and organized with our readers.

If you have not subscribed to our blog yet, JOIN US today so we can notify you when we post the tips on our blog.

subsribe_now

Here are links to the earlier tips we have discussed so far in case you missed out:

Tip #1 of 8: Turn Off Auto-Archiving in Outlook
You should archive e-mails as projects are completed. Don’t disorganize yourself by archiving based on dates.

Tip #2 of 8: Think carefully before using Outlook Rules
Rules can cause you to miss taking action on certain e-mails and also filing them into incorrect folders.

Tip #3 of 8: Find out where your Outlook data file is and backup regularly
How can you be sure that your Outlook data is being backed up if you don’t know where it is?

Tip #4 of 8: Split your Outlook data into more than one file
This technique will stop your e-mail file from getting bloated, slow and eventually corrupting itself and dying.

Tip #5 of 8: File your e-mails using the same folder structure as you do for your paper files
Filing e-mails into folders makes it much quicker and easier to file, find and archive e-mails later.

Tips 1 & 2 of 8 Simple Tips for Email Management

By standss - Comments ( 4 ) Wednesday, June 11th, 2014

Hope you all had an awesome weekend and now are ready to get started with the exciting journey to overcome a common problem… Email Overload.

There is no better time than the start of the week to get this battle going as your inbox must already be filled with emails from the weekend and you are wondering how to get over it.

If you are planning to archive this emails or moving them using Rules, then that’s a big NO NO!!!.

Let’s find out why…

Tip #1: Turn Off Auto-Archiving in Outlook
You should archive e-mails as projects are completed. Don’t disorganize yourself by archiving based on dates.

“Time is wasted due to delays in trying to work out if the item I am looking for is in current or archive folders ” – (Norman)

Outlook can automatically reduce the size of your data file by removing old e-mails and putting them in a separate file. TURN THIS OFF NOW!

I will show you a better method of archiving later.

Why shouldn’t you use Auto Archive?

Your work is logically divided into projects or cases. Some projects can take months whereas others may take years. Until a project is complete, all e-mails for the project should be visible in one place.

Using Auto Archive will split your e-mails into multiple files which will compound the problem of finding e-mails while a project is active and of archiving e-mails once the project is completed.

SO… if you thought auto-archiving your email was helping you keep Inbox email clean and organized… think again?

Technically you are wasting the same amount of time finding your emails in separate folders as you would have in your Inbox.

TURN AUTO-ARCHIVE OFF NOW!

To turn off Auto-Archiving:

For Outlook 2013/2010:

  1. Click File menu > Options
  2. Select Advanced
  3. Click on AutoArchive Settings…
  4. Remove the tick next to Run AutoArchive

For Outlook 2003/2007:

  1. Click Tools > Options
  2. Select the Other Tab.
  3. Click the Auto Archive button.
  4. Remove the tick next to Run AutoArchive

This should now stop auto-archiving of your emails… which is the first step forward to a better email management system.

Tip 2: Think carefully before using Outlook Rules
Rules can cause you to miss taking action on certain e-mails and also filing them into incorrect folders.

The three main problems with Rules are:

Problem 1 – E-mails get moved out of the Inbox without you seeing them: Your Inbox is meant to be an action-list. It should show you, in one place, all e-mails that you still need to read and work on.

Problem 2 – Rules shift e-mails out of your Inbox before you have a chance to see them: This means that you have to remember to check other folders for your action list which can result in e-mails getting over-looked.

Problem 3 – E-mails get moved into the wrong folder: If you are working with the same person on more than one project, it is very difficult for an automated system to actually decide what project the e-mail relates to. There is no way to ensure that every e-mail for a project has a word in it that your Rules filter catches.

What’s Next?

We have only started so stay tuned for Tip #3 later this week in which I will be showing you how to keep your Outlook data (emails, contacts, calendar items etc) safe from data loss.

Till next time… have a better Outlook.

Time to join the conversation – what do you think?

I hope that you find the first 2 tips useful in our quest for a better email management system.

Let us know what you think by leaving a comment below. Feel free to share your own experience and the filing system that you use to keep your inbox clean and organized with our readers.

If you have not subscribed to our blog yet, JOIN US today so we can notify you when we post the tips on our blog.

subsribe_now

8 Simple tips for Email Management in Microsoft Outlook

By standss - Comments ( 0 ) Thursday, June 5th, 2014

During the recent launch of our newest QuickFile for Outlook addin, we carried out survey’s and also spoke to a few readers and customers personally to find out if they needed help with filing and retrieving emails. This is what I found out…

Many users still do NOT have a system for filing their emails. Even users who KNEW they needed a system were not using one … They either don’t have the time or enough information to get started.

The top 3 reasons reported by users for not implementing an email management system are:

Reason #1: Outlook’s built-in automatic filing tools (Rules and Auto-Archive) don’t seem to move things logically for me!

I agree 100%! That’s why in tips #1 and #2 of this upcoming blog post tips series I advise you to turn these features OFF. We’re going to show you an easier way… that still does not need anything outside Outlook or learning a new software.

Reason #2: I don’t have the time.

I think a reader said it best…

When should I file? If I am busy with work then e-mails just build up, if I am busy with e-mails, my work does not get done. (John)

In the next few weeks we’re going to introduce to you a system that takes very little extra time but still gets all your filing done. In the next few weeks, we’ll show you some additional tips to bring the time down to (almost) zero.

Reason #3: How should I structure my email management system… there seems to be so many different ways of doing this.

I like to keep things as simple as possible so I normally recommend to my clients… Create a folder structure inside Outlook that matches the way you file your paper documents. It makes it much easier to find emails (or for that matter anything) later if they’re all filed using the same system.

You can create and use a simple email management system TODAY… with nothing more than Outlook.  This system is already being used by thousands of our customers around the world.  Let’s get started…

In the next few weeks, I will be providing step-by-step instructions for a VERY SIMPLE email management system that will work for any businessperson who works with clients, projects or cases.  Use these simple tips to:

  1. Ensure that your Outlook data file does not get bloated, slow-down and eventually corrupt itself and die (causing possible loss of some if not all your e-mails
  2. Backup the correct Outlook data files in case of hardware failure
  3. Organize your emails so that your E-mail Folders matches your paper filing structure
  4. File your e-mails in a way that lets you quickly see all correspondence (incoming, out-going, to and from anyone) for a project quickly and easily in one place
  5. Get some control over your e-mails and use your Inbox like a proper In-tray holding only the items that need your attention.
  6. Easily archive e-mails for completed projects with other electronic documents (Word files, Excel files etc) for the same project.
  7. Quickly find specific e-mails for a project.

By now you all must be wondering if this is going to be a
FREE tips series or will you have to pay to join?

The tips that I will be sharing with you in the next few weeks has been shared to me by YOU so how can it be charged, therefore this is an absolutely FREE tips series.

I will be posting the tips on this blog in the order that I feel would give you a simple and efficient email management system so I recommend that you go through the tips in the order in which they are presented as they build on each other.

If you have not subscribed to our blog yet, JOIN US today so we can notify you when we post the tips on our blog.

Whats next?

In Tip #1 and #2 next week, I will be showing you why you should not be using Outlook’s Auto-Archiving and Rules feature and how to turn it OFF.

Till then… Have a Better Outlook.

subsribe_now