Tag Archives: QuickFile for Outlook

QuickFile for Outlook Add-in Update (Free)

By standss - Comments ( 0 ) Tuesday, May 20th, 2014

I know that it’s only been a few weeks since we released the new version of QuickFile but we’ve had so much great feedback from users that we felt had to be implemented and put out there for you to use right now.

This update is free for all existing registered users of version 5.

Fixes and Features in this upgrade include:

  • Show Sub folders: In previous versions of QuickFile, it was possible to see subfolders of a folder (after searching for it). We’ve put this feature back in Version 5 and done a separate blog post on how to use it.
  • Remove suggestions: Folder recommendations in QuickFile are significantly more accurate in QuickFile Version 5. However there may be cases where you want to remove a suggestion. You can do this now by right clicking over the suggestion on the QuickFile screen as shown in this blog post.
  • Significant speed improvement when moving emails: Some users found that QuickFile as a sometimes slow when moving emails. We’ve rewritten the moving code.
  • Bug Fixes: There were a number of small bugs in other screens that have been tidied up.

Click to download the updated version (or a fully functional trial version) of the QuickFile Outlook addon.

Registered Users: Download the trial version and install it on your computer. It will automatically pick up your existing registration and settings.

New to QuickFile: Click QuickFile for Outlook Version 5 for more information on the easiest way to file and find your emails in Outlook.

Showing subfolders in QuickFile Version 5

By standss - Comments ( 0 ) Tuesday, May 20th, 2014

QuickFile makes it easy to find a folder but what do you do if you need to see its subfolders too. Previous versions of QuickFile showed you the folders in a way that let you expand folders to show its subfolders. Here’s how to view subfolders in QuickFile Version 5.

Please note that this feature is only available in QuickFile 5.0.5252. If you need to, you can download the latest version of QuickFile for Outlook from here.

Open the QuickFile screen by clicking on QuickFile or Find & Goto on the ribbon.

Blog image 2

Right click over any folder in the Best section.

Click Show Subfolders in Search Results.

The setting will be saved for you and used in all future searches. You can changes it by repeating the steps above.

Please let us know if you find this feature useful by leaving a comment below.

New to QuickFile: Click QuickFile for Outlook Version 5 for more information on the easiest way to file and find your emails in Outlook.

Removing Suggestions in QuickFile Version 5

By standss - Comments ( 0 ) Tuesday, May 20th, 2014

Folder recommendations in QuickFile are significantly more accurate in QuickFile Version 5. However there may be cases where you want to remove a suggestion (e.g. if you accidentally used a folder).

Step by Step

Open the QuickFile screen by clicking on QuickFile or Find & Goto on the ribbon.

blog image

Right click over any folder in the Best section.

Click Remove from Best.

If the suggestion was for this particular contact or conversation, it will be removed from the list of suggestions.

New to QuickFile: Click QuickFile for Outlook Version 5 for more information on the easiest way to file and find your emails in Outlook.


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QuickFile Addon version 4.1.307 Released: Supports Office 365 Email Accounts

By standss - Comments ( 2 ) Wednesday, June 26th, 2013

quickfile email organizer

Standss is happy to announce the release of QuickFile version 4.1.307 which is faster, more stable and NOW supports Office 365 email accounts in Outlook. This update is free for all existing registered users of version 4.0 or later.

QuickFile is already used by thousands of users around the world to file their emails into folders dedicated to emails or clients.

Fixes and Features in this update include:

  • New! Supports Office 365 Email Accounts
  • Bug fixes: Freezing issue with IMAP and hosted Microsoft Exchange Email Accounts have been solved.
  • Other minor bug fixes

Download latest version of QuickFile for Outlook

New to QuickFile: QuickFile is an Outlook addon that simplifies email management allowing you to file 90% of your emails at the click of a button. Watch this short video on managing emails inside Outlook.

You can also download a fully functional trial version of the QuickFile email organizer.

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.

When and How to let Outlook Rules Control your Inbox

By standss - Comments ( 0 ) Tuesday, May 8th, 2012

Last week we discussed why you should NOT let Outlook rules take control of your Inbox. This week I’d like to show you why it makes perfect sense to use Rules to process your newsletter emails.

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.

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 4Outlook 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.
  • In Outlook 2010, click on File > Manage Rules and Alerts
    In Outlook 2007 and 2003, click Tools > click Rules & Alerts
  • Click New Rule to display the Rules Wizard.

Outlook rules wizard

  • 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.

Rule 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.

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

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

OPTIONAL RELATED OUTLOOK ADDIN: I recommend that you don’t use Rules to shift work related emails. Instead use QuickFile for Outlook addin to move emails AFTER you have finished with them.

QuickFile PRO for Outlook also has a special Newsletters feature which moves emails to a dedicated folder AND also reminds you once a day (at time of your choice) to look at newsletters.

Did you find this tip helpful? let us know by leaving a comment below.

Should you let Outlook Rules Control your Inbox?

By standss - Comments ( 4 ) Friday, May 4th, 2012

Rules are a handy feature in Outlook that can automatically move emails out of your Inbox to any other chosen folder but… I personally almost never use Outlook Rules (I’ll write about exceptions next week) to move emails.

So why don’t I use Outlook Rules?

You might be aware of this phrase “Out of Sight, Out of Mind“, this is exactly what could happen if you let rules control your inbox. You might receive an important email from a client but even before you sight it, the email would be moved to a different folder leaving you unaware (and you most likely won’t take the required action).

I like to see ALL emails that I have not read or I have read but not taken action yet in one place… my Inbox… in fact the Inbox shows me the emails that I still need to work on.

I don’t use Rules because emails would be moved out of the Inbox before I’ve had a chance to even read them.

I move the emails out of the Inbox AFTER I have finished with it.

You can move the emails manually (by dragging and dropping) or…

You can use an Outlook addin like QuickFile for Outlook which speeds up the process. QuickFile lets you file up to 90% of emails at the click of one button by displaying an additional button inside Outlook for you. The button displays and links to the folder you are most likely to file the currently selected/open email.

This gives you more control over your Inbox and how emails are to be handled.

Next week I’ll have a post on when it makes sense to use Rules.

What are your views on the use of Outlook Rules? let us know by leaving a comment below.

Related Post

Take Control of Your E-mail Inbox

Customize Outlook Today to show ALL your important email folders

By standss - Comments ( 0 ) Friday, April 13th, 2012

Do you use the Outlook Today Page much? By default it shows the number of unread emails in your Inbox and Drafts folders. Here’s a quick tip to add other folders to the Today page.

  • Go to your Outlook Today Page
  • Click Customize Outlook Today (top right corner).
  • Click the Choose Folders button. Tick all the relevant folders and then click OK.
  • Click Save Changes to return to your Outlook Today page. The number of unread emails in your chosen folders will now be displayed.

Outlook Today Page

Some uses of this tip:

Know where Rules have moved emails

This is particularly useful if you use Rules to move emails out of your Inbox. The problem with doing that is remembering to look at the folders later to see if they have any new emails that need your attention. Use this technique to have a dashboard that tells you how many unread emails are in various folders that are important to you.

View how many newsletter emails you still need to read

QuickFile PRO for Outlook – get more productive by setting up QuickFile to automatically shift non-urgent emails such as newsletters etc. to a dedicated folder for later reading. You may want to add the folder Inbox\Newsletters (QuickFile) to your Today page too as shown in the image above..

Do you have other clever uses of the Outlook Today page. Please let us know by leaving a comment on this page.

Take Control of your Outlook Inbox (Not the other way around)

By standss - Comments ( 0 ) Thursday, March 22nd, 2012

Getting overwhelmed with the numbers of emails in your inbox everyday? Do you feel overpowered by the emails in your inbox?

Stop for a second and think, does every email need my immediate attention? The answer might just be NO.

I have seen clients with hundreds and even thousands of e-mails in their Inboxes. Their Inbox is a massive filing cabinet and action-list rolled into one.

Your Inbox needs to be used like a To-Do list. It should contain only the e-mails that you still need to read or take action on.

After reading any e-mail:

  • Keep it in the Inbox if you still need to take action on it
  • File it OUT of the Inbox into another folder if you need it for future reference
  • Delete it if you don’t need it for future reference

Once you get into the habit of doing this, you will be amazed at what a useful tool your Inbox will suddenly become.

Don’t use the Deleted Items folder for filing old e-mails

Some users take control of their Inbox by Deleting the e-mails so that they end up in the Deleted Items folder.

They are using Outlook’s built in Trash Can to store their important e-mails???

Please don’t do this!

It is very easy to accidentally clear out your Deleted Items folder and lose all your e-mails. In fact there are automated tools that do this for you to reclaim space on your hard-disk.

Delete item’s that you don’t want to keep! File your important e-mails in project folders created inside Outlook!

Get started NOW with a “Still to File” folder

If you have hundreds of e-mails sitting in your Inbox, here is a quick way to get started.

  • Create a folder inside your Inbox and call it “Still to File”. (Right Click on your Inbox and click New Folder)
  • Drag all e-mails that you have already worked on out of the Inbox into this new folder.

You will now only have e-mails in the Inbox that still need your attention.

Doesn’t it feel good to be able to easily see only your still-to-action e-mails in one place?

When you get a bit of time, remember to clear out the e-mails from the Still To File folder into dedicated folders for each project or case that you are working on.

Tip 4 in our e-book shows you how to create a Project based E-mail Filing System in Outlook…
Click Here to download your own copy of the special report.

Move E-mails out of your Inbox at the click of a button

You can greatly reduce the time it takes to clear your Inbox while increasing the chances that your e-mails are filed in the correct folders using a special Outlook add-on…

QuickFile  for Outlook is an inexpensive user-friendly Outlook add-on that greatly simplifies the filing of e-mails to the correct folders.

Find out more about how QuickFile can simplify your e-mail filing by Clicking Here.

There is a fully functional demo version that you can download and try out for yourself.

Do you have your own ways to take control of your Inbox, let us know by leaving a comment below.

Automatically Close Outlook Emails after Replying/Forwarding

By standss - Comments ( 2 ) Tuesday, February 7th, 2012

When you open an email in Outlook and then reply/forward, after the email is sent, the original email remains open until you close it yourself.

This is fine if you are replying to 1 or 2 emails a day (which I’m sure is not the case with most of us), but image if you have several emails to reply, having to close the email each time you do a reply and that to for no good reason is such a pain and a waste of time.

Here is how you can set Outlook so that the email is closed automatically after you reply/forward an email (saving you from an additional click each time):

In Outlook 2010

  • Click on File on the menu > Options
  • On the Left-pane, click Mail > go to the Replies and forwards section
  • Tick the checkbox for “Close original message window when replying or forwarding
  • Click OK

In Outlook 2007 and 2003:

  • Click Tools > Options
  • Under Preferences tab > click E-mail Options…
  • On the E-mail Options screen > tick the checkbox for “Close original message window on reply or forward
  • Click OK

Now when you reply or forward an email, the original email which was opened will also close automatically.

Related Post

If you’re a user of QuickFile for Outlook, it is possible to close the original email and file it along with the reply to a chosen folder.

You can refer to our earlier post Outlook Can Automatically File Reply Emails with the Original (as the reply is sent) to learn how QuickFile can file the original and the reply email in the same folder.