Tag Archives: Tips

How To Send Merged Emails In the ‘To’ & ‘CC/BCC’ Field in Outlook

By standss - Comments ( 0 ) Thursday, September 14th, 2017

Do you need to send personalized emails using the ‘To’ as well as ‘CC’ or ‘BCC’ fields in Microsoft Outlook?

In this post, we will look at why this feature is useful and how it can be used with Standss Email Merge Pro.

Why is it Useful?

The usefulness of this is when you need to send a copy of the same email to two or more people in the same company. This feature is not limited to one business or industry and some scenarios where it can be used includes:

  • For sending event reminders via email to the attendees, while also including their assistants as a CC.
  • Sending copies of statements to clients, while also listing their accounts manager as a CC for businesses.
  • For schools, sending email newsletters the one parent and including the other parent as a CC as well.

In all these examples the To and CC field are related to each other i.e. there could be a different CC email address for each person you are emailing.

Before I show you how to do this in Outlook, you may be wondering…

‘Why not just send each person a separate copy of the same email?’

The main reasons for this is that you want all recipients to be aware that the others have also received the email. They can now also do Reply-All on the email your sent to start a conversation if they need to.

Setting Up Your List

The first thing you need to do is to setup a list that contains the email address you want to use in the ‘To’ field and also the email address(es) for the CC field.

For this example, I am assuming that your list is in Microsoft Excel similar to the one that I have shown below:

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Note:

  • The To field (in this case the Customer Name) can only contain ONE email address.
  • The CC field can contain multiple email addresses separated by comas or semi-colons as shown for Jane Doe above.

Merge and Send the Emails

Now it’s time to send out the emails. While there is no built-in way in Outlook to do this, you can easily do this if you are using the Standss Outlook add-in Email Merge Pro for Outlook.

Start Outlook

Click the Email Merge Wizard button. The Wizard will guide you to creating your email and to choosing the Excel file as your data source.

When you come to the following screen, click the Select field’s hyperlink.

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Click CC/BCC and then select the field that your CC email address is in.

Click OK to return to the Wizard.

Follow the rests of the steps of the Wizard to send out the email.

Email Merge will create a separate email for each person, with the correct file attached to each one.

Our customers have used Email Merge to increase sales and to provide better support to their customers. Please share your own ideas in the comments below.

Related articles:

You can use this with our earlier article on setup your spreadsheet to email merge a different attachment to each person in Outlook.

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Categories : EmailMerge for Outlook, Outlook Email Tips Comments ( 0 )

2017 NFL Season Schedules For Outlook Calendar’s

By standss - Comments ( 0 ) Monday, September 4th, 2017
NFL Season

 
For all you NFL fans out there, it’s that time of the year again! Get ready to gear-up with your favorite team jersey/ hat/ cheering gear and plan in advance with friends and families to enjoy the games from the comfort of your own home or in the middle of all the action at the venues.

The start of the season kicks of on Thursday, 7th of September with the Kansas City Chiefs against the New England Patriots at the Gillette stadium in Foxborough, Massachusetts. The season will end with the Super Bowl LII Championship Game on Sunday, February 4th 2018, at the U.S. Bank Stadium in Minneapolis, Minnesota.

Download your favorite team’s schedule and link it into Outlook so you don’t miss out on any of their matches.

1. Click on the links below to download your team’s schedules and link them to your Outlook calendar:

Arizona Cardinals Download Schedule in Outlook
Atlanta Falcons Download Schedule in Outlook
Baltimore Ravens Download Schedule in Outlook
Buffalo Bills Download Schedule in Outlook
Carolina Panthers Download Schedule in Outlook
Chicago Bears Download Schedule in Outlook
Cincinnati Bengals Download Schedule in Outlook
Cleveland Browns Download Schedule in Outlook
Dallas Cowboys Download Schedule in Outlook
Denver Broncos Download Schedule in Outlook
Detroit Lions Download Schedule in Outlook
Green Bay Packers Download Schedule in Outlook
Houston Texans Download Schedule in Outlook
Indianapolis Colts Download Schedule in Outlook
Jacksonville Jaguars Download Schedule in Outlook
Kansas City Chiefs Download Schedule in Outlook
Los Angeles Rams Download Schedule in Outlook
Los Angeles Chargers Download Schedule in Outlook
Miami Dolphins Download Schedule in Outlook
Minnesota Vikings Download Schedule in Outlook
New England Patriots Download Schedule in Outlook
New Orleans Saints Download Schedule in Outlook
New York Giants Download Schedule in Outlook
New York Jets Download Schedule in Outlook
Oakland Raiders Download Schedule in Outlook
Philadelphia Eagles Download Schedule in Outlook
Pittsburgh Steelers Download Schedule in Outlook
San Francisco 49ers Download Schedule in Outlook
Seattle Seahawks Download Schedule in Outlook
Tampa Bay Buccaneers Download Schedule in Outlook
Tennessee Titans Download Schedule in Outlook
Washington Redskins Download Schedule in Outlook

 

2. Once you are on your favorite teams Schedule Page, Click on “Add to Calendar” and a pop up screen opens up.

Page
 

3. At the “Add to Calendar” section, click on “Outlook” to download the Web Calendar, once you have done this, another prompt will appear, requesting you to Click on “Open URL: Outlook Add…ernet Calendar?”

pop up
 

4. Outlook prompts you with “Add this Internet Calendar to Outlook and Subscribe to Updates?” click on “Yes” to simply add the calendar to your Outlook.

Prompt
 

5. The times for all the games will now be in your Outlook calendar.

Outlook
 

All you need to do now is stock up on some chilled Beers, snacks and enjoy the game.

May the best team win!

Categories : Outlook Calendar Tip, Sports Comments ( 0 )

4 Tips to Tame Email without Multi-Tasking

By standss - Comments ( 0 ) Monday, July 4th, 2016

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Studies clearly show that people who do not multi-task can focus for longer periods of time and feel also less stressed. But emails makes it difficult to NOT multi-task, particularly if you get notified each time an email comes in. This post shows you 4 things you need to can do to be more productive with emails without multi-tasking.

Turn OFF email Notifications

Be default Outlook displays a little notification in the bottom right hand corner of your screen every time an email comes in. It may also play a sound or show a little envelope icon in the taskbar.

Unless your work requires real-time notification of emails, we recommend that you turn off ALL email notifications.

Click File and then Options.

Click on the mail tab.

Scroll down to the Mail Arrival section and make sure that all the boxes are un-ticked as shown below.

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Have Email Processing Scheduled in Your Calendar

Try and have a fixed time where you go through your Inbox and delete out stuff that doesn’t need to be there, respond to important emails etc.

This is your main email time during the day. Don’t worry… you will still get to see emails again later in the day.

Download our free 3 Question Checklist to evaluate your own Outlook Email Filing System

Turn off Outlook when doing non-email related work

Many users turn to emails looking for a distraction when they are at a point in their work that is difficult or requires a decision. They turn to their Inbox hoping to find an excuse to avoid what they really need to work on.

You’re less likely to do this if your Outlook is closed… and even if you do, the time Outlook takes to start up will remind you to go back to your work.

Reward yourself by going to your Inbox when you finish a reasonable chunk of work… or when you finish a particular piece of work

Even if email is a distraction, a lot of real work gets done using it.

I go back to my Inbox roughly around once every one or two hours. This give me my email-fix as well as giving me the opportunity to respond to anything important that may have come up while I was doing other work.

Try these 4 quick tips today. They won’t solve all your email problems but they will put you more in control. You should find you’re getting more work done, feeling less stressed and still getting your emails answered.

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FIX: Outlook 2010 Patch Problem (Opens in Safe Mode)

By standss - Comments ( 0 ) Monday, December 14th, 2015

If you are using Outlook 2010 and have suddenly found that it only opens in Safe Mode then your computer probably installed Microsoft’s latest patch. Here’s what you need to do to fix it.

The (faulty) December 2015 Patch (KB 3114409) which is causing the problem was actually released to stop a problem where Outlook 2010 was starting in Safe Mode for some users. Instead it did the opposite… it is FORCING Outlook 2010 into Safe Mode.

The faulty patch has been taken down from Microsoft’s website but if you are experiencing the problem, it means that the update has already been downloaded and installed on to your computer.

How to uninstall the update

  1. Go to the KB3114409 page on Microsoft’s website.
  2. DO NOT INSTALL THE UPDATE.
  3. Scroll down to the bottom of the page to the section titled More Information which has a subsection on How to uninstall this update.

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Categories : General, Outlook 2010 Comments ( 0 )

Email Merge with personalised To and (related) CC/BCC fields in Outlook

By standss - Comments ( 3 ) Thursday, October 29th, 2015

Is it possible to do an email merge with a personalized email address in the To field and one or more RELATED email addresses in the CC or BCC fields. In this post we look at why and how you can achieve this with Microsoft Outlook?

Why?

This is very useful when you need to send a copy of the same email to two or more people in the same company.

For example:

  •  You may want to send reminders for a particular event to attendees but all CC their  assistants.
  •  You may send copies of statements to your clients and CC a copy to their accounts  manager.
  • If you are running a newsletter for a school, you want to send an email to one parent and CC the other parent on it too.

In all these examples the To and CC field are related to each other i.e. there could be a different CC email address for each person you are emailing.

Before I show you how to do this in Outlook, you may be wondering…

Why not just send each person a separate copy of the same email?

The main reasons for this is that you want all recipients to be aware that the others have also received the email. They can now also do Reply-to-All on the email your sent to start a conversation if they need to.

Setup Your List

The first thing you need to do is to setup a list which contains the email address you want to use in the To field and also the email address(es) for the CC field.

For this example, I am assuming that your list is in Microsoft Excel similar to the one that I have shown below:

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Note:

  • The To field (in this case the Customer Name) can only contain ONE email address.
  • The CC field can contain multiple email addresses separated by comas or semi-colons as shown for Jane Doe above.

Merge and Send the Emails

Now it’s time to send out the emails. While there is no built-in way in Outlook to do this, you can easily do this if you are using the Outlook add-in Email Merge Pro for Outlook.

Start Outlook

Click the Email Merge Wizard button. The Wizard will guide you to creating your email and to choosing the Excel file as your data source.

When you come to the following screen, click the Select field’s hyperlink.

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Click CC/BCC and then select the field that your CC email address is in.

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Click OK to return to the Wizard.

Follow the rests of the steps of the Wizard to send out the email.

Email Merge will create a separate email for each person, with the correct file attached to each one.

Our customers have used Email Merge to increase sales and to provide better support to their customers. Please share your own ideas in the comments below.

Related articles:

You can use this with our earlier article on setup your spreadsheet to email merge a different attachment to each person in Outlook.

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Fixing speed problems in Outlook by Working Offline.

By standss - Comments ( 1 ) Tuesday, July 21st, 2015

If you find Outlook almost hanging up on you while you are writing emails, this tip will save you from a lot of frustration (and as a bonus increase your focus and productivity).

Does this sound familiar…?

You’re replying to an email and then Outlook starts doing something in the background. It basically locks up! You can’t do anything except wait for it to finish!

After a few moments, you get tired of waiting so you switch over to something that still works on your computer… something to do while you’re waiting… most probably the Internet… or Facebook.

10 minutes later you remember what you were actually working on!  That’s 10 minutes wasted just because Outlook started doing something you never asked it to in the first place.

And it’s not just 10 minutes. It normally takes another 10 minutes to get refocussed again.

How many 10 minutes do you lose in your day?

I spend a significant part of my day working on emails and recently I have been having this problem several times a day.

I use Outlook 2013 with Office 365 and I discovered that the problem seems to coincide with when my Outlook is syncing emails with Office 365… particularly when I am working from home where my Internet connection is not as fast.

I found that I can greatly improve my productivity by making Outlook work offline when I plan to do actual work.

This is what you need to do:

  1. Go to Outlook
  2. Click Send/Receive on the Ribbon and then click Work Offline.

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  1. Work on your emails
  2. Make Outlook go back online (by clicking on the Work Offline button again).

Warning: Please remember to make Outlook go online again. While Outlook is offline, no emails will be sent or received. Emails that you send will still be in the Outbox and new emails will be not be received in your Inbox (they will be waiting to be downloaded from your mail server when you go back online).

This simple tip has had a surprisingly positive effect on my productivity. Why?

  1. It stops Outlook from hanging up so I am able to get what I am working on completed without waiting for Outlook. I don’t get distracted to look at other things (Facebook!!).
  2. I also don’t get distracted by new emails popping in to the Inbox while I am working on something. (New emails are not downloaded while Outlook is working offline)
  3. As a bonus I enjoy work more without the frustrations of waiting.

Did this tip help you? Do you have your own tips for fixing Outlook performance issues? Please let us know by leaving a comment below.

Categories : Office Tip, Outlook Performance Comments ( 1 )

Make Outlook search your Inbox Faster

By standss - Comments ( 0 ) Wednesday, July 1st, 2015

Here’s a little tweak that I did to Outlook Search (in Outlook 2013) to make it work faster for me.

What is Outlook Search

Outlook displays a Search box at the top of your emails. Simply click in the search and type the words that you are looking for.

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In Outlook 2013, you can also change where the Search is done (current folder, current mailbox, all mailboxes etc) directly from the same screen

How to make Outlook Search your Inbox faster

By default Outlook searches for emails in the current folder except if you’re in the Inbox. IF you are searching from the Inbox, Outlook searches for emails in all folders in your current mail box.

The problem with this is that Searching for emails from your Inbox can be slow because it is searching for emails in all folders instead of just the current folder.

You can change where to search each time but this seems to almost hang Outlook if the Search has already started.

Instead you can change Outlooks settings to search only the current folder when you are in the Inbox.

Open Outlook

Click File > Options

Click the Search tab to display Search Options.

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Select Current Folder and click OK

Now when I do a Search from the Inbox the results are almost instant. I can still Search all folders by selecting Current Mailbox or All Mailboxes from the list on the right of my Search box if I want to do a wider search.

Why this works for me

This works for me because I usually go to the folder I am interested in before I do my Search. When I am searching my Inbox, I know that I am looking for an email in my Inbox.

Share your own thoughts on Searching by leaving a comment below.

 

Categories : outlook 2013, Outlook Search Tips Comments ( 0 )

Creating Tasks and Appointments from Emails

By standss - Comments ( 4 ) Friday, June 5th, 2015

We recently upgraded our TBYL! for Outlook users to QuickFile for Outlook. The response has been overwhelmingly positive but a few users asked… Where are the Quick-Task and Quick-Calendar buttons?

These buttons are used to create Tasks and Appointments from Emails (to use TBYL terminology, move emails from your collection system to Action System)

The Quick-Task and Quick-Calendar buttons are part of QuickFile Pro for Outlook as shown below (we are only showing icons and not words to save space on the Ribbon).

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By default clicking on either button will create the Task or Calendar as appropriate and attach the email to the body. You can change this default behaviour if you want from the QuickFile Settings screen.

If you have any other questions regarding QuickFile, please let us know by sending an email to support@standss.com.

Categories : General, Outlook as a Business Tool Comments ( 4 )

Creating an Effective Email Signature

By standss - Comments ( 5 ) Tuesday, May 12th, 2015

A great email signature can help your business by building your image and credibility as well as making it easier for people to contact you. In this short post I look at what things a good signature block can do for you, what you want to put in, and what you should leave out.

The most important thing to remember… Your signature block needs to be as small as possible particularly since so many emails are only a few lines long… but it still has to achieve several objectives.

The objectives of a good signature block

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A good signature block should do most if not all of the following for you:

  1. Let people know who you are
  2. Let people know how they can contact you
  3. Show people who may not know you what you or your company does
  4. If possible, convince people who don’t know you that you are a credible person that they can safely work with
  5. If you use social media a lot, let them connect you via your preferred social media website.

What you should include:

  1. Your Name
  2. Your Title (Optional but very useful, particularly if you have an important or at least important sounding title)
  3. Your company name
  4. (Optional) Your company logo
  5. (Optional) Logo or text details of any awards or memberships that build your credibility. Keep this as short as possible. Don’t list too many things or it loses it’s impact.
  6. A tag line that makes it easy to understand what you and your company do (Optional only if your company name is immediately recognizable)
  7. Your Phone Number
  8. Your web site address

What you do not need to include

Personally I feel that it is a waste of space to include the following:

  1. Your email address (they already know that sine they received the email from you)
  2. You fax number (unless you are in an industry/country that still makes use of fax)
  3. Your postal or physical address (they can always ask for this if they need it)

 

What do you think?

I hope that you find this article useful.

Do you have your own tips for better email signatures? Please share your ideas with other readers by leaving a comment on this post.

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Categories : General, Office Tip, Outlook as a Business Tool Comments ( 5 )

Contact Segmentation: Increasing response rates to your sales and marketing emails in Outlook

By standss - Comments ( 2 ) Tuesday, April 28th, 2015

Many email marketers who use Microsoft Outlook rarely focus on the one thing that that almost always results in increased responses: contact list segmentation. In this post I am going to show you how you can use Outlook categories to segment your contacts.

What is segmentation and why does it work?

Segmentation basically means dividing your email list into smaller groups (or segments). Each contact can be part of one or more segments.

So why does segmentation work? It allows you to give your contacts more personalized attention.

You are now able to send out more specific emails targeted to people who are interested in that particular topic. This always results in higher open rates, click rates and response rates.

It also means less annoyed customers received emails on topics that they are not interested in.

How to you segment your list?

We will use Categories (a feature built into Outlook) to segment our contacts.

1.       Make a list of the Segments (Categories) that you will use

What are the key elements to distinguish your customers? It could be product, company size, region… whatever makes sense to your business.

Make a list of these segments. For example, we have a range of products at Standss that are reasonably different. We could therefore segment our list based on products.

  • Email Merge PRO for Outlook
  • Quick File for Outlook
  • Send Guard for Outlook
  • Email Tags for Outlook
  • eeminders for Outlook
  • Email Notes for Outlook

I also like to keep a separate segment of our Volume License Customers since they have further requirements for deployment, control and support.

Volume License Customers

2.       Add the Categories to Outlook’s Master List (of Categories)

Go to your Contacts folder in Outlook.

Right-click over a contact and click Categorize and then click All Categories.

Click New and enter the Name of your category. You can also choose a color if you want but I generally select None. Click OK.

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Hint: You will see that I have named my category ml_EmailMerge instead of just EmailMerge. I use the ml_ in front of all my segment names to indicate that they are my mailing list categories. The master category list appears in all parts of Outlook (emails, appointments, tasks etc). By putting the ml_ in front of my mailing list categories, I can get them to appear together in the list when they are displayed alphabetically.

3.       Assign your contacts to the relevant segments.

Go to your Contacts folder in Outlook.

Right-click over a contact and click Categorize.

You can click the category from the list or you can click All Categories and then select multiple categories for a contact if you want.

Repeat for all relevant contacts.

Viewing Your Various Segments

Once you have your contacts segmented, you will need Outlook to show you the contacts by segment so that you can use them easily.

Go to your Contacts Folders.

Click on the View Tab and Click on Categories (which will be in the Arrangement group)

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Your contacts will now be displayed grouped by Categories. Contacts will be displayed more than once if they are in more than one category.

Or….

You can simply type the name of the Category in the Outlook Search box and only matching contacts will be shown

How to use your Categories/Segments in Sales and Marketing Emails

The next time you need to send out an email that is relevant only to a particular segment, display the list of contacts in the segment as explain above.

Then create your email and send it out only to the people in that segment.

I guarantee that you will get much better responses rates… and you will also get less emails from annoyed contacts asking to be removed from your list (since you will only be contacting people who are genuinely interested in your email).

Fine-Tuning Outlook emails to segments (Better Responses in Less Time)

If you want to get even better response rates, you should send out personally addressed emails to your contacts.

This means that each email should only have one contact’s name in the To field. You may even want to personalise the email with the contact’s name and other details.

This can be time-consuming to do if you try and do it by hand.

We recommend Email Merge Pro for Outlook. Email Merge Pro installs inside Outlook and uses a step-by-step Wizard to quickly create and send out personalized emails to selected contacts.

Best of all, the emails will still be sent out from Outlook instead of looking like emails from a mailing service. This is extremely important, particularly if you are dealing with larger customers.

Email Merge Pro has full support for Categories so that you can easily send out emails to segments when you need to.

Learn more and download a trial version of Email Merge Pro for Outlook addon.