Here’s how you can get Outlook to display pictures of the people you are sending emails to… a quick glance and you will know if you’re sending the email to the right person.
And the best part… Outlook will bring the person’s picture to you from Facebook or LinkedIn… you don’t have to do anything yourself.
Why is this useful?
The internet is full of horror/funny stories of people using Outlook accidentally sending emails to the wrong person… funny when it happens to someone else… possibly job-threatening if it happens to you.
The main reason this happens is Outlook’s Autocomplete feature… as you type an email address in the To, CC or BCC fields, Outlook automatically completes it for you.
Although this is normally a very useful feature, it also makes it super easy to accidentally send the email to someone else who has a similar name or email address to the person you really want to contact.
Microsoft Outlook recently released a new (free) connector that pulls information from Facebook and LinkedIn directly into Outlook.
When you create an email, the person’s picture will automatically be displayed under your email.
A quick glance… and you know if your email is going to the right person.
Obviously this only works if the person you are writing to is on either Facebook or LinkedIn. Otherwise Outlook will not be able to display a picture.
You can try out the Outlook Facebook connector for yourself from this link. It works in Outlook 2003, Outlook 2007 and Outlook 2010.
Your Clients are seeing your Embarassing Facebook Pictures in Outlook
Is your Facebook making you look unprofessional to Outlook users?
Deleting Email Addresses from Outlook’s Auto Complete List
The promised update to Email Notes is now ready.
Email Notes for Outlook was already one of our best selling addins but this MAKEOVER makes it so much EASIER.
As a result of this update the price of Email Notes will be GOING UP… but you can still buy at the old price till the END OF THE WEEK.
And before I forget… existing users don’t need to purchase again. Just download and install the new version and it will automatically pick up your existing license information.
I hope you find the new version as exciting as we do. I look forward to receiving your comments.
PS: If you’re not a user of Email Notes yet, try the free trial today. You only have a few days before Email Notes prices will go up by 50%.
You may not know this but it is possible to edit received and sent emails in Outlook. In this post we will discuss why you may want to edit emails, why you really shouldn’t… and an alternative to editing emails that still achieves your goals for editing emails… without actually editing the emails (I hope that makes sense).
How to Edit Emails in Outlook
- Double-click the email to open in a new window.
- In Outlook 2010, Select Actions > Edit Message from the Move section in the Message 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 want to edit emails?
We did a survey of close to 10,000 of our readers last year and we found out that many users edited their emails to capture additional notes.
These notes were basically ideas that users had while reading the email… or additional information gathered by follow up phone calls etc.
For many users, it was easier to simply edit the email and enter their notes so that all the information was in one place.
Why you should NOT edit emails?
The two big reasons we recommend that you do not edit your actual emails are:
- Editing emails is DESTRUCTIVE to the original message i.e. you may no longer have a true record of what the original email was. You may need it later for reference (or even for legal reasons).
- You may accidentally pass on confidential information to others when you forward or reply to an email which you have edited.
A better way of making notes on emails
According to our survey, the main reason that users edited emails was to add notes. So we created Email Notes for Outlook.
Email Notes for Outlook lets you add notes to your emails without changing the actual email.
But… later this week (hopefully by the 4th of March 2011), we will be releasing a FANTASTIC update to Email Notes. This update makes Email Notes even easier to use and (I know I’am probably biased) just so much sexier to look at.
We’ll let you know when it is ready.
PS: We haven’t decided yet if there will be a price increase after the update but all existing users will get the upgrade for free.
Here is a simple tip to make Outlook empty your Deleted Items folder automatically each time you quit.
WARNING: I am assuming that you know that the Trash Can is not the same as a filing cabinet… and that once you have deleted an email (and sent it to the Deleted Items folder), you no longer want it!
After you make this simple settings change Outlook will display a message similar to the following every time you close Outlook.
In Outlook 2010:
- Click File.
- Click Options
- Select the Advanced tab.
- Tick the box labelled “Empty Deleted Items Folder when exiting Outlook”.
- Click OK
In Outlook 2007 and Outlook 2003:
- Click Tools
- Click Options
- Select the Other tab.
- Tick the box labelled “Empty Deleted Items Folder when exiting Outlook”.
- Click OK
I hope this quick tip helps to keep your Outlook data file cleaner and leaner.
The Good news is, Outlook already has a built-in Recall feature which lets you do just that.
The Bad news is, it only works with Exchange server accounts and has a very low success rate, mostly because recall only works with unread messages.
For those who have a Exchange Account
If you would like to recall a email you sent a co-worker:
- Go to the Sent Items folder and open the email you want to recall
- In Outlook 2010/2007, click on the Other Actions menu (or Actions depending on your Outlook settings) and select “Recall this message…”
In Older versions, click on the Actions menu and select “Recall this message…”
After clicking Recall this Message, a dialog comes up, giving you the option of Deleting the message (if unread) or replacing the message with a new one.
If you enable the option to be told if the recall was successful, you’ll get a message back within a few minutes letting you know if the recall was successful or failed.
Note: the above method is only useful if the email you sent has not been read by the recipient.
Prevention is better then Cure
We all have heard the saying above but often enough end up looking for cures rather then preventing the mistakes in the first place.
SendGuard for outlook is a simple add-in which allows you to delay all or selected emails for a preset time in your Outbox. This lets you change your message if you’ve had a change of heart after clicking Send. For the super cautious, SendGuard can be configured from the settings screen to get confirmation before sending out emails to all or selected recipients.
What would you perfer, sending the email and then looking for a way to recall it OR safeguard yourself from sending the email in the first place?
let us know by leaving a comment on our blog
If you face problems with your Outlook, 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.
- 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.
If you find this post useful, please leave a comment on the blog.
If you’re using Outlook and Windows 7, here is a tip that will take you all 2 seconds to implement but will save you hours of time in the future.
One of the new features that Windows 7 has is called Jump Lists. Jump Lists are basically a list of options that get displayed for programs on the Task Bar.
- Start Outlook.
- Right Click over the Outlook icon on the Task Bar. The following options will be displayed in the Jump List (which is what Microsoft has called the pop-up that gets displayed when you right click)
Why do I like this?
I can use this Jump List to quickly create a new contact, appointment, task or email… without having to look for the appropriate button on the Outlook ribbon.
How to make it even better.
You can pin Outlook to the Task Bar so that the icon (and associated jump list) is there even when Outlook is closed. To pin Outlook to the task Bar:
- Start Outlook.
- Right Click over the Outlook icon on the Task Bar and click pin this program to the taskbar.
I hope you find this tip useful. If you have your own tips to share about the new features on Windows 7, please leave a comment on the blog.
In an earlier post, we identified 3 Types of Email Overwhelm. In this post I would like to talk about how you can reduce email stress by significantly reducing the time taken to reply to emails… and still write better quality emails.
This one tool reduced the time spent by our customer support department on emails by 65%!
We did some research with our readers and found out that:
- We don’t have that many different emails to write
Our analysis revealed that although we have a lot of emails to write, we don’t actually have that many DIFFERENT emails to write. Many of our emails are very similar to other emails that we have written in the past.
- We are WASTING a lot of time rewriting the same emails over and over and over again.
We can save a LOT of time if we identify the common emails that we need to write and spend time writing them correctly once … maybe even get expert help to write the more important emails once for you. Then reuse the wording each time you need to write a similar email.
- Rewriting the same email over and over again generally results in LOWER quality correspondence
You’re not getting better at it just because you’re doing it over and over again. After a while writing the same email gets boring so we rush through the process … plus the quality of your email is dependent on your mood each time you write it.
We often feel overwhelmed by email because we are WASTING our precious time and energy REWRITING the same emails over and over again.
… and A SIMPLE Solution
Template your most common emails. Implement and use a system that lets you write emails once and then reuse them as often as you need to.
A simple change like creating and using templates for your replies could result in better quality correspondence… that takes LESS time to write. The end result is better communications, happier customers and more time for you to work on something more fulfilling.
Which brings us to… Insert Text for Outlook.
The biggest problem with InsertText is its name… InsertText does much more than just insert text into your emails.
It is a complete email template solution for Microsoft Outlook. You can use Insert Text to:
- Create and use email templates in Microsoft Outlook
- Templates can be used to Create new emails as well as Reply, Reply-to-All and Forward
- Templates can have plain text, formatted text (HTML), To, CC, BCC fields and more (this is a addin specially designed for emails)
- Easy to user interface lets you search, find and use templates easily.
If you’re not using InsertText yet… you owe it to yourself to try it out. There is a fully functional 30-day trial on our website.
Also remember to check out the NEW YEARS RESOLUTION OUTLOOK PACK. We have bundled InsertText with 3 other Outlook Email Overwhelm boosters. You can save more than 50% for the next few days.
Over the last few weeks I have noticed that spammers have started more and more spam email from YOUR or MY email address. The email is from YOU and also to YOU. Chances are you have your email address white-listed. Here’s a little trick I use to stop these emails from getting into my Inbox.
First why would you email yourself…last week I wrote a tip on how you can stay organized by emailing yourself… that could be a reason.
Here’s how you can move the spam emails out of your Inbox but still keep the real emails you have emailed yourself.
Decide on a few characters that you will type in the Subject of every email that you send yourself. Keep it simple as you want to be able to type these characters from your BlackBerry etc as well. Use something like QAZ or whatever is easy for you to type.
Any time you send yourself an email type those characters in the Subject e.g. Instead of “Pick Stuff from Supermarket”, you would need to type (say) “QAZ Pick Stuff From Supermarket”.
Now setup Outlook.
- Add your own email address to the Safe Senders list in Outlook (this is probably already done)
- Create a Rule in Outlook so that all emails from your email address get moved to your Junk Mail folder, except those with your special tag in them (QAZ in the example above)
- If you are using Outlook 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:
- Click Move messages from someone to a folder.
- Click people or distribution list. Enter all your own email addresses in the From field and click OK.
- Click specified folder. Use the screen that comes up to select the Junk E-mail folder and click OK.
- Click Next, Next and then Next again
- Tick except if the subject contains specific words.
- Click Specific Words. Enter the tag (QAZ in example) and click Add.
- Click OK
- Your Rules should look something like the following:
- Click Finish.
Now anytime Outlook receives an email from you, it will get moved to the Junk Emails folder, EXCEPT when they have your special tag. EASY!
Does this tip work for you? Do you have other better methods? Tell me what you think by leaving a comment on the blog.
Need to make sure that you get something done… EMAIL YOURSELF! This works much better for me then putting it on a Task List. Why? Like many people my Inbox acts as my real (or at least more immediate) Task List.
Here are some ways to get the most out of this super easy tip.
- Basic Way: Just Email yourself when you need to remember to do something.
- Need to follow up on an email that you are sending out to a client: BCC yourself on the email and a copy will end up in your Inbox.
- From your BlackBerry or other email-enabled phone: This is my FAVOURITE. It means that I can update my To Do List from anywhere… I’m at the supermarket and remember that I need to call a client on Monday… easy… I create and send an email from my phone… and I can get back to chasing my 4 year old down the candy aisle.
Did you find this tip useful? Do you have your own creative ways of applying this tip. Leave a comment on the blog.