Tag Archives: Tips

Empty your Outlook Deleted Items automatically when you quit

By standss - Comments ( 1 ) Tuesday, February 22nd, 2011

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.

Delete Prompt

In Outlook 2010:

  • Click File.
  • Click Options
  • Select the Advanced tab.
  • Tick the box labelled “Empty Deleted Items Folder when exiting Outlook”.

Outlook Options

  • 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.

Categories : Outlook Email Tips Comments ( 1 )

How to get back a message you have Sent?

By standss - Comments ( 2 ) Wednesday, February 16th, 2011
Have you ever wrote and sent a not-so-diplomatic email while in a bad mood and later wished there was only some way of calling the email back?

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…”

Recall Message


Recall Message

Older Outlook

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

Categories : Outlook Email Tips, SendGuard for Outlook Comments ( 2 )

How to Create a New Outlook Profile

By standss - Comments ( 1 ) Thursday, February 3rd, 2011

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.

Mail Setup

  • 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.

Categories : Outlook Installation/Setup Comments ( 1 )

Outlook Productivity with Windows 7 Jump Lists

By standss - Comments ( 4 ) Tuesday, February 1st, 2011

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)

Jump List

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.

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

Email Overwhelm: Better Responses in Less Time

By standss - Comments ( 0 ) Tuesday, January 11th, 2011

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:

  1. 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.
  2. 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.
  3. 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.

In summary,

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.

Learn More and Download InsertText

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.

STOP Getting Spammed by Your Own Email Address

By standss - Comments ( 1 ) Thursday, November 18th, 2010

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:

Rules Wizard Step 1

  • 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

Rules Wizard 2

  • 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:

Rules Wizard 3

  • 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.

Outlook To Do Lists for the Disorganized: Use Emails instead of Tasks

By standss - Comments ( 2 ) Tuesday, November 16th, 2010

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.

  1. Basic Way: Just Email yourself when you need to remember to do something.
  2. 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.
  3. 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.

Shortcuts for Task and Appointment Creation in Outlook

By standss - Comments ( 4 ) Thursday, November 11th, 2010

If like me, you use Outlook Tasks and Appointments to manage your time, here are a few easy-to-implement tips that will save you a lot of time.

These tips came about as a result of my laziness(as most shortcuts do)… I don’t like having to switch to Outlook and then making the appropriate clicks to open the new Task or Appointment screen… there had to be a better way.

I wanted to either click a button on the Windows Quick Launch bar and/or use keyboard shortcuts that would work even when I wasn’t in Outlook.

(For those who are not familiar with the Quick Launch bar… it is the set of icons that you have just beside the Windows Start button. If it is not displayed, right-click on the horizontal bar at the bottom of the screen, click Toolbars and tick Quick Launch.)

Shortcut to create a new Task/Appointment

1. Right-click on any empty space on your desktop and click New-Shortcut.
2. In the location box, click Browse and locate your Outlook.exe file. You will then need to add some switches to the end of it telling Windows that you want Outlook to open the new Task screen instead of just opening Outlook. The path to the Outlook.exe would vary depending on your version of Outlook. (If you installed in the default location then the paths will be as follows)

If you are using Outlook 2010:
“C:\Program Files\Microsoft Office\Office14\OUTLOOK.EXE” /c ipm.task

If you are using Outlook 2007:
“C:\Program Files\Microsoft Office\Office12\OUTLOOK.EXE” /c ipm.task /a

If you are using Outlook 2003:
“C:\Program Files\Microsoft Office\Office11\OUTLOOK.EXE” /c ipm.task /a

3. Click Next and type in a name for the shortcut. By default OUTLOOK.EXE is displayed. I changed mine to New Task.
4. Click Finish.
5. Now right-click over the newly created icon and click Properties.
6. If you want to use keyboard shortcuts to open the application, click on the Shortcut Key field and press the combination of keys that you want to use (I use Ctrl-Shift-T)
7. Click Change Icon and select the Task icon so that the icon is a bit more meaningful.
8. Click OK (and OK again) to return to your desktop.
9. Now right-click and drag and drop the new shortcut to your Quick-Launch bar. On my Vista computer I found that I had to leave of a copy of the shortcut on the desktop if I wanted the keyboard shortcuts to work i.e. I had to Copy the shortcut and not Move it off the desktop.

Now whenever I need to create a new Task, I either click on the New Task button on my Quick-Launch bar or I press Ctrl-Shift-T.

You can use the same steps as above to create a new Appointment … but change the location field to read:

If you are using Outlook 2010:
“C:\Program Files\Microsoft Office\Office14\OUTLOOK.EXE” /c ipm.appointment

If you are using Outlook 2007:
“C:\Program Files\Microsoft Office\Office12\OUTLOOK.EXE” /c ipm.appointment /a

If you are using Outlook 2003:
“C:\Program Files\Microsoft Office\Office11\OUTLOOK.EXE” /c ipm.appointment /a

But … I prefer the following shortcut for appointments

Shortcut to open the Calendar folder

I need to see my existing appointments before I create a new appointment… here’s a shortcut that opens Outlook with the Calendar displayed.

The steps to do this are identical to what is described above. The only difference is that the location field changes to: (Depending on the version of Outlook you are using the name “Office14” in the path below will change. If you are using Outlook 2007, it will be Office12. If you are using Outlook 2003, it will be Office11)

“C:\Program Files\Microsoft Office\Office14\OUTLOOK.EXE” /select outlook:calendar

You can have similar shortcuts to open your Tasks and Contacts folders but I find them less useful.

“C:\Program Files\Microsoft Office\Office14\OUTLOOK.EXE” /select outlook:tasks
“C:\Program Files\Microsoft Office\Office14\OUTLOOK.EXE” /select outlook:contacts

I hope that you find these tips useful. They may not seem like much but you will find that the time it saves you quickly adds up.

Please leave a comment on the blog if you have other ideas to make these tips even more effective.

Following Up On YOUR Sent Emails!

By standss - Comments ( 4 ) Tuesday, October 26th, 2010

How often do you find yourself rushing around in a panic… trying to get some important task completed… maybe you forgot to do something you had promised someone else in an email… or maybe someone else did not do something you had emailed them about (if only you had followed up!).

Do you find yourself forgetting to take actions or follow-up on emails that you have sent out?

The result of missing these actions can be annoying or it can be catastrophic (I know I am overstating things but I HAD to use the word catastrophic after I thought of it).

  • You could miss out on an important opportunity
  • You could end up having to put in extra unplanned hours to get a task completed at the last minute
  • You could end up missing out on important personal or family time because you had to do the missed work at the last minute
  • You could end up looking unprofessional because you missed an important action

There is a FREE and EASY solution that already
Create a Task or Appointment from the Sent Emails
(It did NOT work well for me but you may be more disciplined)

The solution is easy… simply create a task or appointment in your Outlook Calendar for each email you need to follow up on.  You can modify the task/appointment so that it reminds you at the appropriate time.

Use this simple technique so that a copy of your email is attached to the Task or Appointment.

Every time you send out an email that requires further action or follow-up, go to the Sent Items folder and drag-and-drop the email from the Sent Items folder to either your Task List or your Calendar.

This will automatically create either a new Appointment or a new Task for you that you can then modify with due dates etc!

If you drag & drop using the right mouse button (instead of the left), you will also get options to attach the email to the newly created appointment/task.

Just getting the associated actions in your Calendar or Task List could be all the help you needed. But…

Unfortunately this did NOT work for me?

Why? Every time I send out an email I have to remember to go to the Sent Items folder (after waiting for the email to be sent)… It’s just too easy to forget… and it takes too much (unnecessary) discipline.

I had the team build some functionality into our QuickFile PRO application an year ago to help me out but even that wasn’t good enough… It did what was needed but it still needed too many clicks… what can I say… my mother was right… I AM LAZY!

But laziness isn’t a bad thing really… especially if you have a great programming team. So I’ve had them redesign one of the screens in QuickFile PRO for me.

I have been testing the new screen for the last 4 weeks and it works great.

It prompts me automatically every time I send out an email and…
I can file, create a task and/or an appointment all from
one screen.

We will release the new version at the end of the week.

This will be a FREE update for existing users and we’ll do a special discount for new users. I’ll tell you more about it when everything is ready.

In the meantime, try the free drag-and-drop approach to see if it works for you. Just moving those emails to your Task list or Calendar could have a great effect on your productivity.

Till later… when I show you our great new screen… Have a Great Outlook.

Categories : Outlook Email Tips, QuickFile for Outlook Comments ( 4 )

Showing the number of Unread Emails in an Outlook folder AND it’s subfolders

By standss - Comments ( 0 ) Tuesday, October 26th, 2010

In Outlook, if a folder has any unread emails, then the folder is bold and the number of unread emails is written in brackets BUT… this only reflects the folder itself… what about emails in its subfolders?

This can be a problem if you have (for instance) a folder called Clients and subfolders under it for each client. The Clients folder will not go bold or reflect the number of unread emails in the individual client folders.

The solution to this is to use Search Folders.

If you are not sure what Search Folders are then I recommend that you scroll down and read the section titled What are Search Folders first.

How to create a Search folder to show folder and subfolder contents

  • Go to your inbox
  • If you are using Outlook 2010, (on the ribbon) click on the Folder Tab-New Search Folder.
    For all other versions of Outlook, (on the menu) click File-New-Search Folder

If you are using more than one Outlook data file (PST or Exchange), make sure the relevant data file is selected for “Search mail in”.

New Search Folder

  • Scroll down the list and select Create a Custom Search Folder.
  • Click Choose… to display the Custom Search Folder Screen.

Custom Search Folder

  • Enter a suitable name (e.g. All Client Folders)
  • Click the Browse Button.
  • Untick the main data folder from the top and just select the folder that you are interested in. Make sure that Search subfolders is ticked.
  • Click OK, click OK and click OK again to return to your Inbox.

The new Search Folder will be added to your Outlook.

folder view

This will show you all emails in your selected folders and its subfolders. You can treat it like any “real folder” in Outlook now e.g. you can change the view to show only unread email if you want.

What are Search Folders?

Search folders are NOT “real” Outlook folders. Instead they allow you to define a search on your Outlook data and then display the results back in what looks like a normal Outlook folder.

The folder will be displayed under a folder called Search Folders (as shown above).

Cool Thing #1: Once you create a Search Folder, the search is saved for you. To do the same Search in the future, you simply click on the folder representing the search which brings us to Cool Thing #2.

Cool Thing #2: You can actually treat the Search Folder like any real folder in Outlook e.g. you can apply views, change displayed columns etc.

Do you use Search Folders to solve other problems? Let us know by leaving a comment on the blog.

Categories : Outlook Email Tips Comments ( 0 )