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

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.
• 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”.

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

• 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.

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.

Regards,

Sanjay Singh

Big Update to QuickFile

We are very excited to announce the release of QuickFile Version 4.1.52. This update includes both NEW FEATURES and BUG FIXES.

This is a FREE UPDATE for registered users of QuickFile 4.x.

Click here to DOWNLOAD the latest version of QuickFile

The full list of changes is listed later in this post but I'd like to highlight two new features that many users would appreciate.

File Emails sent using BlackBerries, Iphones, Outlook Web Access (OWA) etc

The number of QuickFile users in large companies are growing rapidly. Users in these companies often send out emails from outside Outlook using BlackBerries, OWA etc. These emails are automatically synchronized to the users Sent Items folder inside Outlook.

QuickFile 4.1.52 (PRO Version) lets you display these "unfiled Sent Item emails" at the click of a button and then file them quickly using QuickFile recommended folders.

We have prepared a whitepaper that lets you get started with this feature that you can download using the link below.

Whitepaper: Use QuickFile to file emails sent using OWA, BlackBerry, IPhones etc

You can also see other Whitepapers that we have created at:

Outlook Addin Whitepapers

File Emails sent using SalesForce.com, Sent on Behalf Of others etc

If you subscribe to any mailing lists or newsletters on the web, chances are that you are receiving emails that are sent using third party services such as SalesForce.Com. The sender of these emails is usually someone like bounce@infusionmail.com on behalf of a@b.com (where a@b.com is the email of the actual person).

The problem is that bounce@infusionmail.com may be sending out emails on behalf of many unrelated people thereby making filing difficult based on the Sender's address.

To get around this problem, QuickFile 4.1.52 now defaults to using the on-behalf-of-email address if one exists.

Full list of Updates in QuickFile 4.1.52

• NEW! (PRO Version) Process Sent Items for unfiled emails sent using Blackberry Phones, Outlook Web Access, etc.
• Emails that are sent from outside Outlook using Outlook Web Access or BlackBerry (synchronized with Outlook) does not get filed using Send&File. This new feature now allows you to process your Sent Items to highlight these unfiled emails and also provides with an easy step to file it at the same time.
• NEW! NetDocuments icons for the folder
  QuickFile now displays the NetDocuments folder with the NetDocuments icon on it to make it easy for users to distinguish it from normal folders.
• NEW! Supports SendTo Mail recipient
  Right-Click on a file and SendTo -> Mail Receipient. Now QuickFile Send&File is supported when emailing using this option.
• NEW! QuickFile also supports filing on the On behalf Email Address
  When an email is sent on behalf of someone then QuickFile will file that email with respect to the person it was sent on behalf of. Previously QuickFile did filing with respect to the person who sent the email.
• Bug Fix: Settings screen: In Data files tab, if selected Stores is selected, open settings screen click OK, all the selected stores becomes un-ticked.
• Bug Fix: Received Date changed for emails when filing to a public folder
• Bug Fix: Go to Tasks -> View by Categories then sort by subject. A selection change error occurred
• Bug Fix: QuickFile ->search for something that does not exist in choose another folder -> click new folder button -> now click cancel on the new folder form -> Runtime error 5 occurs and QuickFile crashes
• Bug Fix: Use QuickFile to file a PostItem. the recent folder is updated but the shortcut does not get updated.
• Bug Fix: When you do QuickFile on an email, then change the email address from the drop-down on the QuickFile form and file the email. The one-click shortcut is updated on the default email address but not on the changed email address that the user picked.

Click here to DOWNLOAD the latest version of QuickFile

QuickFile for Outlook Tip: Viewing Inbox emails only when you need them

The Inbox works as a To-Do list for most of us. Having too many emails in the Inbox can be overwhelming and distracting. You can use QuickFile PRO's Defer function to make Outlook only show emails when you actually need them.

I can show you how this works with my morning email routine. I don't want emails to take over my day so I have scheduled 10.30 am as my email processing time. BUT some emails need my immediate attention... as soon as I get into the office.

Here's what I do...

I download my emails when I get into the office. I then step through the emails one by one.

If an email needs urgent attention (sales emails), I respond. If it is something that someone else in my team can respond to, I forward it on.

Otherwise I click the Defer button (which QuickFile PRO adds to Outlook) and defer the email to 10.30 am.

The deferred emails are moved out of my Inbox... so they no longer distract me.

At my preset time of 10.30 am, my deferred emails reappear in my Inbox and I go through them in more detail.

This process (and the Defer button) ensures that urgent matters get attended to... without letting emails completely take over my morning.

How to use the Defer Button

The Defer button is added inside Outlook for you if you install QuickFile PRO for Outlook.

1. Select the email that you want to Defer.

2. Click the Defer button on the QuickFile toolbar (which is displayed inside Outlook)

3. Use the screen to enter when you want to see the email again. You can either enter an exact time (e.g. 10 am) or you can choose to look at the email after a set duration (after 30 minutes)

4. Click OK.

The email will be moved out of your Inbox (and will reappear at your set time).

Looking at Deferred Emails (before they come back to the Inbox)

If you need to look at a deferred email before it comes back to the Inbox (maybe you finished your other work or a meeting got changed):

Click the Defer button on the toolbar.

Click the Goto Deferred Emails folder link.

The Defer function has proven to be useful to many QuickFile users. Try it out today.

If you're not a QuickFile user, you can learn more about QuickFile PRO for Outlook here.

Printing Blank Calendars from Outlook

It is almost the end of August... 4 more months to the end of the year. I have been working with my team on planning our main projects for the rest of the year. The discussion process was much easier with a pencil, an eraser and a blank printed calendar for each remaining month of the year.

Here's how you can print out blank monthly calendars from Outlook.

Create a new Calendar Folder

• Go to your Inbox.
• Click File-New-Folder to display the New Folder Dialog

• Enter a suitable name (I used Temp)
• Change Folder Contains to Calendar Items
• Select a folder where you want the new Calendar to be created. (I selected the Deleted Items folder. I am only going to use this folder for printing i.e. I am not going to enter any real appointments in it)

View the new Folder

• On the main menu click Go-Folder List.
• Select the Folder from where you created it (under Deleted Items for me)
• Click File-Print

• Change the Print Style to Monthly
• Change the Date Range to the range you want to print.
• Click Preview
• Click Print

If you created the folder in the Deleted Items folder, you're done. Otherwise you need to delete the Temp calendar folder that you created.

Does this tip work for you. Do you have other better methods. Tell me what you think by leaving a comment on the blog.

How to Write Emails that Get FASTER Responses to ALL your concerns/questions

Do you find that when you send out emails, people only send partial responses? Here is a easy tip that makes it easier for the respondent to address all your concerns AND gets them to address at least some of your issues faster AND also makes it easy for you to follow up.

The Secret… make one email about one topic/project only.

Why does it make it easier to get a response to all your questions?

Most people use their emails like a To-Do list. It feels great to knock a few things off that ever-growing list. So if you send an email with too many things in it, the respondent will reply and deal with either the most important or (more likely) the easiest questions. The email is then considered dealt with… they know you’ll email him again if you really need answers to the other questions.

Why does it get them to respond to at least some of your questions faster?

Other people will look at your email and think… It will take time to answer all those questions… I’ll respond later. They may procrastinate for a long time before getting back to you.

On the other hand, if you had separate emails for each topic… you probably would have received a response to things that could have been answered immediately. (We all want to knock things off that To-Do list)

Benefit for the person you are writing to: It gives them a much better way of managing To-Do items that relate to you.

Why is it easier to follow up?

If you have a separate email for each topic and use Outlook flags, Tasks or some other method of knowing what still needs to be followed up on… it’s easier to mark topics as completed as you get responses… and you know exactly what you still need to follow up on.

It’s also easier to resend an email that has not been responded to at all (than to forward and modify a partially responded-to email)

Try out this simple tip… you’ll find a big change in responses. I have.

Do you have your own ways of getting faster and complete responses? Tell me what you think by leaving a comment on the blog.

Before I forget… we have a great productivity booster announcement next week… if you’re not part of our email newsletter (which is different from the blog newsletter), sign up at www.standss.com

Why and how you may want to turn off Auto-Complete?

I like the Auto-Complete feature in Outlook. I like typing a few characters of an email address and then having Outlook give me a quick list to pick from based on the characters that I typed in. It saves me a lot of time… but it can also create problems too.

For example… a few days ago I needed to send an email to Anand Kumar… I was in a rush and accidentally picked and sent the email to Anand Singh instead… luckily for me the email did not contain any confidential information.

On the other hand, this lady wasn't so lucky...

The emailer higlighted in Lilly’s $1 Billion E-Mailstrom accidentally sent a confidential memo to a New York Times reporter (whose name was very similar to that of the intended recipient)… and they published a story on it.

http://www.portfolio.com/news-markets/top-5/2008/02/05/Eli-Lilly-E-Mail-to-New-York-Times

I have to admit… this lady had the absolute WORST luck… it's bad enough to send an email to the wrong person but what are the chances that the one email you mis-send has highly confidential information… and it ends up in the Inbox of a New York Times news reporter.

How to avoid this mistake… IF it is important enough to you.

I like Auto-Complete and I don't think the contents of most of my emails need me to take any drastic steps. However if you deal with a lot of confidential information then you may want to turn off Auto-Complete in Outlook.

On the Outlook menu, click Tools-Options.
Click the Email Options button.
Click the Advanced Email Options button.
Clear the tick next to Suggest names while completing To, CC, and BCC fields.
If you're really paranoid you may also want to clear the tick next to Automatic Name Checking.
Click OK. Click OK. Click OK.

Like I said earlier… my emails don't contain any highly confidential information and I'm happy to leave these settings on. Your situation may be different…

If you want an additional level of protection, you may also want to check out Use SendGuard for Outlook to avoid sending emails to the wrong people.

Do you have your own horror stories of mis-sent emails that you can share. Leave a comment on the blog.

Related Posts:
Outlook Auto-Complete Tips
Use SendGuard for Outlook to avoid sending emails to the Wrong People

QuickFile for Outlook Hidden Feature: Favourites

This tip is for you if you are one of the thousands of users of the latest version of our email filing tool (QuickFile for Outlook). QuickFile has a hidden feature called Favourites that users love… once they discover it.

What are QuickFile Favourites?

Whenever you need to file an email, QuickFile displays a list of recommended folders related to the sender/recipient of that particular email.

QuickFile can also display FAVOURITE folders on the same screen. Favourite folders are displayed for all emails irrespective of the sender or recipient of the email. I use Favourites for folders that I have created for Receipts, Jokes, Read later etc.

To add folders to Favourites in QuickFile.

1. Select any email in your Inbox and click the QuickFile button.
2. Right-Click over empty white space on the list as shown below and then click Add Shortcut.

3. Tick the folders you wish to add as favourites.

4. Select Favourites under “Who are the shortcuts for” as shown in the screen above and click OK.

Feedback from users regarding the Favourites feature has been very positive. Tell us what you think by leaving a comment on the blog.

Related Articles
Hidden Features in QuickFile
http://outlook4business.blogspot.com/2009/04/hidden-features-in-quickfile.html

QuickFile: How to file your emails without interrupting your work
http://outlook4business.blogspot.com/2009/04/quickfile-how-to-file-your-emails.html

Windows Key Shortcuts you need to know about

Virtually all users have keyboard with the Windows Key on it… yet (from what I have seen), most users do not use it. Here are a few keyboard shortcuts using the Windows Key that will greatly speed up your work.

What is the Windows Key?

The windows key is a key on your keyboard that looks like:

How do I use the Windows Key?

The Windows Key can be used as a FASTER way to do many of the common tasks that you would normally use a mouse for. Here are my Favourites.

[Windows Key]: Display Start menu (same as clicking on Start button)

[Windows Key] + E: Opens up Windows Explorer. This is my favourite.

[Windows Key] + L: Locks you computer (very handy when you need to leave your computer for a few minutes)

[Windows Key] + F: Brings up the Windows Find/Search screen

[Windows Key] + D: Minimizes all windows and show the desktop

[Windows Key] + D: Restores all windows back to where they were

[Windows Key] + M: Minimizes all windows

[Windows Key] + [Shift] + M: Restores all windows

[Windows Key] + [Tab]: Cycles through your open programs (using the Vista Aero interface if you have it enabled)

[Windows Key] + R: Displays the Windows Run dialog

Do you have your own favourite Windows Shortcuts that other readers would be interested in. Please share by leaving a comment on the blog.

Related Articles
Essential(?) Keyboard Shortcuts for Outlook
http://outlook4business.blogspot.com/2008/10/essential-keyboard-shortcuts-for.html

More Outlook Keyboard Shortcuts
http://outlook4business.blogspot.com/2008/10/more-outlook-keyboard-shortcuts.html

Hidden Features in QuickFile

We have literally had hundreds of emails from QuickFile users telling us how great they find the new release… and we’ve also had quite a few emails from users wanting new features added on.

Before we go any further… If you haven’t had a look at QuickFile yet, take a look at this video now. Even if you have tried QuickFile in the past, you owe it to yourself to at least see how the new version of QuickFile makes it possible to file your emails without stopping your work.

View QuickFile for Outlook Video

Back to the hidden features of QuickFile…

THE GOOD NEWS… MOST of the features requested by users are already in the current version. They’re just turned off by default… we wanted to keep the program as clean as possible for new users.

HERE’S A LIST OF SOME HIDDEN FEATURES

File Original with Reply: Chances are that when you reply to an email, you would like both the reply and the original filed in the same folder. When you reply to an email QuickFile can automatically file your original to the same folder as your reply.

Reply to an existing email and click Send so that QuickFile’s Send&File screen is displayed.

Click the Show Option hyperlink (bottom right corner of screen)


Tick the box labelled File original Received Email with Sent Email.
Click Send & File.

You can also have this box ticked by default using the Settings screen

Go to your Inbox and from the QuickFile toolbar, click More -> Settings (to display the Settings screen).


Create Tasks or Appointments from Emails: This feature is available in the trial and PRO versions of QuickFile. Extra buttons (Quick-Task and Quick-Appointment) have been added to your toolbar to allow this.

To display the buttons…

Go to your Inbox from the QuickFile toolbar and click More -> Settings (to display the Settings screen)
Click on the View tab.
Tick the boxes labelled Quick-Task and Quick-Appointment.
Click OK

Use the One-Click button to Copy (instead of move) and to go to a folder: The One-Click button has got a lot of praise from users. Here’s a few extra things you can do with it.

Click on the One Click button: Moves selected email to one-click folder
Press SHIFT and Click on the One Click button: Copies selected email to one-click folder
Press CTRL and Click on the One Click button: Opens up the one-click folder

Send&File the actual email (instead of filing a copy): We’ve setup QuickFile so that when you send and file, a copy of the email is filed and another copy remains in the Sent Items folder. This was a feature DEMANDED by many users… many users like to have a copy of all Sent emails in the Sent Items folder so they can quickly refer to it to fill in timesheets etc. BUT…

You can change the default so that your actual email gets filed out of the Sent Items folder.

Go to your Inbox and from the QuickFile toolbar, click More -> Settings (to display the Settings screen)
Select File/Move Original email to folder under When Using Send&File Button.


QuickFile has many more hidden features you can turn on and off. I hope this small list helps you get started.

Related Posts
QuickFile: How to file your emails without interrupting your work.

Report #2 on Email Management System is ready (Reader Tips)

Thank you all for the fantastic response to our first report titled:
8 Simple Tips for E-Mail Management in Microsoft Outlook

Readers have been coming back to me with very positive feedback PLUS many of you have come back with YOUR IDEAS to IMPROVE the system.

I have collected the best of these ideas and created a BONUS report that you can download from:
http://www.standss.com/t/0904/report.asp

I also have two questions for those who have tried this system.

1. Does this system work for you?
2. If NOT, what are the one or two main reason you think this system fails to serve you.

I look forward to hearing from you.

Regards
Sanjay

PS: I really would like to hear from you if this system has failed you. Send me an email to news@addins4outlook.com and tell me... what are the one or two main reasons this system fails/works for you.

PSS: Don't forget to download the new report. It may contain the one piece of information that you need to get the system working for you.
http://www.standss.com/t/0904/report.asp

Don't let others shift their email overload to you!

"Don't allow people to believe they have solved a problem by
emailing you. It is still their problem" (Dirk)

Last week we released a new report and I asked for comments from
readers. Dirk was one of the many readers who wrote back.

Thank you all for your time and support.

It is really great to know that you found the report useful.

I will be releasing a follow-up report early next week based on all
your fantastic feedback but I felt Dirk's comment needed to be
shared immediately :)

If you still haven't read the first report, you can download it from:

8 Simple Tips for E-Mail Management in Microsoft Outlook

The follow-up report discussing your comments and ideas will be out
in a few days.

Till then... have a Happy Easter Weekend

Regards
Sanjay

Special Report: 8 Simple Tips for E-Mail Management in Microsoft Outlook

We have just completed our report titled:
8 SIMPLE TIPS FOR E-MAIL MANAGEMENT IN MICROSOFT OUTLOOK

My Inbox has been FLOODED with emails from readers who wanted to get their hands on the report... which ironically is one of the "problems" discussed in it.

This report is the result of many hours of my own research as well as a major contribution from many of you. Thank You!

Download your copy of our special report now:
http://www.standss.com/t/0904/report.asp

Regards
Sanjay

PS: Download and read the report TODAY. We’re planning a Part 2 in the next few days.
http://www.standss.com/t/0904/report.asp

Essential(?) Update for Outlook

On February 24th 2009, Microsoft released an update for Microsoft Outlook 2007. General reports indicate that this update is solving a lot of problems for users experiencing instability and speed issues with Outlook 2007.

But… this update is NOT carried out automatically if you are using Windows Updates and it is even not available for download. Instead you need to request the download from Microsoft using a form on their website.

Although I have not tested the update myself (my Outlook has been behaving very well recently), here are the most important links that I could find on this topic.

Microsoft Articles
Request and Download Outlook Update: Use links on this page to request Microsoft for the download link.

Whitepaper: Additional information for Network Administrators.

Articles on the Microsoft Outlook Team Blog
February Cumulative Update Announcement: Initial announcement

Frequently Asked Questions: Top questions, comments and concerns regarding the update

WARNING: Make sure you don't need to use Outlook immediately after installing the update. Your Outlook data files will be converted the first time you open Outlook. This may take a few hours if you have a lot of data.

Did the update work for you?
If you download and install the update, please let us know of its effects by leaving a comment on the blog.

Marking Outlook Appointments as Complete

A reader asked me if there was anyway in Outlook to mark appointments as complete... this is available for Tasks so it should be fairly safe to assume that there must be an easy way to do the same for appointments/calendar items. It turns out there is no built-in way to do this but here's a work-around you can use instead.

There is an easy way to change the color of individual appointment items in Outlook. I use this trick to make my completed appointment Red (you can use any color you want).

Here's how you can do the same...

If you are using Outlook 2007 (scroll down for earlier versions of Outlook)....

The color of appointment items in Outlook 2007 is controlled using categories.

First... let's create a category to mean Complete.

Go to your Calendar.
Right-Click over any existing appointment.
Click Categorize and then click All Categories.
Click the New button.
Enter a name for the category (I used the word Complete), choose a Color and click OK.
Click OK again to return to the Calendar screen.

The appointment you had right-clicked over should now be colored. If this appointment is actually not completed, you can clear the color by...

Right-click over the calendar item.
Click Categorize and click on the Complete category again (or click on Clear All Categories).

To mark another appointment on your calendar as complete.

Right-click over the calendar item.
Click Category and select the category of your choice (the Complete category).

If you are using Outlook 2003 or earlier....

The color of appointment items in Outlook 2003 (or earlier) is controlled with labels. Outlook comes with a default set of 10 labels (each of a different color) and you can also create your own.

First... let's change one of the labels to mean Complete.

Go to the Calendar folder.
On the menu at the top, click Edit-Label
Edit the label text as needed (I have changed my Red label to Complete)

Now... to mark an appointment on your calendar as complete..

Right-click over the calendar item.
Click Label and select the label of your choice.

Easy!

This little technique makes it simple to see which appointments have been completed and which ones still need your attention. You can also use the same technique to color code different types of appointments for quick visual reference.

Did you like this article? Do you have suggestions to improve this technique?... Please leave a comment on the blog.

Related Articles
Color Coded Emails In Your Inbox
Let Outlook Highlight Important Emails

QUICK & EASY EMAIL SORTING

Do you have folders with huge lists of emails in them? Here is a quick easy way to find particular emails by sorting your emails anyway you want.

This tip is particularly useful if (like my mum) you keep all your emails in your Inbox and Sent Items folders and you suddenly find that your emails are not being displayed in the order you are used to.

This tip is super easy… all you need to know how to do is click with the mouse.
Go to your Inbox (or any other email folder that you wish to sort). Do you see a list of column titles at the top (with labels like From, Subject, Received)

To sort by the Received date, click on the Received column title (as shown above).

You will notice a little arrow next to the Received column title in the screen above. This indicates that the email list is sorted by the Received column.

The arrow pointing downward means that the list is sort in descending order i.e. the newest emails are at the top of the list and the oldest are at the bottom (for other fields it means that it will sort from Z to A).

The arrow pointing upward means that the list is sort in ascending order i.e. the oldest emails are at the top of the list and the newest are at the bottom (for other fields it means that it will sort from A to Z).

To make a list sort by a different column, simply click on the title of the column you wish to sort by.

To change the way a list is sorted (i.e. change from ascending to descending), click on the title of the column again.

In summary… to sort, click on the column title!

If you find this post useful, please leave a comment on the blog.

Other Articles of Interest:

Color Coded Emails In Your Inbox

Speed Reading with the Outlook Reading Pane

Do you use the Reading Pane in Outlook 2003 or Outlook 2007 to go through your emails. Here is a quick setting change that will let you both scroll through a long email and then move between emails using the space bar.

Firstly what is the Reading Pane…The Reading Pane lets you read emails directly from your Inbox (or any other folder without opening the email). You can turn the Reading Pane on or off by clicking View>Reading Pane>Off/Bottom/Right.

Here's how to turn on Single key reading using space bar.

Go to your Inbox.

On the menu… click Tools> Options.

Click the Other Tab.

Click the Reading Pane button to display extra settings for the Reading Pane.

Tick the check box labelled Single key reading using space bar.Click OK and then OK again to go back to your Inbox.

Now when you are reading emails in Outlook via the Reading Pane, clicking the Space Bar will shift you from one email to the next.

If you are in an email that is longer than can be displayed on the screen, clicking Space Bar will scroll down. Clicking the Space Bar once you have reached the end of the email will simply take you to the next email.

Other Articles of Interest:
See More of Your Email when using the Reading Pane

Email Horror Stories (CNN)

CNN today ran the story Experts reveal e-mail nightmares, safety tips. They have some funny (because they happened to someone else) horror stories of how emails sent to the wrong person have caused embarrassment and even big financial loss.

In a recent online survey conducted by AOL, 32 percent of the 4,000 respondents have at one time or another mistakenly forwarded an e-mail to an unintended recipient. And often, it's something NOT so nice.

In the CNN article, Roger Matus, keeper of the blog Death By Email, has some good MANUAL TIPS to avoid this mistake including:

1. Forget that the Reply-to-All button exists (or see our automated solution later)
2. Type out the person's full name when addressing your e-mail. If you type just the first few letters and let your e-mail program fill out the rest based on your address book, it could easily misroute your message without you realizing it.

The reality unfortunately is that we often need to use the Reply-to-All button and it is so much easier to pick a name from the list that Outlook drops down (than to type the whole thing in).

The manual methods will not work for most of us.

We have created an AUTOMATED SOLUTION that provides protection from this mistake and more. SendGuard for Outlook will:

1. Warn you whenever you click Reply-to-All (to avoid those accidental clicks)
2. Allow you to delay emails or emails to selected addresses by a preset time (so that you have some time to change your mind)
3. Get confirmation before Outlook sends out emails to all or selected email addresses.
4. Protect you from numerous other mistakes such as missing attachments, blank subject lines, incorrect subject lines, incorrect sending accounts and more.

Click here to get more information on SendGuard.

We also have a $10 discount on SendGuard until the end of Wednesday 22nd October as part of another update promotion.

Click here to purchase SendGuard at the discounted price before 22nd October. The page is for an UPGRADE OFFER we made to our customers so the text is not directly related to this post... simply scroll down to the ORDER link which has the $10 discount applied to it.

Better Email Subject Lines in Outlook

A few days ago I asked for comments on Misleading Email Subject Lines. Firstly let me say I am truly grateful for the large number of responses I received both on the blog and via email.

I have collated your questions, answers and suggestions below in Question and Answer format.

Q: How can you change the subject line of emails that you have received?

The answer to this took me by surprise as well. Simply open any email that you have sent or received, go to the subject line and type in whatever you want. I know that the Subject is read-only but it’s not. Close the email to save the changes.

You can use this technique to change the Subjects of emails that you have received so that the Subject line makes sense when you refer to it in the future.

Q:How can you change the subject line of emails that have already been sent?

Same as you do for emails you have received. Just open the email, go to the Subject Line (which looks read-only but really isn’t), type in your changes and close the email. Easy!

Q: How about email messages that are entirely in the Subject line – what does mean?

You can write short emails that are entirely in the Subject line. The accepted practice if you do is to end the Subject with which stands for End of Message e.g.

Subject: Please call and confirm attendance to Q4 meeting

The reader than (maybe) knows that he doesn’t need to open the email.

Q: What do things such as RR:, AR, FYI, NH … in the Subject Line mean?

You may sometimes find that people add a few letters to the front of their Subject lines that don’t seem to make sense. For example:
Subject: RR: Can you confirm attendance to Q4 meeting.

The more common ones and what they mean...

RR: Response Requested
AR: Action Required
FYI: For Your Information
NH: Need Help

It helps the recipient know why they are receiving the email. Technically speaking you should get rid of the RR, FYI etc when you reply to the email

ANNOUNCEMENT (regarding an upcoming announcement)
Within the next two days I am hoping to announce a simple solution to stop you from making mistakes such as ones discussed here (e.g. Misleading Subjects). I’ll let you know when I am ready.

Till then, please leave a comment on the blog.

More Outlook Keyboard Shortcuts

Last week I wrote about 5 keyboard shortcuts that I use often in Outlook. Many readers came back with several others that I found useful. Here is my updated list of Essential Keyboard Shortcuts for Outlook.

CTRL-SHIFT-I: Go to Inbox
CTRL-SHIFT-O: Go to Outbox
CTRL-SHIFT-M: Create a new email
CTRL-SHIFT-K: Create a new Task
CTRL-SHIFT-A: Create a new Appointment
CTRL-SHIFT-C: Create a new Contact (Doesn't work in my Outlook 2007)
CTRL-SHIFT-F: Find
CTRL-ENTER: Send an email
CTRL-F: Forward message
CTRL-R: Reply to message
CTRL-SHIFT-R: Reply to all
CTRL-P: Print
CTRL-G: Go to a date on the calendar (need to be looking at your calendar first)

Hope you find these useful. If you haven't done so already, don't forget to read our article on
MISLEADING & INACCURATE SUBJECT LINES.

Resending an email

I wrote about this earlier but I recently saw a friend doing this the hard way so… if you need to resend an email. There are two ways of doing this:

Method 1: Reply-to-All
Find the email in your Sent Items folder and then do a Reply-To-All on it.
Delete yourself from the Recipients.
Click Send.

The disadvantage of this is that you will probably forget to get rid of yourself from the recipients list. The advantage is that the real recipient will see the date and time that you had originally sent the email... proof that you had sent it in the first place.

Method 2: Use Outlook's built-in Resend Command.

If you are using Outlook 2007 …
Open the email from the Sent Items folder.
Click Other Actions on the Ribbon.
Click Resend this Message.

A new email will be opened up with all the details copied over from the old message. Make any changes that you want and click Send.

If you are using Outlook 2003...
Open the email from the Sent Items folder.
Click Actions on the menu.
Click Resend this Message.

What method do you use?