Bring That E Mail Message Back With Outlook

Yesterday I wrote about recalling e mail messages in Gmail , well you can also set up a function in Outlook that will delay you sending the message so you have time to correct or change your mind when sending an e mail.

You can set up the rule by going to Tools, then Rules and Alerts , then new rule.

Start a blank rule that will "Check messages after sending."

Then click next at the bottom of the rules wizard and you will receive a warning that this rule will apply to all messages

The next screen should have an option to "defer delivery by a number of minutes."

Decide on the number of minutes you want to delay the message for , click OK, next. skip exceptions, specify a name for this rule, and click Finish.

Back Up & Restore Outlook

Questions I am constantly asked is

• How do I backup my Outlook file properly ?
• How do I restore Outlook to a new computer or reinstall Outlook on a computer?

The website How To Outlook addresses these issue and more.

There are detailed instructions on:

• Locating your pst file
• Moving the pst file
• Backup the pst file
• Restore the pst file
• Export the pst file
• Import the pst file

There is also a great article from PC World on backing up and restoring Outlook

PC World Back Up and Restore Outlook

Same Email Address For Hotmail & Facebook You Could Be In Trouble

I am still getting queries on Hotmail accounts that have been accessed and hacked.

In some cases their Facebook account has also been compromised as their sign in email address and password were the same as their Hotmail account.

So what to do?

Log in to your account , if you can , and change your password

Reset Your Hotmail Password

Make sure your password is different by having a combination of letters and numbers and have an upper case letter in there. Do not use a word that is in the dictionary.Do not use your business name.

Next log in to Facebook and change that password to another different one from your Hotmail account.

While you are in Hotmail you should change to Outlook.com and grab an alternative email address.

Next on your Microsoft Account add in:

• A Phone Number

• An Alternate email address

• And Change Your Secret Question

Hotmail Is To Be Replaced By Outlook.com

Microsoft are phasing out Hotmail there web based email and and replacing it with Outlook.com

This is all part of redoing their web based services and the impending end of the " live " brand.

There is also now the tile interface as per the direction Microsoft is taking with Windows 8

Live contacts is now called " People " and Windows Live Calendar is now called Calendar

The new email interface is a vast improvement on the old hotmail and remember you can always sign up for a new @outlook email name.

Get used to the tiles as Windows with tiles will soon be everywhere , on their phones , operating system and online.

How To Delay Sending An E Mail In Gmail & Outlook

Sometimes you may just want to delay sending an email.

• Regret typing the email
• Notice a typing error at the last minute

 You can do this in G Mail and Outlook

Gmail

• Open settings 
• Go to labs
• Then enable " Undo Send"

This will give you a few seconds to get the email back.

Outlook

You need to create a rule in Outlook that will delay the email by seconds or minutes.

In Office 2010

• Go to Rules
• Manage Rules & Alerts
• New Rule
• Start From A Blank Rule
• Apply Rule On Messages I Send
• Click Next
• Sent On This Computer Only
• Defer Delivery By A Number Of Minutes
• Enter The Minutes
• Click Next
• Enter Any Exceptions To The Rule
• Give The Rule A Name

 Click Finish

Backup Your Email

Looking to backup your email , whether you are on Outlook , Gmail etc then use Mail Store Home 

I came across this recently when I had to migrate email from Thunderbird to Outlook 

Mail Store Home will backup the following

• Internet mailboxes such as Gmail or Yahoo! Mail
• Any POP3 and IMAP mailboxes
• Microsoft Outlook 2000, XP, 2003, 2007, 2010
• Microsoft Outlook Express and Windows Mail
• Microsoft Exchange Server 2003, 2007, and 2010 mailboxes
• Microsoft Office 365 (Exchange Online)
• Hosted Exchange mailboxes
• Mozilla Thunderbird and SeaMonkey
• .EML and other email files

Mail Store Home creates a single archive for all your emails 

Mail Store Home also provides an integrated search feature , allowing you to search by email and or attachment 

Mail Store Home  is also free and is for Windows XP - Windows 7.

Lets Get Email Under Control

Now is the time to getting email under control

TIME SAVING SOLUTIONS

Action Your Email

• If an email has sat in the inbox for a long time with a request ,a short response to the sender along the lines of “Do you still need this?” is appropriate.
• If you don’t have an answer to an email just say so “ I don’t know”
• If you will never respond to the email , if it is old (more than a week or 2) just delete it or answer it but do something.
• Use filters & folders in your email program for low priority emails that can be actioned , read or deleted at a later date.
  • The use of filters is not just a “set and forget process” and needs to be tweaked over time which will ultimately save you time.
  • The basic filter is whether an email can be deleted immediately or archived for later (Done on receipt of the email)
  • Then on a set time go through your filtered emails and see what you missed
• Delete , this is the hardest thing to do and is usually based on some set criteria
  • Is there an action task with this email?
  • Will I let it just sit and clog up my inbox?
  • Will I actually respond to this email?

Make use of Templates 

When responding to an email or starting a new email, have designated templates to speed the process up such as:

• Frequently asked questions response
• Thanking you response
• Administration information request

POINTS TO REMEMBER

Not All Messages Are The Same

Some email messages are far more important than others, you must understand this 

Make It Short

Make your emails short .If you can stop writing so much in emails you will have time to properly respond to the ones that need it.

Don’t Feel Guilty

If your email is out of control, don’t feel guilty 

Just start a course of action to rectify it

Your Time Is Valuable

There is not enough time to read every single email that you receive in the detail expected let alone respond to them 

FINAL POINT’S

DO OR DELETE

• Remember the only way an email will ever get out of your life is to either deal with it or get rid of it.

EDUCATION

• Learn the intricacies of your email program to assist you in taming your email in flow , a little bit of education goes a long way.

E-Mail Issues , Clear Out The Sent Box

Sometimes you will can experience problems with your e mail client that will result in you needing to perform some maintenance to get it to work the way it should.
If your sent box becomes too full you can experience difficulties in sending mail.
You should create a new folder in your email client and move your old sent items into this if you really need to keep these.
If your sent box is too full it can result in multiple copies of emails being sent if the sent box is too full.

Also check if your mail client has an archive function ( such as outlook ) which should be run on a regular basis.

Last thing is to adjust your virus scanner to NOT scan emails that you are sending ,only one's that come in.

Add RSS Feed In Internet Explorer 9

 

I recently received this question.

Richard

I would like to subscribe to your site , so I can get all the updates but how do I do this in Internet Explorer 9 as I do not want to use Outlook for my feeds.

Here is what you do

Open Internet Explorer

Hit Alt + T

Then go to  Discover Feeds > select RSS or Atom feed:

Click Subscribe button to continue.

You will then get a new pane in left hand side now.

To get to your feeds in Internet Explorer 9 click the star button in the top right hand side and select the feeds tab.

Switch To Gmail From Outlook

So at the moment you use Outlook to handle your email , calender , and to do lists.

It could be worse , I heard that someone was lecturing at TAFE in Adelaide saying that Outlook Express was the best system for email.

Why not swap to G Mail.

Yes store it all in the cloud so that you can get access to your email from any connected computer.

All you need is a Google account.

Worried about your settings , well they can all be imported into G mail.

E Mail

G mail handles this well with the ability to be able to log onto your email account anywhere and your settings are all there as it all stored in the cloud.

E Mails will go through the Google's servers so less chance of getting a virus.

The use of IMAP so that your mail is always in sync across multiple machines.

Your spam will also decrease.

Calender

The ability to sync with multiple devices ( I Phone , Blackberry etc )

Tasks

You can record all tasks and link them to e mails

If you want to know more or all about G Mail go to Butterscotch which have a great series of tutorials on G Mail.