2009 June | HowTo-Outlook

Attachments Processor

This addon for Microsoft Outlook includes the functionality of three products:

Attachments Processor: allows extracting attachments from the incoming messages and save them to your hard disk (extracted attachments are replaced in the incoming message with a link to the file on the disk or a text file with an attachment description as well and a link to it);

Attachments Zip Compressor: allows automatic archiving the attached files by ZIP both for incoming and outgoing messages. It can create self-extracting archives and password-protected archives.

Blocked Attachments management: utility for managing the list of attachment types, which are blocked by the Outlook security system (only for Internet Mail).

Advanced Security for Outlook

Get rid of annoying security alerts in Microsoft® Outlook®! Advanced Security for Outlook allows you to determine the violator as well as specifying the status for this program for future occasions e.g. allow access, block access or run the default Outlook handler. Future specified actions will be executed automatically and Outlook Security will cease to annoy you with messages concerning attempts to access e-mail addresses you have stored in Outlook.

The standard security system has two drawbacks: first, it does not allow users to determine the source of the threat, second, a lot of other applications developed before the security system appeared can be unbearably annoying due to the constant warning appearances. Since the security system is constantly updated, even a “fresh” program can get into the list of such applications. There is still another drawback resulting from the first two: the user must temporarily disable the security system thus allowing any other program to work without any security system restrictions.

This add-in for Outlook solves all of the above problems providing the information not only about the type of alert, but also about what program caused it and makes it possible for the user to specify what status this program should have: allow access, block access or run the default Outlook handler. Later on you can change or delete the decision taken.

Advanced Folders Watch

Advanced Folders Watch is a powerful and very flexible for Microsoft® Outlook® for managers, analysts, observers, technical support team members — for everyone who has to deal with a great number of e-mail messages, and anyone who has to respond to e-mail messages while on-the-go, as well as those who just appreciate their time. In addition, this add-in is offered for free!

Thousands of the new messages from news conferences are downloaded into common folders on your corporate server every day. Several employees view messages in the conferences on an everyday basis in order to:

find mentions of your products and products offered by the competitors;
to reveal users searching for software and solutions to which a trial of your products or partner’s could be recommended;
to get inspiration for new ideas and finger on the pulse knowledge to predict or be aware of any potential problems.

Watch Outlook Folders

Do you need to be notified when someone changes something in a public folder? Now you can automatically get notified when an item in a public folder or shared mailbox changes. Easily keep track of changes in a multi-user environment, or when using an additional shared mailbox.

Like all our add-ins, Watch Folders stops working when you close Microsoft Outlook, but “remembers” where it left off when you restart it. The add-in will prompt you (or send an email) for any of the items that have changed. If it’s an excessive number (more than about 10 items) it will ask you if you want to write the notifications to a log file instead so that you can go back and review the changed items later. Nothing could be simpler.

Features of the Watch Folders add-in include:

Integrates directly into Microsoft Outlook
Easily enable/disable the add-in
Watch multiple personal folders, public folders, or additional mailboxes at the same time
Works with Contacts, Tasks, Appointments, Email, or any public folder
Get notification via email or popup message
Notification includes date/time of change and which item it was
Customizable filter to get notification for specific changes to only certain items
Coded to avoid the Microsoft Outlook security prompts
Designed to work with Microsoft® Exchange public folders or any other shared folders
Works with Microsoft Outlook 2007, Outlook 2003, Microsoft Outlook 2002, and Microsoft Outlook 2000

In addition to receiving the date/time of the last change to an item, and the name of the item itself, if you are using Exchange public folders then the Watch Folders add-in will also tell you who last changed the item.

Note: This add-in participates in the Business Bundle offer. If you’re thinking about getting this add-in, check out our special offer.

VCard Converter

Outlook already allows you to convert your contacts into vCard format (vcs file). However, you can only convert one contact at a time. Plus, Outlook can only read the first entry of a vcard file no matter how many contacts are contained in that file.

Now however, you easily convert all your contacts to vCard format with one click of your mouse with the VCard Converter Add-In. It allows you to export all your contacts within a folder, or you can choose to export just the ones you select. In addition, you can import multiple contacts from a single vcf file.

Features of the VCard Converter add-in include:

Integrates directly into Outlook for easy access
Imports multiple contacts contained in a single .vcf file
Directly import contacts to any Outlook folder, not just your default Contacts folder
Optionally merge existing contacts with those being imported
Exports multiple contacts to a single .vcf file or individual vcf files
Support for underlying technology means faster imports and exports than previous versions
Works with Microsoft Outlook 2007, Outlook 2003, Outlook 2002, and Outlook 2000
Handy toolbar button for frequent exporting – just highlight the contacts and click the button
Choose any contact folder to import/export, including those on Microsoft® Exchange public folders

Moving to a Mac?
Vcard Converter provides a great way to move your contacts from Outlook to the Mac for use in the default mail program or Entourage.

Time Date Signature

Sometimes you may email someone but the arrival of that email may take hours. If this is an important person or client, it may look like you are not paying attention to them. With this add-in, the current date and time get appended to the end of each outgoing email. This way, the client or other important person can see that it was a delay in the Internet.

The Time/Date Signature add-in has these features:

Easily enable/disable the add-in – just turn it on, and every outgoing email will have your time/date stamp appended to the bottom of the email message
Integrates directly into Outlook for easy access
Customize the time/date signature message with your own text
Works with plain text, RTF, or HTML based email formats
Knows how to handle replies and forwards and inserts the signature in the correct location, before the previous message text
Works with Microsoft Outlook 2007, Outlook 2003, Outlook 2002, and Outlook 2000

Sent Items Organizer

Let’s face it: The world of Outlook users is made up of two groups of people. You’re either a piler or a filer. A piler stores everything in the default folders and relies heavily on searching tools. A filer wants to (or more accurately has to) store emails into separate folders based on the content – because frequently various emails must be kept together by project, or by company, or if sent on behalf of someone. If you’re a piler, life is good in Outlook because search tools today are powerful, flexible, and quick. However, if you’re a filer, it’s not so good. That’s because you must individually move each item you send to the appropriate folder. And while you can do it with rules, they are inflexible, eventually run out of space and frequently copy the item instead of performing a move.

The Sent Items Organizer Add-In for Outlook organizes your sent email by implementing three different ways for you to file your sent items. You can file the emails based on who you are sending to, based on keywords that exist in the email subject or body, or have it offer you a chance to save the item to an Outlook folder other than the default. You decide in what order these “rules” run – and if no email meets the requirements to be moved, then it goes into your regular Sent Items folder just like it does now.

To help you further, you can also specify that emails that you send as a delegate from a shared mailbox (or Sent On Behalf Of) be moved to an Outlook folder you specify. This helps to overcome a shortcoming in the Outlook Rules Wizard, where you cannot move emails sent from a shared mailbox to any other folder.

Features and Benefits

Organizes your email by keeping related emails together
Sorts your sent items based on email addresses or keywords
Associate Outlook folders with keywords (e.g., project names or project ids)
Puts a “Send And File” button into your compose email window for simple filing
Optionally prompts for the folder to save to whenever you hit the Send button
Allows you to type just a few keys to list the folders you need
Optionally saves the email to a specific folder you designate with no prompting
Saves the sent items based on which account you are sending from (delegate access)
Includes a “Run Now” to help you quickly organize your existing sent items folder
Works with Microsoft Outlook 2007, Outlook 2003, Outlook 2002, or Outlook 2000
Integrates directly into Outlook and is invoked from within Outlook
Works with Microsoft Exchange but does not require it

This add-in is perfect for shared mailboxes – because it can automatically file the emails into the Sent Items folder of that shared mailbox. In fact, we use this technique here at Sperry Software with our Tech Support shared mailbox.

In addiiton, to help you further, after you set up the add-in the way you like you can run it on all your existing sent emails. This way you can quickly become organized and operate more efficiently.

Here’s one more reason to use this add-in: Are you frustrated by the 32k rules limit in Microsoft Exchange? Sent Items Organizer can help you save space in your Outlook rules by replacing a whole series of rules with just this one add-in. It frees up your rules space and your valuable time.

Send Individually

Need to send an email to many people but don’t want to put in the work of performing a Microsoft® Word Mail Merge or risk having your email being flagged as spam using a BCC? Then Send Individually is for you. It sends an email that you create to each of your recipients, one at a time. Individually addressing emails allows those emails to make it through more spam filters and raises response rates. Don’t you pay more attention to emails that are directly addressed to you? Now you can do it with ease. It’s perfect for sending out your newsletters, press releases, business announcements, or other marketing emails.

How the Send Individually add-in works:
1) You create an email newsletter or other announcement.
2) Add your recipients to the “to” field.
3) You press the “Send Individually” toolbar button.

That’s it! Each of your recipients will get an email addressed just to them, in the “To” field, and they will not see any other email addresses, because it’s been sent just to them.

In addition, you can compose your email the way you normally would except leaving the To field blank, then click on the Send Individually button. It will prompt you for a list of email addresses (from any plain text file with one address per line) and it will then send one copy of the email to each recipient, individually addressed.

Features of the Send Individually add-in include:

Adds a convenient “Send Individually” button to your toolbar for easy access
Supports any email format, plain text, Rich Text, or HTML for unlimited creativity
Works with Word as your email editor (Word 2002 or higher), but is not required
Easily handles distribution lists
Supports input from a TXT file for larger mailings (one address per line)
For smaller mailings, supports adding recipients with the standard “To” button
Allows customization of each email with keyword substitution (first name, last name, etc)
Creates reports to see who has been sent and when
Works with Microsoft Outlook 2007, Outlook 2003, Outlook 2002, or Outlook 2000
Integrates directly into Outlook and is invoked from within Outlook
Optionally delays sending to avoid overloading your ISP (for larger mailings)
Optionally deletes the items from your Sent Items folder for tidy cleanup

Secure Email Forward

Security is at an all time high for everyone and your email is no exception. Stay secure by keeping the content of your email messages within the boundaries of your systems. With Secure Email Forward, only limited parts of an email get forwarded to an email address.

You simply designate the email to foward to, then which parts you want forwarded (choosing from subject, ‘from’ address, even the body of the email) and then set which folder the add-in should monitor (for example your Inbox). The next time an email comes in, it will be forwarded to the email address you designated.

Because the add-in will watch any Outlook folder (not just your Inbox), it can be combined with the Outlook Rules Wizard to become an extra powerful utility. Add it to your cart by selecting the “Add To Cart” button.

The Secure Email Forward add-in has these features:

Easily enable/disable the add-in – just turn it on, and the email messages that you specify will be forwarded
Customize which email messages are to be forwarded, or forward all of them
Choose to automatically scan your Inbox or any other Outlook folder
Coded to avoid the Outlook Security Prompts
Send to one or to many recipients
Forward the Received Date, Subject, From Address, or even the body of the email (ignoring attachments)
Customize the body of each email forwarded with your own text
Integrates directly into Outlook
Works with Microsoft Outlook 2007, Outlook 2003, Outlook 2002, and Outlook 2000

Note: If you like this add-in, you might also be interested in Mobile Email Redirect, which will forward emails to your cellphone or PDA but when you reply, the replies go back to the original sender.

Schedule Recurring Email

Eliminate tedious repetitive email chores…schedule an automatic email that will go out at intervals that you define. Perfect for sending reminder email about accounting meetings, baseball game practices, or even upcoming birthdays.

You can also send individual files or send an entire folder. When the email gets sent, all files in that folder at the time of the sending are selected as attachments and sent to whatever email address you specify. Unlike using outlook templates which grab the attachment at the time the email template is created, this add-in grabs the attachment at the time the email is sent so that if changes are occurring on a regular basis, the most recent copies will be picked up and delivered. This feature is useful if you don’t know the name of the files that you need to send ahead of time.

Features of the Schedule Recurring Email add-in include:

Sends the message at daily, weekly, monthly or yearly intervals
Address the email to one person or to multiple recipients
Continue to send the messages until a certain date, ‘x’ number of times, or have no end date at all
View the entire list of pending emails at a glance
Attach a file to the outgoing email
Even attach a folder to the outgoing email
Integrates directly into Outlook for easy access
Works with Microsoft Outlook 2007, Outlook 2003, Outlook 2002, and Outlook 2000

Note: This add-in participates in the Business Bundle offer. If you’re thinking about getting this add-in, check out our special offer.

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