2009 June | HowTo-Outlook

Safeguard Send

How many times have you received a company-wide missive from the CEO followed immediately by a reply consisting only of the words “thanks for this” – also sent to the entire company. Or worse, how many times have you seen messages go outside the domain of your company when people were told not do so, or only under certain circumstances? These actions not only waste time and money but in some cases jeopordize the company from a competitive angle or legal standpoint.

Sperry Software is leading the way in a new trend that is developing in email – getting senders to think before they hit the Send button.

One way to give yourself and your employees a chance to think about what they are going to send before they allow their messages to go out is to use the Safeguard Send add-in. It will prompt you with a customizable message whenever you…

…send an email outside your company’s domains
…send an email to a specific email address or domain
…send an email that contains keywords (that you select)
…send an email when it has more than N recipients (you define N)
…send an email that has a blank subject
…send any email

All of these features are individually controlled, so that you can just use one or the other independently. And like all the Sperry Software add-ins, they work with Microsoft® Exchange but don’t require it, requiring just Microsoft Outlook 2000 or higher.

While there are server-side solutions available for some of these issues, it can only help to give yourself and your employees a chance to think about the message they’re sending – before it wastes server time and bandwidth. Doing so helps you to minimize risk and it makes a great additional line of defense against the misuse of email by employees.

You’ll be amazed at how much time can be saved and how much the amount of “internal spam” will be reduced once you ask senders to just take a moment before hitting the Send button.

Reply To All Monitor

Do you need help controlling internal spam? Internal spam are those emails that are responded to when a well-meaning user inadvertently sends out a corporate message to everyone on a large list.

They usually contain ever so helpful messages like “Unsubscribe me” or “You sent this to everyone? Why?” – and the problem is not the initial response, but all the responses after that, because they bring the email servers to their knees.

Reply To All Monitor helps to avoid these disasters by warning users that they are about to reply to everyone. This simple check is enough to prevent the majority of errors.

The add-in has four built in checks:
…prompts when a reply to all is going to occur
…removes your own name from the list of recipients
…prompts you when it looks like you were BCC’ed on the message
…prompts when you click the “Reply” instead of the “Reply To All” button and there is more than one recipient

Features and Benefits

Prompts when a reply to all is going to occur, to prevent replies going out to everyone in a large distribution list, and to prevent confidential or embarassing information from going to the wrong people
Optionally only prompts when a reply is destined to go outside your company domains
Removes your own name and address from the list of recipients, to save time
Prompts you when it looks like you were BCC’ed on the message, so that you don’t inadvertently reveal that you were the recipient of the blind carbon copied (BCC) message
Prompts when the “Reply” is clicked (instead of the “Reply To All”) and there is more than one recipient – to keep everyone in the loop the first time around
Allows the text of each prompt to be customized
Independently control each of these features
Works with, but does not require, Microsoft® Exchange Server
Integrates directly into Outlook for easy access
Works with Microsoft Outlook 2007, 2003, 2002 (aka XP), and 2000

All of these features are individually controlled, so that you can just use one or the other independently.

Random Quote Insert

Remember a long time ago people used to have random quotes at the bottom of their e-mail? Quotes like “There’s a fine line between fishing and just standing on the shore like an idiot.”, or “On the internet, no one knows you’re a dog”. Now you can add famous quotes to outgoing email.

The Random Quote Insert add-in has these features:

Outgoing emails will have a quote appended to the bottom of the email message
Automatically avoids adding a quote to replies or forwarded email messages
Reads quotes from a text file containing over 500 quotes, included free
Add your own quotes
Works with plain text, RTF, or HTML based email formats
Easily enable/disable the add-in
Integrates directly into Outlook
Works with Microsoft Outlook 2007, Outlook 2003, Outlook 2002 and Outlook 2000
Start spicing up your email messages with famous quotes.

Use "BH93RF24" to get a discount when ordering!

Quick Text Hotkeys

Do you type the same words or phrases frequently? If so, you can save time with the Quick Text Hotkeys add-in. This add-in inserts predefined text when you type a key by mapping words or phrases to a function key. Similar to a text macro or Word’s AutoText feature, it’s just one click to insert as much text as you need. Perfect for inserting frequently used text like Outlook signatures.

You can save time by inserting with a single keyboard click frequently used attention lines, header/footer text, business signatures or family/friend signatures, subject lines, anything that you can type into an Outlook email, contact, note, etc.

Features of the Quick Text Hotkeys add-in include:

Allows you to map text to functions keys or keyboard keys in combination with Ctrl, Shift, and Alt buttons
Stores an unlimited number of text entries
Optionally inserts the current date and time along with your other text
Supports 8 different date formats and 8 different time formats
Automatically inserts the text at the cursor as if you typed it in at the keyboard yourself
Easily recall your mapped hotkeys with a toolbar button that displays your quick text entries
Integrates directly into Outlook for easy access
Supports all formats – works with plain text, RTF or HTML formatted items
Works with Microsoft Outlook 2007, Outlook 2003, Outlook 2002 and Outlook 2000

More Information
You can keep separate business and family Outlook signatures while easily inserting them when necessary. You can use the Quick Text Hotkeys add-in to also insert frequently used URLs, instructions, vacation notices, whatever you need it to do. In a way, it’s like using Outlook templates except that you don’t need to save or load any special files. Some users have compared it to Word’s AutoText feature, except that you don’t need to load Word in order to use it.

And you’re not limited to just the body of emails or contacts, you can also use Quick Text Hotkeys to populate email addresses, CC addresses, BCC addresses, subjects, basically anywhere you can type in Outlook. Just type the particular function key (hotkey), and the text will appear. You can then customize or alter it if necessary.

You can also choose to make the hotkeys that you have defined available outside of Outlook. As long as Outlook is running, the hotkeys will respond with your text, saving you time in any application.

Note: Do you only need the feature to insert the date and time? If so, there’s a less expensive add-in that’s dedicated to just inserting the date and time which also has a hotkey option (but the hotkey is only available from within Outlook unlike the Quick Text Hotkeys add-in).

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

Print On Demand

Printing just became simpler with our Print On Demand add-in. Easily print just your selected emails, just the attachments, or both the emails and their attachments, without having to open the emails or their attachments. Best of all, it prints them in order – no more having to fumble around trying to figure out which papers go with which emails.

Features of the Print On Demand add in include:

Installs three new buttons in your main Outlook toolbar:
Print just the email without the attachment
Print just the attachment(s) without the email
Print both the selected emails and their attachments, in order
All printed emails optionally include the attachment information
Word docs automatically suppress the track changes prompt, so there’s no interruption while printing
PDF docs are handled by our internal routines instead of requiring that Adobe Reader or Adobe Acrobat be installed
Integrates directly into Outlook
Coded to avoid the Outlook security prompts
Works with Microsoft Outlook 2007, Outlook 2003, Outlook 2002 and Outlook 2000
Also works with, but does not require, Microsoft® Exchange public folders

Mobile Email Redirect

When you get a forwarded message from Outlook to your mobile device, are you tired of having to type in the reply address each time you want to reply? Are you wasting precious space seeing all the “forwarded by” text and seeing your own name in the email header? Wouldn’t it be great if the original sender’s email address popped up instead of your Outlook account and if the useless “forwarded by” text was automatically deleted? Well, that’s exactly what the Mobile Email Redirect add-in does for you.

For example, if someone sends you an email, and you have this add-in running, it will cause Outlook to send that email to your email capable cell phone, pager, or PDA (including your Pocket PC, Blackberry or Palm). When you reply on that device the email will be addressed to the original sender not your Outlook address, saving time (and your thumbs).

This add-in is also perfect for call centers or other organizations that need to have all replies sent to a standardized email address regardless of who is sending the email. All you have to do is have everyone on the team use the Mobile Email Redirect add-in and set them all to have replies sent to your organization’s central email address.

Features of the Mobile Email Redirect add-in include:

Easily redirects emails that you specify as important to your email capable cell phone, pager or PDA
Automatically redirects emails as they arrive and/or redirect them yourself with the convenient toolbar button
Is aware of when you’re at your computer and doesn’t send the messages if you’re in front of your desktop
Use the built in filter to control which emails get redirected or combine the add-in with Outlook Rules Wizard to tailor exactly which messages get redirected the way you like
Choose to enter the redirect email address each time you send (for central dispatch like services) or set it once and forget about it
Optionally send messages as high priority (for those stubborn ISPs who won’t send unless the email message is high priority)
Marks redirected messages as read if necessary
Intelligently shrinks your messages to squeeze more information per message – perfect for small screens
Optionally stops attachments from being forwarded
Allows you to send just the first N bytes of a message
Built in timers control when it’s allowed to send, and when it’s not allowed to send
Integrates directly into Outlook for easy access
Works with Microsoft Outlook 2007, Outlook 2003, Outlook 2002 and Outlook 2000
Avoids the Outlook security prompts so you won’t get those nagging security prompts

Journal All Contacts

Do you use journaling? If so, you know how long it can take to turn it on or off for each contact. Now you can turn journaling on or off for all contacts within a folder with just one click. Normally, each contact has to be individually selected but with this add-in, all contacts within the folder chosen have their journaling turned on or off.

Features of the Journal All Contacts add-in include:

Operate on all contacts within multiple folders
Easily turn journaling on or off for contacts with a single button
View individual contact’s journal status at any time
Control individual contact’s journal status with a click of a button
Coded to avoid the Outlook security prompts
Integrates directly into Outlook
Works with Microsoft Outlook 2007, Outlook 2003, Outlook 2002 and Outlook 2000

Simplify your access to journaling many contacts at once.

Insert Date Time

Stay organized! Automatically insert the date and time with a click of a button. Ease your daily recordkeeping chores with the Insert Date/Time add-in. Perfect for organizing the notes when shared or synchronized access to public folders is used.

This add-in includes the ability to format the date & time so that it appears the way you want. It also has a single hotkey option, allowing you to map a function key and be able to press that instead of using the toolbar or menu command. This way, you can enter the date/time stamp into Outlook Notes (which do not support menus or toolbar buttons).

Features and Benefits

Easy to operate: One click to insert the text
Supports a mappable function key to invoke the date/time stamp
Works with Contacts, Tasks, Appointments, Notes, Email and Journal Entries
Customize the insert text
Include author name in the custom insertion text
Supports 8 different date formats and 8 different time formats
Insert extra line breaks in the custom insertion text
Append to the start or end of text body, or insert wherever the cursor is located
Integrates directly into Outlook
Easily enable/disable the add-in
Coded to avoid the Outlook security prompts
Works with Microsoft Outlook 2007, Outlook 2003, Outlook 2002 and Outlook 2000
Works with Exchange public folders or any other shared folders

The Insert Date/Time add-in makes inserting the current date and time into the body section of any Outlook item (Contact, Tasks, Appointments, Notes, Email and Journal Entries) a breeze. It inserts the date/time into these Outlook items regardless of their format – it works with plain text, HTML, or RTF formats.

Incoming Email Organizer

Do you have too many rules in Outlook?
Have you exceeded the 32k limit in Outlook Rules Wizard?
Or do you just need a quick and efficient method of getting your emails to their correct folders?

You can significantly lower the amount of space your rules take by using the Incoming Mail Organizer. It moves incoming emails into folders that you designate. Similar to our Sent Items Organizer, you can have the add-in automatically move the email to folders based on who it’s From (or To), keywords in the subject or body of the email, or you can have it ask you each time an email comes in (that it doesn’t know how to handle).

You can then remove the rules from Outlook Rules Wizard, freeing up valuable space in your rules and simplifying the rules process.

Features of the Incoming Email Organizer add-in include:

Organizes your email by keeping related emails together
Sorts your inbox into your chosen Outlook folders based on email addresses (optional)
Associate Outlook folders to keywords (e.g., project names or project ids) (optional)
Have it prompt you for the folder to save it to whenever email arrives (optional)
Optionally move the email to a specific folder you designate with no prompting
Includes a “Run Now” to help you quickly organize your existing inbox
Works with Microsoft Outlook 2007, Outlook 2003, Outlook 2002, or Outlook 2000
Integrates directly into Outlook and is invoked from within Outlook
Avoids the Outlook security prompts so you won’t get those nagging security prompts
Works with Microsoft Exchange but does not require it

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

And best of all, you decide in what order these filters run – and if no email meets the requirements, then it stays in your regular Inbox folder just like Outlook does now.

Hide Fax Numbers

For everyone who has Outlook and doesn’t like the duplicate email addresses that popup when you select the “To:” (in the “Select Names” window), this add-in is for you. It will change all fax numbers for a contact to have a pre-pended “Fax:” before the number. This has the effect of preventing Outlook from recognizing it as a valid address. This way, when you select “To:” and get the Select Names dialog box, you will see only one email address listed.

You can run this add-in against your default Contacts folder or against an Exchange public folder to keep everyone else from seeing the fax address listed as well. It works with any folder that has Outlook contacts contained within it including Business Contact Manager.

Plus, you can save time with this add-in because it will automatically convert any fax numbers of new contacts you create when you save those new contacts – without you having to do anything.

Features of the Hide Fax Numbers add-in:

Unclutters the address selection window
Hides the contact’s fax numbers while making it remain visible to you
Works on a single folder or on multiple folders at once
Operates with Exchange public contact folders or any other shared folder
“Undo” feature lets you revert back at any time
Automatically hides the fax numbers as you create new contacts
Now hides the secondary (e-mail2 and e-mail3) addresses as well
Supports Microsoft Business Contact Manager contacts
Two new buttons, “Show” and “Hide” appear when you view an individual contact for easy conversion between the two modes
Integrates directly into Outlook
Works with Microsoft Outlook 2007, Outlook 2003, Outlook 2002 and Outlook 2000, including Business Contact Manager (BCM) contacts

You can revert back to visible fax numbers at any time, for either one single contact or all of them at once.

HowTo-Outlook