| Greetings!
Have you ever had to deal with frightening "over-the-size-limit" warnings from your mailbox administrator? How about those SCARY file attachments on your e-mail that can NEVER GO AWAY???? And how do you track and manage your CREEEPY Contacts?? In today's special Halloween edition of Timely Tips, you'll learn all of these and more.
WHAA HA HA HA HA HA!!!! (Insert scary Vincent Price-style laugh track here!) ;-)
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Scare off those Scary Attachments on Your Outlook E-mails!
| This is ALWAYS the place to look for your Timely Tip!
I have been testing a free Outlook add-in called the "Outlook Attachment Remover" since hearing about it from one of my program attendees a couple months ago. I'm giving it a big thumbs up rating. This simple download (I downloaded from CNET, which is one of my favorite download sites, as they screen the downloads for malware and spyware before posting for public use -- I also scanned with my AVG virus scanner and it came up clean) is quite handy -- it installs a small app right into your Outlook that gives you a button right in the middle of your Outlook screen for "Attachment Remover".
Select an e-mail with attachments you want to remove (for instance, in your Sent folder!), and then click the "Attachment Remover" button, and a control-screen pop-up will appear giving you the option to remove all attachments in that folder (proceed with caution with that one!), or remove just the attachments on the selected e-mail (my preferred choice).
You can simply delete the attachment without saving a backup copy OR you can have the attachment auto-file into an "Outlook Attachments" folder in your Windows Explorer file cabinet -- that way, you aren't really deleting the attachment -- you are only deleting it from your e-mail! And, the software designer did something quite handy and clever -- you can create a "link" to the same attachment file, now in your Windows Explorer, right in that same e-mail. That way, when you go back to that e-mail in the future, you can see an icon that shows what attachments were on that e-mail before you removed the attachments, and you can click on that icon to launch the attachments.
In my first test of this software, I was able to remove about 20-30 MB of attachments from my Sent Items folder in Outlook in about 5 minutes AND those same attachments were auto-saved in my designated Windows Explorer file cabinet location AND I was able to see the links/icons in the original e-mails telling me what attachments were removed. (That is wonderful for backup reference!)
I've only been testing this app for a short time, so I do recommend that you share this app with your IT group for their testing and approval before using yourself, but if they have been hounding you about your mailbox size, this may be a tool that can make the process of getting that size under control MUCH easier.
BEST PRACTICE ALERT: Want to keep that e-mail mailbox under its size limit? Here is a simple best practice that will literally take 5 minutes per week:
Go into your Sent items folder once a week, and sort the folder by "Size" -- this will put your e-mails in size order from smallest to largest. Go to the bottom of the list, and begin removing attachments from the largest e-mails in your Sent list. Why Sent items first?? Simple. Who put those attachments on the e-mails in your Sent items folder? YOU DID. Thus, where else are those same attachments? In YOUR electronic file cabinet -- you don't need them in your Sent folder too (especially if you use the app mentioned above.) Now you have no excuses for out of control size limits! ;-)
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Crazy October!!
Many of you would say my October was SCARY from a travel perspective. I started off the month with great sessions at the Michigan Association of Realtors and ICLE/Michigan State Bar conferences, followed by sessions at U. Michigan and MSU, as well as the Michigan Community Mental Health conference in Kalamazoo, and the Missouri Governor's Conference of Tourism in St. Louis (see right). I also did work for corporate clients in Indianapolis, Midtown Manhattan, and in the Chicago Loop, as well as a session in Ann Arbor for the Medical Office Managers Organization and in downtown Detroit for one of my community college clients. I finished off this nutty month with another session at the MACPA Education Conference and a special session for MSU undergraduate business students. Whew!! (The one good thing about all of this travel insanity this year -- Gold Status on Delta!! Woo Hooo!!) Today, I'm pretty excited about some trick-or-treating with the family, and I've got a fun costume all ready to hopefully spook the neighbors a bit. Look for me in Utah, Northern California, the Detroit area, Houston, and possibly Vermont to finish off the year. Until next time, Stay Timely!
Sincerely,
Randy Dean
Randall Dean Consulting & Training, LLC
or http://www.emailsanityexpert.com
PPS: Always feel free to use the "Forward E-mail" option below to share this info with your family, friends, & co-workers. |
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 HAPPY HALLOWEEN!!!!
| Here's hoping all of your little spooks and goblins have a wonderful and safe Halloween, as we kick off that "most wonderful time of the year".
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Manage and Track those CREEPY Contacts with Two Quick Tricks.
| Here are two key tips that I recommend for better managing your contacts:
1. If the contact is a key client, prospect, or co-worker, consider using the "Notes" field inside the contact to track individual contacts with that person. For example, type in reverse chronological order (newest to oldest) the date of each contact with that person, the type of contact (e-mail, phone call, voice mail, in-person conversation, etc.), and what was discussed. That way, you can use your contact record for that person as a comprehensive relationship tracking tool, all by simply typing in a few notes each and every time you make a contact.
2. If you are an Outlook user, when in Contacts, you can also click on the "Activities" button inside of an open Contact to start a search of all previous "activities" you have taken with that same contact -- it will pull up all sent and received e-mails to/from that person in reverse date order (newest to oldest.)
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Program Success!
| Randy,
You were the highest rated speaker at this year's conference! Your overall rating was 4.95 out of 5 - way to go! We got lots of very positive comments.
Thank you again for speaking to our group. It seems almost everyone is in need of your expertise. I certainly appreciate your help in making the 2010 Missouri Governor's Conference on Tourism a success.
- Mary Oberreither
Missouri Governor's Conference on Tourism
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