Automated Address Book Appender
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When an incoming email contains the EXECUTIVES NAME with FULL CONTACT INFORMATION BLOCK, you can Auto Post all of their contact information fields into your Outlook Address Book. Microsoft Outlook only has an option to automate the auto insertion of just the email address and that only occurs when you send the email.
This enhancement auto inserts (first and last name, full postal record, email address, all phone numbers and notes) directly into your Outlook Address Book creating a tremendous time saver.
It gets even better----Instead of just being reactive to incoming emails you can be proactive too: You can actually send an email either individually or to everyone in your address book, at any time, which contains their “contact information form” asking your contacts to fill in any missing contact information fields! The completed forms automatically update your Address Book!
It even gets better! Every email you open you will have an adjustable right hand side bar contact information panel on that email sender right next to senders email so you don’t have waste time going to your Address book to run a search for anyone! Additionally, this side bar contains a Notes Box which allows you to make notes into their contact information form which of course stays with every email they send for you to review customer service or sales history.
If you’re like most people you never want to interrupt your train of thought by taking the time to copy and paste every information field of an executive into your address book. Then when you need that executives contact information in the future you are forced to waste time doing a search to find and old email to scroll through to see –what maybe an “out of date”---contact signature block! No more of that wasted time. Time is money! These minutes add up to hours of wasted time every year!
You will say: How the “blank” did I ever function without this!
Email Scheduler & Reminders
Now you can send pre-created email messages at a specific date or automate
the sending of unlimited periodic (daily, weekly, monthly) follow-up emails!
Use this feature to contact others or as a convenient reminder system to
yourself! Tremendous feature allows you to automatically follow-up on your
sales presentations or customer service issues.
The system also has dynamic attachment support an option which will
automatically grab the latest version of a document. The files will be
attached just before sending so you always can get latest version. To make
things easier, the scheduler supports not only attaching single files, but
also all files from a given directory!
If you have certain critical documents that get frequently updated, you can
as a security measure send the documents to a free email service account as
You always can check and modify your scheduled emails by navigating to "Scheduled Emails" folder in your Outlook Folder Tree (or just by pressing "Scheduled Emails" button on ribbon / toolbar.)
To use the scheduler, just write your email as usual, but instead of
pressing "Send" just press the "Schedule this email" button and the very
user friendly interface instructs you step by step!
If you did not have Outlook open at the time of the scheduled email-the
feature has a 24 hour period in which the scheduled emails will still be
sent at the time you open Outlook.
There are several new “email sniffer software” software programs on the market which allow thieves to simply enter your businesses domain name and read all your business emails as if you were sending a postcard in the mail. Thieves can actually target key executives email addresses and read the content of your company emails.
Please don’t think that we using scare tactics! Just go to Google and enter “email sniffer software” or “email packet sniffer software” and you will be amazed at the software available that can intercept your messages.
This security hole is now plugged with Outlook Robot, so “email sniffer” programs can no longer read your emails as our solution is an end to end solution.
The encryption is built right into Microsoft Outlook and automatically encrypts and decrypts the email body and all attachments between users of the Outlook Robot. The encryption algorithm is so secure that it will comply with any Federal or State Privacy Regulations in your industry (e.g. GLBA, HIPAA, 201 CMR 17). It is important that you understand that Outlook Robot uses: Advanced Encryption Standard (AES).
AES is a standard adopted by the U.S. Government as noted by Wikipedia: (http://en.wikipedia.org/wiki/Advanced_Encryption_Standard)
Because Outlook Robot is the only Outlook encryption that also has a fully functional free version the amount of users are making this USA standard the most widely used international encryption system. This is very beneficial because with tens of millions of people being added this year alone and over 100 million anticipated by Dec 31st 2011; every time that you send and receive a message in or outside of your company the sender and receiver using Outlook Robot Encryption does not have to hit the Decrypt button when receiving a fellow Outlook Robot user’s encrypted email—its automatic encryption and automatic decryption!
At Outlook Robot we like to say that our users are “On ICE”---- International Convenient Encryption (ICE).
Outlook Robot has the ability to answer emails with ease with this very simple yet rich featured Microsoft Outlook add-on.
Your message could say:
I am out of the office till 2pm Eastern and will review your email when I get back.
One of the features of Outlook Robot auto responder is that it uses your existing auto responder settings and allows you to Change Your Message Remotely From Your Smart Phone.
For example: Your original message says: I am out of the office till 2pm Eastern and will review your email when I get back.
If you are running late, you can remotely change your message using your smart phone to:
I originally thought I was going to be back at 2pm but I am running late and it now looks like I will be back at 4pm Eastern.
FAQ Answer Magician
Added into the Microsoft Outlook Header Ribbon is one-click access to an unlimited list of your key phrases that relate to detailed, paragraphs of “frequently used stored information!”
This enhancement is very useful for customer service or sales people who often have to explain the same information to many different people throughout the day.
You simply hold your cursor where you want to add a stored passage, hit one button and choose what message you want to add.
No more rewriting paragraphs of information over and over again throughout the day!
This also has the added benefit of making sure all your customer service and sales people are “singing the same song” at your business.
Reply Email and Keep the Attachment
In Microsoft Outlook when you receive an email with an attachment the attachment will be removed if you hit REPLY.
Often individuals like to send the attachment back and include other recipients to discuss the attachment.
Now using Outlook Robot you can hit one button and reply and keep the attachment.
Personalize Bulk Emails & Avoid Addresses Per Email Limits
Let's say you have a large address list to send and this poses a few
(Problem One): Impersonal Emails:
Instead of using the more personal approach of emailing using the "To: Line" insert all those emails into the email headers "BCC: Line" so as to not disclose your emails addresses to all recipients; but this is a very impersonal approach.
(Problem Two) Group emailing, especially under BCC option causes your email to have problems getting through email filters as email filters flag such emails.
(Problem Three) Limitations on the Amount of Emails included within on SENDING. Almost all ISP's will impose some limit on the amount of email addresses that can be included within each send.
The above problems are all solved by....
When you create your bulk email use place holders: $First_Name $Last-Name or $Full_Name in the subject line and /or the email body and the actual names from your Outlook Address Book will be auto inserted for the place holders to personalize each email. Then simply take your entire bulk list and insert it into the ( "To: Line:" ) not the BCC Line because Outlook Robot is going to replicate your entire email presentation for every email address and personally send them all individually! Now everyone will get your email and believe that you took the time to write to them personally and they areaddresses by name within the email headers To: Line! Tremendous for Sales Follow-ups and customer service or simply sending an email to a group of friends!
Message Per Hour "Leak Out" Capability
Your Internet Service Provider (ISP) will shut you down in a heartbeat if you have more than "X number" of emails going out within an hour. It is a blanking pain in the ass to divide your bulk list and set a timer to wait till the next hour to send the next batch of emails out! We solved this problem by adding "leak out" capability to Outlook. Now you can tell Outlook to "Take A Leak" as you simply adjust the amount of emails that you want sent per hour to stay under your ISP's limit.
Upload or Export .CSV File
If your company has developed its own opt-in customer data list from your website, you can now upload a standard .csv file directly into your Outlook Address Book.
Creating Multiple Lists: Although there's only one address book in Outlook, your Outlook Address Book is just like a query able database in that it can have many contact folders -----which of course can be different uploaded .csv data file lists. When you upload a .csv data file you are asked (which folder) to import contacts from----- so you can have different contact folders for current customers, prospective customers, business associates, personal friends, etc.
Additionally, you can export selected Outlook Address Book folders as a .csv file.
Email Color Categories
Outlooks color categories is a great feature to organize contacts as it has
several advantages over developing separate email distribution lists;
however under Outlook there's no built-in support for emailing your contacts
by selected categories! That problem is now history as Our "Send to
Category" feature offers a fast and easy solution for emailing your
categories. Just click the "Send to category" dropdown button in the main
Outlook window and simply select which category you want to email and your
email will be created automatically!
Remember your color categories can organize not only your contacts, but
organize other outlook items (like emails, appointments) too. Send to
Category feature ignores all non-contact items marked with a given color and
if there aren't any contacts at all in selected category you will even get a
warning message so you can't make a mistake.
Automated Opt-Out Link
Now you can be CAN-SPAM compliant in your emails by simply clicking your new Opt-Out Link button in your Outlook Ribbon Header. Selecting this feature your emailed recipients receive your emails with a link at the bottom so they can choose to automatically remove their email address from your Outlook Address Book!