Announcing $ Awards to You for Referring Video Courses

Starting immediately, if you refer someone to purchase one of our video training classes, we now have a very generous award program in place. We will give you 25% of the fee. So, for example, if someone buys a $299 video class because you recommended it to them, you will get $74.75. You can do this as many times as you like with as many new customers as you like.

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Which is the Real Outlook Archive folder?

There are multiple ways to archive mail in Outlook. Each can lead to a folder or folder group on the left side of your Outlook window with the word Archive on it. As a result, you might have an Archive folder, and/or a group of folders labeled Archive, and/or something labeled either Online Archive or In-Place Archive. Each of these Archives are a different thing, however, and so that can lead to confusion.

In this article I want to show how each of these looks in Outlook’s folder pane on the left, clarify the differences, and revisit why you might want to use each type.

Archive Folder

Let’s start with the Archive folder (and button). It will look like this in your folder pane in Outlook:

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Faxing vs. Emailing, and Security

My doctor, who is part of a large modern medical complex, will not let me email him anything–even simple questions. But he is happy for me to fax things to him. I often wondered about that: why?

I just read an interesting article that explains why the use of fax communications is growing—in fact it never stopped growing. Regardless of better technologies being out there.

According to the article, the main reason faxes continue in widespread use is security and the interoperability of that security. A fax, transmitted from fax machine to another, over a phone to phone connection, is supposedly unhackable, which is important for industries that need signed or secured documents.

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Using Online (In-Place) Archive in Exchange (New Video)

If you use Exchange and need a True archiving solution (one that makes room on your mail server), you might want to look at Microsoft’s latest and preferred archive solution. You will see it called both In-Place Archive and called Online Archive. You might say that it is a server-version of the older AutoArchive approach, one with a lot more power. It could be the perfect archive solution for you—but maybe not.

I’ve just created a new video about this on the Outlook Inbox Ninja Video Course, Lesson 7.7, which explains this archiving approach. That lesson also shows how to activate this yourself, if you have admin privileges to your hosted Exchange account. All paid users of the Ninja course can watch that video now.

For those who prefer to read about it, I’ve extracted some of that lesson in this writeup.

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The Amazing (and underused) Exchange Retention Policies: They Can Help Clear your Inbox and Folders

Microsoft Exchange includes an elaborate, mostly behind the scenes, facility to automatically delete old mail. It’s got a ton of rather complicated features mostly set by your Exchange Administrator if they choose to use them. But there are some optional and underused “personal” features that might be available for you.

If they are available to you, these personal retention settings can greatly help you clear your Inbox and help you keep your Inbox or folders free of old mail that you don’t need.

I’ve created 4 new video lessons about this in the Outlook Inbox Ninja Video Course, and the first one is free for all. It’s Lesson 1.11. So go to that link now and watch Lesson 1.11. But if you’d rather read about this instead, read on below.

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Quick Poll–Next Products?

Hi there, in this quick poll I’d like to simply ask this:
What sort of product do you or your colleagues need next?

First I’d like to thank those of you who responded to my quick poll about whether a Mac version of the MYN video course was needed. The results? Only 18 people said a Mac version was needed. So that pretty much eliminates that idea.

And so I want to keep asking, what do you or your colleagues need next?

The last new product we made, the Outlook Inbox Ninja video course, captured a ton of our latest thinking. So are there variants of that which you think are needed? Or a whole other area of course work? Perhaps smaller, quicker training? Different price points? Different platforms? Note, all of our products are at our store link, so maybe glance at that as you consider what is needed next.

Thanks for your thoughts, I appreciate it. We are planning our next push forward to help people like you get even better control of work and communications, and want to make sure we hit a target that really helps people—lots of people. So write anything that comes to your mind, either in a reply to this email or in the comment section of the blog posting.

Thanks again,

Regards, Michael Linenberger

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11 Months Left On Clutter Folder

When Microsoft rolled out Outlook’s Focused Inbox a year or so ago, it announced that it would discontinue their support for the Clutter Folder in Outlook.

Well, that time is fast approaching: Microsoft just announced that January 31, 2020 is the final sunset date for Clutter—about 11 months away. So it may be time to make the transition to Focused, if you like the auto-filtering that Clutter offers.

I blogged about Focused Inbox here:

And I have a full description of the differences between these Clutter and Focused Inbox, and how to switch from Clutter to Focused, in Lesson 2.9 in the the Outlook Inbox Ninja Video Course.


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Thoughtful Article About Responding to Email

In the big online world of misinformation about email and work habits, it is refreshing to read this thoughtful article in the NY Times about the importance of responding to incoming email.

The author’s point is that workflows break down if email is not a reliable way for people with reasonable work messages to reach you. People are forced to seek you out in person or on a call, which takes much longer. He even says that for managers, email non-responsiveness has become a marker of ineffectiveness when those above you consider you for promotions and new roles—bad email habits can be career limiting.

My thoughts? It depends on the industry and corporate culture of course, but I largely agree. Here are my rules on email responsiveness that go well beyond that article:

Reasonable Response Time

Email readers and writers should assume that a reasonable response time for email is around 24 hours. If, as an email writer, you have an emergency that needs a faster response, use another medium (phone call, text, IMS, or even a walk-in personal visit). (The exception to this is for those in a quick-response help desk or emergency team where quick email response IS expected. But that’s not most of you.)

Supervisors: Don’t Demand Instant Email Response

So, as a supervisor, don’t try to use emails as your method of getting quick responses from your staff. Don’t send an email and then 30 minutes later call the recipient and say “Hey, didn’t you get my email, I need this now.” That forces your staff to be constantly monitoring their Inbox which means they will get lost in other low-priority mail all day. That will lead to them being non-productive for real work. You as the supervisor should use a phone call (or other agreed-to faster means) for urgent, quicker-than-24-hour matters.

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Another Good New Feature in Latest Windows Outlook

As I have mentioned in a previous post, the new versions of Windows of Outlook that are rolling out to the monthly Office Insiders group in Microsoft Office 365 are pretty darn good. You might have to activate the Coming Soon switch to see them, but the things I’ve mentioned so far that I really like are:

  • The Simplified Ribbon option (Excellent!)
  • Slightly more space between messages in the Inbox (Nice)
  • And slightly more vertical space between tasks in the To-Do Bar task list (Very Nice)

Whoever in Microsoft is managing these new changes, I’d like to take you out to lunch! Unlike changes in years past, each and every one of these changes, I feel, makes desktop Outlook a better product without limiting previous features. Bravo!

One of the new features rolling out in recent Insider Coming Soon versions of Outlook is one I’d like to highlight now. It is this: Flagged mail now gets a yellow highlight.

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Quick Poll: Would You Like a Mac Version of the MYN-Outlook Video Training?

Microsoft has been improving Outlook Mac lately, so I am thinking about creating a Mac version of my MYN-Outlook Complete Video Training.

But my Question is this: Is a Mac Version of the Video Training something you would be interested in? 

I don’t want to spend the effort to create all these custom videos if there is little demand, so let me know what you think—reply in the comments section of this post, or, if reading this in my email newsletter, by replying to the email. Thanks!

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