Tips, Tricks and Secrets #11: Sent Messages can be Saved Messages

We have been sharing some of our favorite tips, tricks and secrets using our software products. If you look in the tags on the sidebar, “tips” is a great way to see the other posts in this series. This tip is another that features our Intellect email client.

Tip #11: Sent Messages can be Saved Messages

I have a lot of sent mail every month and it can build up quickly in the sent folder in Intellect over time. The more messages in a folder, the slower it is to load and the harder it can be to look through to find something.

What many Intellect users don’t realize is that messages in the Sent Folder can be moved to folders you make in Saved Messages just like incoming mail can.

sent messages can be saved in saved messages

In my Saved Messages folder, I’ve right-clicked and made a new folder I called Archive – Sent. I’ve then made folders for the year and then subfolders for the month. I can go to Sent and highlight messages by date, then drag them to the appropriate folder in Saved.

While this took a bit of time the first time I did it, I’ve made it a monthly task that I do the first week of each new month, to move the prior month’s sent mail to its new home in my Saved Messages folder.

 

Tips, Tricks and Secrets # 10: Snippets

We have been sharing some of our favorite tips, tricks and secrets using our software products. If you look in the tags on the sidebar, “tips” is a great way to see the other posts in this series. This tip is another that features our Intellect email client.

Tip #10: Snippets

If you send lots of the same replies to common questions or just have content that you tend to type out over and over again, this will quickly become one of your favorite features in Intellect 4 because it is such a time-saver!

If you have frequently used text in emails, you can and should save your response as a snippet.

Behind the scenes, snippets are really a folder full of little .html files, each with commonly used content ready to drop into any email message you write.

In Intellect, though, the snippets are easily used and saved using the Snippets section of the toolbar at the top of every email you write.

To save a snippet, you should highlight a block of text that you want to make reusable. Then, press F8 on your keyboard or use the Save Snippet button on the toolbar (it is found to the right or below the font choice) or go to Edit and click on Save selection as Snippet. You will be prompted for a name for this text you have highlighted. Once saved, it will be added to the drop-down list of Snippets you can insert at your cursor position any time you need it in the future.

To use a snippet, just put your cursor right where you want the text to appear, then use the pull-down and pick the content you want. As soon as you make your choice, Intellect will paste that content right where your cursor is!

Tips, Tricks & Secrets #9: Redirect emails

We have been sharing some of our favorite tips, tricks and secrets using our software products. If you look in the tags on the sidebar, “tips” is a great way to see the other posts in this series.

Tip #9: Redirect emails

We seriously are not sure how we could run our business without this feature! It’s that useful to us!

This tip is for our Intellect email program and it is a way to take an email that was sent to you, but needs to be dealt with by someone else.  If you forward it to someone, you become the sender, not the original person who sent it. If the person you forward it to replies, the reply comes to you, not the original person who needed it. You find yourself in the middle of a conversation that you aren’t really part of and it becomes your job to bounce the replies back and forth and back and forth. No fun!

If you find yourself in this situation in the future, instead of forwarding the message to the right place, use the right-click on the selected message and choose Redirect. You’ll get to choose the person to give it to, just like with a forwarded message BUT this will also set the reply to address as the original sender. This way, any reply goes right back to the original sender AND you aren’t stuck in the middle!

We use this often when a message comes into support that really needs to be answered by our sales department and vice versa. Notice that the status field gets a Registered Trademark symbol (the R in a circle character) – ® as an indication this message was redirected rather than the F for forwarded or R for replied.

Tips, Tricks and Secrets #8: Zoom on Emails

We have been sharing some of our favorite tips, tricks and secrets using our software products. This tip is for our Intellect email client users:

Tip #8: Zoom on Emails

As you select a message to read, you may find that the font that looked right to the sender looks way too small for you.  Similar to web browsers, the Intellect mail preview window allows you to zoom in and make it bigger, bigger, bigger (or smaller for that matter).

Hold down the CTRL key with one hand and use the scroll wheel on your mouse with the other. Wheel up to make everything in the preview window bigger and wheel down to make it smaller again.

The Zoom level you pick will also stay in effect for other messages while you have the program open, but will reset back to the normal 100% the next time you launch Intellect.

Bonus tip:  Hey, its two for one!  Use CTRL-M (or the big square button below the black X in the preview pane) to Maximize the preview window, allowing it to cover the list of messages and give you more room to read.  When maximized, two new buttons are also added to the toolbar to allow you to still move up and down the list of messages. When you are finished, you can hit the same button or keystroke again to return to the normal state of things.

Tips, Tricks and Secrets #7: Make Tasks from Emails

Have you ever received an email asking you to do something?  The better question might be have you ever gotten an email that DIDN’T?

While I’d like to get things done right away, emails can be an interruption to whatever you are currently working on.  One of the best tips for Intellect users is to turn an email direct into a to do item!

When you want to email back that you’ll do it (but not right now), simply drag the email and drop it on the tasks button at the lower left corner. That’s it!  Intellect will make a new task item with a description just like the subject of the email. It will even build a link back to the email message so that when it comes time to actually do the job, you can easily refer back to the email request that started everything.