The other day I discovered SpeedFiler, a simple Outlook add-in that can help you reduce e-mail overload. After using it for a few days I decided to share it with you.
If you’ve attended one of my workshops then you know that I preach the importance of regular e-mail processing to help you avoid e-mail e-mail anxiety. But it’s easy to fall behind especially if you’re one of those slackers well balanced people who take a vacation.
Routine processing can also become tedious for those with a long complex folders structure (me included). As silly as this sounds it becomes a chore to drag and drop through a long list and several layers of folders. Especially when the list extend below the bottom of your screen.
SpeedFiler, is an Outlook add-in created by software developer Itzy Sabo. His company is called Claritude Software. This simple program allows you to quickly move messages to your folders almost instantaneously. Dragging and dropping is fast, but this is even faster. Particularly if you have a lot of folders.
Because I have lots of folders (77..time for some cleaning), I sometimes find myself thinking and deciding which folder to store a particular message. When this happens I often skip the message and move on to the next. The result is a pile of messages that I have to go back and make yet another decision. I know I don’t teach it this way, but I’m human too. I found that SpeedFiler reduces this decision time and makes moving messages a snap.
Using Simplicity Minimize E-mail Overload
When installed, SpeedFiler adds a set of 5 icons to your toolbar. You simply highlight a message and click one of the icons depending upon what you want to do.
SpeedFiler Toolbar Buttons
The first icon called FileIt opens a listing of your folders. It’s not much easier to use than your own list on the side of the screen. But when you type the first few letters of the folder name it immediately gives you a list of folders with the same name. For example if you have a two folders titled “Travel” each under different parent folders, you will see both of them in a list. Simply make your choice and the message is filed. Once you get used to it this is much faster than dragging and dropping into folders at the bottom of your screen.
SpeedFiler’s real strength is that it knows where past messages are filed. The One-click-filing icon shows the folder name where it thinks the message belongs. If it’s correct, just click it and the message is filed instantly. SpeedFiler then remembers where you filed the message and adds the folder name to a list of favorites that pops up when the FileIt button is clicked. The process is very intuitive.
There’s also a Go To Folder button which is handy for navigating a long list of folders and a drop down box that shows your most used folders. Very nice.
The SpeedFiler icon has several choices, the most useful being Options. Because the program is simple, the options are few and easy to understand.
When you send an e-mail by default SpeedFiler asks you where you want to store the sent message. This can be handy if you have a many sub folders under your main Sent folder. But if you normally use the Outlook default single Sent folder then this can be annoying. Fortunately you can turn disable the function in the Options window.
Using SpeedFiler to Process E-mail In The Real World
When I returned from vacation two weeks ago I had over 600 messages waiting in my Inbox. There’s only so much you can do with a Blackberry and little time.
I decided to put SpeedFiler to the test by using it to help process the pile. It passed with flying colors. SpeedFiler already knew where to file most messages because it finds where messages for the same sender are already stored. The decision process was done for me. When that didn’t work I found the Find-as-you-type search box to be very quick. Much quicker than dragging and dropping
As I worked through the messages I found the One-click-filing button to be the program’s most useful tool. The text in this button changes to match the name of the suggested folder. It that’s the one you want just click it and the message is filed. Unfortunately this feature is only available in the Pro version.
Pricing and Versions
The latest version, SpeedFiler Professional 2.0 is $39.95 and the stripped-down Personal version is $24.95. They have a 30-day free trial of the Pro version which will help you determine if it works for you.
Because I use the Workload Master system for managing my e-mails, I would like to see buttons that convert messages to tasks, appointments and contacts. With those features SpeedFiler would be a no-brainer for our community.
Is SpeedFiler for everyone? Not really. If you use only a few folders, then this would be overkill. But for those with a convoluted and confusing more robust folder system SpeedFiler is worth a look.
For more information, listen to a review of Speedfiler in a recent episode of the On Target Podcast.
If you use this or a similar program, please share your experience in the comments.
{ 2 comments… read them below or add one }
Kevin,
Thanks for the tip. I never heard of this one. I’ll have to give it a try.
Bob
Gerry,
Glad you found it helpful. There’s another product called Xiant that is similar to SpeedFiler although not as feature-rich. Also I’ve been playing with Outlook 2010 the past few weeks. It has a set of user created actions called Quick Steps that automate the process of moving messages to folders. Not as slick as the SpeedFiler feature that remembers where to file messages, but still quite slick.
I’m surprised you and Kevin don’t know each other since you are both from the same town in Germany. Small world huh?
Bob
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