How to use Mailbutler
Learn how Mailbutler's features work in our tutorial videos with Paul Minors
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This course
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Getting started with Mailbutler
Length: 3:05
Smart Assistant
Length: 4:41
How to track your emails
Length: 03:52
Smart Send Later
Length: 3:29
Snooze your emails
Length: 3:08
Creating Mailbutler tasks
Length: 4:10
Notes for emails and contacts
Length: 2:50
Manage your contacts
Length: 4:26
How to create email signatures
Length: 5:26
Email message templates
Length: 3:18Video 1 of 10
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Getting started with Mailbutler
What you’ll learn in this video
In this video, Paul Minors will show you how to register for and install Mailbutler and give you a brief overview of Mailbutler’s user interface and main functionality.
Video content
Introduction
Register a free account 0:33 Jump to 0:33
Install Mailbutler 0:54 Jump to 0:54
Enable Mailbutler 1:32 Jump to 1:32
First look around after installation 1:57 Jump to 1:57
Mailbutler Sidebar 2:18 Jump to 2:18
Video transcription
Hello, this is Paul with Mailbutler, and in this tutorial I'm going to help you to get started with Mailbutler, including setting up your account, downloading the extension, and I'll walk you through the basic user interface. But what is Mailbutler? Well, Mailbutler is not a separate email client. It's actually an extension that you can add to Apple Mail, to Gmail, or to Outlook, and it sits on top of the email account that you already use and it adds a whole suite of additional features, power, and functionality to make your inbox smarter.
To get started, I'm going to go to Mailbutler.io and I'm going to click try for free. It'll take you to a signup page and you can fill in your email, address your name, you can choose your team size, and then you're going to want to set a password. Finally, I will accept the terms and privacy policy, and then I'll click sign up.
Next, you'll be given a choice to install the extension to your chosen email client. I'm going to use Apple Mail for this example, but you can install an extension for Gmail using Google Chrome or for Outlook if you are a Microsoft Outlook user.
So for Apple Mail, I'm just going to go ahead and click install. I'll download the install file. I am going to open my downloads folder, and then I'm going to double click the zip file to unzip the Mailbutler app. I'm going to skip the installation steps, but you simply need to double click the Mailbutler app and follow the onscreen instructions to install the extension in Apple Mail.
Now that we have the Mailbutler app installed, I now need to enable the Mailbutler extension. To do that, I'm going to click on Mail in the toolbar at the top and open my mail preferences. On the General tab, I'm going to go down to manage plugins, and I'm going to tick the box next to the Mailbutler extension.
My Mac is going to ask me to allow access, and then finally, I will click apply and restart mail. Now that you've installed the Mailbutler extension, the first thing you're going to notice is there's a few additional buttons in the Apple Mail interface.
In the toolbar. At the top, you'll notice a new drop down window. You'll notice a new button here. And the Mailbutler icon here. In the compose window, you'll notice new buttons here, here, and here. And we'll be looking at what all of these different buttons do in future videos.
When you click this button in the Apple Mail toolbar, it opens the Mailbutler sidebar. For now, I just want to point out there is a message tab and a contacts tab. In each of these tabs, you'll find various widgets and features, which again we'll be looking at in future videos.
And finally, if you click this cog icon in the Mailbutler Sidebar, we have a QuickStart Guide. And we'll be looking at each of these features in future videos. But for now, feel free to click into each of these guides if you'd like to learn more about the various Mailbutler features.
As you can see, getting started with Mailbutler only takes a couple of minutes. So that's it for this video, but check out my next video where I will start to share some of my favorite features.
Smart Assistant
What you’ll learn in this video
We all spend an age in our inboxes writing and responding to emails, scanning our messages for pertinent information, and making notes and tasks out of the messages we receive. Now, you don't have to do it all yourself. In this video, Paul MInors introduces the artificial intelligence-powered Smart Assistant, and shows you how you can use it to write and summarize your emails, improve your spelling and grammar, and find tasks and contact information from the messages in your inbox.
Video content
Introduction
Enabling the Smart Assistant 0:21 Jump to 0:21
Smart Compose 0:56 Jump to 0:56
Smart Improve 1:37 Jump to 1:37
Smart Respond 2:15 Jump to 2:15
Smart Summarize 2:57 Jump to 2:57
Task Finder 3:23 Jump to 3:23
Contact Finder 3:52 Jump to 3:52
Outro 4:20 Jump to 4:20
Video transcription
Hello! It's Paul with Mailbutler here, and in this video I want to show you how to use Mailbutler's Smart Assistant, an artificial intelligence which sits inside your inbox that helps you to write and manage your email. The Smart Assistant can help you to compose and write your emails, it can find tasks and contacts, it can summarize your emails, and much much more.
The first thing you need to do is to allow access to the Smart Assistant. To do this, click on one of your messages and open the Mailbutler Sidebar, and then click on the Smart Assistant icon. You'll see a little info message and you can grant access. Don't worry about privacy: Mailbutler only ever has access to the emails where you use this feature, and even if you choose not to give full access, you can still use the Smart Compose and Smart Improve features which I'll explain in a moment. And if you want you can turn this access off any time from your Preferences in the Privacy Tab.
Smart Assistant can help you to write your emails based on a few input keywords which helps to save you a ton of time, especially if you have a lot of emails to write. To compose your email, click on the new mail button to open a new mail window, and then with the Mailbutler Sidebar open, click on the Smart Assistant icon, and then choose Compose. In here you can write a description of the kind of email that you need help writing, and then click Compose. The Smart Assistant will write an email for you, and then you can click insert to copy that email over into the main message body. And from here you can make any necessary edits or changes before you hit send.
Aside from writing emails for you, the Smart Assistant can also help you with spelling and grammar as you're working on messages in the compose
window. Here's an example of an email I'm working on that has a few spelling and grammar mistakes. To fix this up I'm going to select the message and from the Smart Assistant (in the) Sidebar I can either click the drop down menu to fix spelling or improve grammar or I can just click the Improve button. I can then review the new message that the Smart Assistant has composed for me and I can choose to fix just the spelling or the grammar mistakes, or if I click Replace I can insert the new improved message into my email.
The Smart Assistant can also help me to draft responses to my messages. So let's say I've received an email like this from Willi who's outlined some next steps. And she's suggesting that we meet next Thursday. In the Sidebar in the Smart Assistant options, I can click the Reply button and the Smart Assistant will draft a reply for me. I can then choose if I want to respond positively or negatively in terms of whether I want to agree to the meeting or not, and then if I'm happy I can open my draft I can make any necessary changes before I hit send. And this is a great way of saving time, helping you to respond to your emails, especially if you have a pretty busy inbox to get through.
The Smart Summarize feature helps you to save time as you read through your email by summarizing the key points from your mail messages. Let's say you have a longer message in your inbox. You can create a quick summary by clicking the Summarize button. The Smart Assistant will then create this nice quick overview which you can then turn into a Mailbutler Note. This helps you save time by giving you the key points and takeaways from your message.
Aside from creating notes, the Smart Assistant can also suggest potential tasks for you to complete from your messages. Click on a message and then click the Todos button. The Smart Assistant will scan the message and suggest potential tasks for you to complete, which you can then selectively turn into tasks on your Mailbutler task list. From here, you can then do all the things you would normally be able to do such as setting reminders and assigning to your team.
And finally, the Smart Assistant can help extract useful contact information from your messages. It does this mostly by gathering information from email signatures so it's best to use this feature on emails where there's a good signature. Simply click on the Contact information button; the Smart Assistant will scan the email, and from here I can selectively choose what information to include when saving this information and creating a new contact in Mailbutler.
As you can see, the Smart Assistant saves you time and effort by making it quicker and easier to write, respond to, review, and summarize your emails. It also improves your customer relationship management by helping you find important contact information and it helps you get through your day by identifying important action items and tasks from your email.
How to track your emails
What you’ll learn in this video
Tracking your messages is essential for your email communication. It helps you to know when to follow up and can improve your customer relationships and lead generation. In this video, Paul Minors explains exactly how Mailbutler’s email tracking works, and discusses all of its great functionality, such as real-time notifications, link tracking, tracking insights, IP blacklisting and Mailbutler’s dedicated tracking widget.
Video content
Introduction
Open and link tracking 0:26 Jump to 0:26
Notifications and check marks 1:03 Jump to 1:03
Email tracking details 1:28 Jump to 1:28
Email tracking widget 2:31 Jump to 2:31
Email tracking preferences 2:46 Jump to 2:46
Outro 3:36 Jump to 3:36
Video transcription
Hello, it's Paul with Mailbutler here, and in this video I want to talk about Mailbutler's Email Tracking feature.
Now, do you ever want to know what happens to your email after you hit send? Well, with Email Tracking you can see when your email has been opened. You can see if links in your email have been clicked, and Mailbutler presents you with more detailed information to help you decide if it's the right time to follow up.
So let's jump in and have a look. Let's assume I'm writing this cold email to Willi as I want to see if she's interested in my consulting services. So before I hit send, I'm going to turn on the tracking options here.
And in the drop down menu, I can choose to track only opens, so I can see if Willi has opened the email. I can track clicks so I can see if links like this one here have been clicked. In my case, I want to track both. I want to track if she opens the email and because I have multiple links here and in my signature, I want to see if she's interested in my consulting options. So now that I've got the tracking enabled, I can go ahead and click send.
As you can see, I get a real time notification when an email has been opened or if a link has been clicked. I can check the status of the email I've sent by going to my sent folder, and next to the email you'll see either a single or double tick marks. A single tick means that the email has been sent and a double means that it has been opened. You can also see it on the right hand side over here.
But it doesn't stop here. If I open the Mailbutler Sidebar and go to my tracking options, I get a whole host of information that helps me understand the engagement with this email. I can see when the email was first opened and at what time; how many times the email has been opened and when it was last opened; I can see how long it initially took for Willi to open the email for the first time; and if she's replied, I can see how long it took her to reply and how long I've waited. Down here I can see, if the email has been sent to multiple people, who clicked the email. What location, browser and device they were using .
And if I scroll down even more, I can see details of my link clicks. So in this case, I can see Willi is quite engaged with my email. She's clicked the link through to my website three times. She's also viewed a couple of my YouTube videos as well. So this is a really good sign - this indicates to me that Willi is potentially interested and now would be a really good time to follow up.
To see an overview of your tracked email, go to the Mailbutler Dashboard and you can use the emails tracked widget to see how many of your emails are still unopened and how many have been opened. If I click on the number, I can see each individual email and I can click on that email to get more insights and to follow up.
If you want to enable tracking on all of your emails by default, you can do this by clicking on the cog icon in the Mailbutler Sidebar and opening your account preferences. Under the general tab you can enable these two options here to enable open and link tracking by default on all of your emails. You can also disable tracking after a set amount of time. This is really useful - if somebody reopens my one of my emails or clicks a link after three months, this would mean I would no longer receive a real-time notification for that engagement.
If you are working with multiple email programs or if you have multiple people in your office accessing the same inbox, you can blacklist your IP address so you don't trigger a real-time notification when you open a sent email. You can click this link to add your current IP address to the blacklist.
There are many situations in which email tracking can be useful for your business, whether it's sending sales emails, follow ups, project updates, or maybe you're sending an important document. Turn on email tracking and you'll know what happens after you hit send.
Smart Send Later
What you’ll learn in this video
We’ve all heard of scheduling emails to be sent later, but Mailbutler does it smarter. Paul Minors explains in this video exactly how Mailbutler’s Smart Send Later feature works and outlines some of its most exciting features: Its smart algorithm which works out for you exactly when is the best time to send your message; automatic cancellation of your email if you receive a message before your scheduled email is delivered; automatic re-scheduling of your emails if you try to send a message outside of your daily working hours; and the Smart Send Later widget which gives you an overview of all your scheduled messages.
Video content
Introduction
Scheduling dialogue 0:22 Jump to 0:22
Smart Send Later folder 1:39 Jump to 1:39
Customize working hours 1:52 Jump to 1:52
Sidebar 2:58 Jump to 2:58
Outro 3:17 Jump to 3:17
Video transcription
Hello, it's Paul with Mailbutler here, and in this video I want to show you how you can use the Smart Send Later feature to compose and then automatically send your emails later. The Smart Send Later feature also sends your emails if your computer is off or offline and it doesn't stop there. This feature comes with many great extensions and power, so let's jump in and take a look.
Let's assume I'm working late at night and I found this great new potential client that I want to reach out to. Now, rather than sending the email right away, I'm going to use the Smart Send Later feature to send this during my normal working hours.
So to do that, I'm going to click the send later button up here. I can then choose from one of the preset times to send this tomorrow or at the weekend. So let's say I want to send this tomorrow. And I can use a custom time here, or what I prefer to do is use the optimized delivery option and Mailbutler is going to use its smart algorithm to calculate when the optimum time would be to send the email to this contact. And I should point out, Mailbutler does this for every single contact individually to help you send your emails at the right.
I'm also going to enable the cancel delivery if Willi Faba messages me. This is really important because if Willi messages me first, I don't want to send this email. And so I'm going to turn this on to avoid any potential miscommunication. So finally I can schedule that email.
If I need to, I can find my scheduled email in the Smart Send Later folder on my sidebar. If I want to unschedule or change this email, I can do that up here. So I'm going to click unschedule and edit. I'm going to change my email slightly. Maybe I'll just remove that final sentence. And then I am going to reschedule.
Most Mailbutler users want to schedule their emails when they're working outside of their normal working hours. And the great thing is Mailbutler can take care of this automatically for you. So if you're working late at night, you can write your emails and Mailbutler will automatically send them during your normal hours.
To enable this feature, open the Mailbutler Sidebar, and click the gear icon. Open your Account Preferences, and in the Automations tab you'll find an automation here where when an email is sent outside of your normal working hours, you can choose whether you want Mailbutler to ask you what to do, you can just send the email if you want to disable this feature, or you can schedule the email to automatically send the next working day.
If you go over to the date and time tab, this is where you can customize your working days and the hours that you work. To automatically change the scheduled date and time to the next working day, check the Send Later checkbox under the ‘Adjust time presets to working times section’. You can also change the time presets on this page, which are used when you schedule an email.
To see an overview of your scheduled emails, open the Mailbutler Sidebar, and on the activities tab down here, you will see a summary and the status of your scheduled emails, and you have some options if you click the three dots to either unschedule or you can send your email now.
Mailbutler's Smart Send Later feature goes far beyond basic email scheduling as it comes with all the functionality you need to be smarter and to more effectively plan your email communication.
Snooze your emails
What you’ll learn in this video
Sometimes you inbox is just too full, and it’s distracting. Getting to inbox zero can be a struggle, and you might just want to sit back and not have to worry about emails a bit. With Mailbutler’s Snooze feature, you can! But how do you use it? Paul Minors explains exactly what the Snooze feature is, how it works, and gives you a detailed walk-through of making the most of it - all in this video.
Video content
Introduction
Snooze your emails 0:26 Jump to 0:26
The Snoozed folder 1:11 Jump to 1:11
Unsnoozing emails 1:16 Jump to 1:16
Snooze default time 1:33 Jump to 1:33
Time presets 2:14 Jump to 2:14
Set your working hours 2:19 Jump to 2:19
Outro 2:49 Jump to 2:49
Video transcription
Hello, this is Paul with Mailbutler here, and in this video I want to show you how to use the Snooze feature. This is a really useful feature that allows you to hide emails from your inbox for a set amount of time by snoozing them. The use case for something like this is if you receive an email that you don't really want to read or deal with right now, or maybe it contains some kind of task or action that you need to take, but you'd rather snooze it and come back to it.
To use the Snooze feature, open Apple mail, and after you install Mailbutler, you'll notice this new snooze icon here in your toolbar. Now, let's assume I've received this email from Willi who is requesting a quote for some work. Now, I'd rather not deal with this now. I want to snooze it for a couple of hours.
So what I'm going to do is I'm going to click this little down arrow next to the snooze button, and I can choose from a bunch of predetermined snoozing options if I want to snooze this for later today, tomorrow, or the weekend. Or what I'm going to do is I'm going to pick a custom date and time. So I'm going to snooze this to 3PM (15:00) and then choose ‘use custom date.' You'll see the snooze message will now be hidden from your inbox.
And if I go to my snoozed items here on the sidebar, I can see my snoozed email. If I need to, I can right click on the message and choose to unsnooze. Or if I wait for the snoozed amount of time, Mailbutler will automatically move the message back into my inbox as a new unread item. And now that I'm ready, I can reply and get back to Willi at the time that suits me.
When snoozing an email, instead of choosing one of the preset options from the drop down menu, I can simply click the snooze button and this will snooze the email for my default amount of time, which in this case is four hours. I can change my snooze settings in my Account & Preferences. If I go to the Date and Time menu, I have all my different time interval presets here. And if I want to change my default snooze time, I could create a new snooze preset here by turning this on. And I'm going to change this to two hours, and then I'm going to choose the ‘set as default.' So now when I click that snooze button, by default, my messages will snooze for two hours. I can also change the default times and durations for my other snooze options.
On the right hand side here, I have the option to adjust time presets to snooze my emails only to working hours. And if I enable the snooze option, now, my messages will always snooze to my working hours and days that I've set up here. I can change the hours within which I work and the days that I work. So for example, if I snooze an email on Friday afternoon, instead of it appearing on Sunday in two days, it would actually not appear until Monday morning.
Snoozing emails is a quick and easy way to organize and clean up your email inbox, and it will help to reduce the email anxiety that can happen when you have lots of emails just sitting in your inbox building up, just hanging out. It's also a really handy tool for not forgetting about emails that you still need to take action on later.
Creating Mailbutler tasks
What you’ll learn in this video
Remembering all of the different tasks you have to do on a certain day or in a certain week is a daunting endeavor. There are often so many things to do - how do you keep on top? Paul Minors has the answer: Mailbutler Tasks! In this video, Paul explains exactly how the Mailbutler Tasks feature works. Learn about creating to-dos, setting due dates, automating your tasks so they react automatically under certain conditions, seeing the overview of all your tasks in the Mailbutler Dashboard, syncing your tasks to your other favorite apps, and sharing tasks with your teammates. Phew! There’s a lot to learn. But don’t worry - Paul will explain all.
Video content
Introduction
Creating an email task 0:11 Jump to 0:11
Setting a reminder 0:40 Jump to 0:40
Creating tasks on contacts 0:48 Jump to 0:48
Follow-up tasks 1:16 Jump to 1:16
Automating follow-up tasks 2:02 Jump to 2:02
Collaborating on tasks 2:32 Jump to 2:32
Tasks overview 3:02 Jump to 3:02
Mailbutler tasks integrations 3:32 Jump to 3:32
Outro 4:00 Jump to 4:00
Video transcription
Hello, it's Paul with Mailbutler here, and in this video I want to show you Mailbutler's Tasks feature, which allows you to create tasks and attach them to an email or a contact right inside your inbox.
Let's assume I've received this email from Willi, who is a new potential client for me, and in the email, Willi is requesting that I prepare a quote for a two day virtual workshop that I email to this address so that I don't forget. I'm going to create a Task.
To do that, I'm going to open the Mailbutler Sidebar, and on the Messages tab here, I'm going to click the task button. I'm going to type my task and I'm going to click this button here to set a reminder, which I'm going to set to be due in two days.
Besides email task, Mailbutler also lets me create tasks on contacts. Now, in this email, Willi has told me that she has a team of 200 people, so she could be my biggest client yet. And to make sure I'm really well prepared to close this deal, I want to create a task to do some research. I'm going to do that on the contact by clicking on the Contact tab up here, and then click the create task button.
Mailbutler's Tasks feature is very powerful when it comes to setting follow-up reminders. For this, Mailbutler has a Quicktasks feature which allows you to set a follow-up reminder in just two clicks. I've now prepared my quote for Willi based on my first task, which is to prepare a quote for the two-day workshop. Now, before I hit send, I want to create a follow-up reminder to follow up with Willi if I don't get a response to this email in seven days. To do that, I'm going to open the Mailbutler Sidebar inside the compose window, and if I click on this arrow next to the task button, I can choose to create a follow up task. And you can see here a task follow up with my email subject is created. Now I'm going to click on the date here and I'm going to choose to get this follow up reminder in seven days. And because I only want to receive this reminder, if I don't get a response, I'm going to click on the automation button, and if I receive a reply, I'm going to choose to set this task to be completed.
I can change the default behavior for my follow-up tasks if I receive a reply in my Mailbutler Preferences. If I go to the automations tab up here, I can choose if I receive a reply to an email, I can delete the task, remove the reminder, or set to completed.
Do you work in a team? If so, it might be beneficial for you to share an email task with your colleagues. When looking at this email, this task icon indicates to me that there is a task attached to this email. If I want to share this task with other members of my team, I can do that by opening the Mailbutler Sidebar. If I go to the Messages tab and go down to my task, I can click the share with button to share this with my colleagues, and they will automatically get access to this shared task or note.
To see an overview of all of your tasks, simply open the Mailbutler Dashboard, and on the Tasks tab you can see a summary of all of your tasks. At the top. You can use the filters to search or sort your tasks how you like. If you click on a task, you can change the reminder due date, you can update the task, update the automation, share it with your team, or delete the task. And if you click on the envelope icon, you can open the message that the task is attached to.
Mailbutler integrates with a number of external task services, and after you integrate a service, all of your tasks will automatically show up in that service. And even editing or completing a task in Mailbutler will update in that service, so everything is always in sync. To integrate a task service, go to your Account & Preferences from the Mailbutler sidebar. On the Integrations tab, click on the blue plus button and follow the on-screen instructions to connect your preferred task.
Using Mailbutler's task service, you can keep track of everything that needs to be done, including those important follow up reminders right inside your inbox.
Notes for emails and contacts
What you’ll learn in this video
Keeping track of all the information you receive from emails can be a tough job. So many clients, so many companies, and so much to remember! Thankfully, Mailbutler can help. Paul Minors explains in this video how you can use Mailbutler’s Notes feature to remember all the information you receive in your inbox every day. You can attach notes to contacts and to emails, see an overview of all your notes in the Mailbutler Dashboard, sync your notes with your favorite apps, and share them across your whole team in just a few clicks.
Video content
Introduction
Create an email note 0:12 Jump to 0:12
Create a contact note 0:44 Jump to 0:44
Share a note 1:16 Jump to 1:16
The Dashboard and filters 1:30 Jump to 1:30
Note integrations 2:03 Jump to 2:03
Outro 2:32 Jump to 2:32
Video transcription
Hello, it's Paul with Mailbutler here, and in this video I want to show you how you can use Mailbutler's Notes feature to attach notes either to an email or to a contact right inside your inbox.
Let's assume I've received this email from a potential new client, Willi Farber, and Willi has told me she's interested in a two-day virtual workshop for a team of 200 people. Now I want to record this information, so I'm going to open the Mailbutler Sidebar, and then under this messages tab here, I can click this note button to store my information.
Besides attaching notes to the email itself, I can also attach notes directly to the contact, and you can learn about Mailbutler's Contacts feature in a separate video.
Now in this email, Willi has told me that she's on vacation for the next seven days. This is useful information that it's going to help me to follow up at the right time and improve how I manage my relationships. So I'm going to click the note button and I'm going to write my note ‘on vacation for seven days.’ These small notes will improve your customer relations by showing people that you really care and think about them.
I can also share these notes with members of my team. For example, if I want to share the details of this email note, I can click the share button here and share this with members of my team.
To see an overview of all of my notes, I can open the Mailbutler Dashboard. On the Notes tab, I can see my recent notes, which I can filter if I only want to look at notes linked with a contact or with emails. I can also change how my notes are sorted. If I click into a note, I can update it or I can click the trashcan to delete it. And down here I can click either the contact or the email to see the email that the note is attached to. And if I click show message in Apple Mail, I can open that specific email.
Mailbutler integrates with a number of third party note services, so when you create a note, it will automatically appear in that service. And if you edit the note, it will automatically update the note in that service so everything stays in sync. To integrate Mailbutler with a note service, open your Account & Preferences, and then on the integrations tab, click the plus button and choose your preferred service and follow the onscreen instructions to set up the integration.
I find it really useful to attach notes to emails directly if I need to remember important information, or remind myself about important action steps, or I can put notes on the contact directly to store information that's going to help me to better manage my client relations.
Manage your contacts
What you’ll learn in this video
Your contacts are the most important part of your email communication and potentially your whole business, so keeping on top of communications with them and making sure your address book is organized is essential. Paul Minors shows you in this tutorial video just how easy that is with Mailbutler’s Contacts feature. He shows you how to create a new contact, add extra details and custom fields to contacts, share contacts with your coworkers, add notes and tasks to specific contacts, see an overview of your address book, get insights into specific contacts, and even how Mailbutler can turn your inbox into a Customer Relationship Management tool. There’s a lot to learn, but don't worry - we’re here for you every step of the way!
Video content
Introduction
Create a contact 0:22 Jump to 0:22
Edit contact details 0:44 Jump to 0:44
Share a contact 1:09 Jump to 1:09
Contact notes and tasks 1:28 Jump to 1:28
Best time to reach your contact 2:37 Jump to 2:37
Message history 3:26 Jump to 3:26
The Dashboard and filters 3:41 Jump to 3:41
Import your contacts 4:00 Jump to 4:00
Outro 4:17 Jump to 4:17
Video transcription
Hello, it's Paul with Mailbutler here, and in this video I want to show you the contact feature. This feature gives you access to a customer relationship management system or CRM right inside your inbox. And it was made with the idea of helping you to improve your customer relationships, enabling you to increase customer loyalty and retention.
Let's assume I've received an email from a new potential client, Willi Farber, and I haven't yet created a contact in my Mailbutler contacts. So what I'm going to do is I'm going to open my Mailbutler Sidebar, and on the Contacts tab, I can click this button to create a new contact.
Mailbutler will create a contact with the person's name and their email, and if I click this pen icon, I can edit and add to this. For example, I can add more details here and I'm going to add her company name. I can also add information specific to Willi by adding more details and choosing other, and I can give this custom field a label, like team size, and then I can put in the details: ‘200’.
I can then share the details of this contact with my team. I can either choose to share the entire contact, and if I click this icon, I can choose who I want to share this contact with, or if I only want to share specific details, I can click the share icon next to each of these fields to share just that piece of information.
To better manage your relationship with this contact, you can create a note or create tasks on the contact and share these with your team - and you can learn about these features in separate videos.
Now, Willi has mentioned that she needs training for 200 people, so she could be my biggest client. So I really wanna make sure I am well prepared to close this deal. So what I'm going to do is I'm going to create a task to remind myself to do some research. Besides the task, I can also create a note, and again, you can learn more about this feature in a separate video.
Now Willi's email also contains some personal information that might be useful for me in the future when following up and maintaining this relationship. So I'm going to add a note to this contact, and I'm going to say on vacation for seven days. And these small notes really help to demonstrate that you care and think about your contacts.
Notes and tasks can also be shared with your team by clicking the share button here, or on the task here, and then I can choose who I want to share these tasks with.
Mailbutler can show me when is the most effective time to try and contact this person. Mailbutler's smart algorithm calculates when they are most likely to open an email, and the more I interact with the person, the smarter this becomes. And Mailbutler calculates this for every single contact individually.
This information is extremely important as it really helps me to follow up at the best time. For example, in this case, it's going to help me work out what's the best time to try and follow up and call Willi. I can also see how long it typically takes this contact to open my emails and how long it takes them to reply. And these times here are displayed in my local timezone. As I'm in New Zealand, and Willi is in the UK, I can see that Willi is typically answering her email quite early in the morning for me.
At the bottom of the Sidebar, I can see the message history with this contact, so I can check this to see when my team last reached out, or to check when I last emailed this person. And I can click any of these messages to bring up the email in Apple Mail.
I can view a list of all of my contacts in the Mailbutler Dashboard. If I open the Contacts tab, I can see my contacts here, including a count of how many notes and tasks are related to each contact. I can filter and sort my contacts from here, and I can simply click on a contact to open it.
I can also import contacts if I click on the gear icon down here and open my Account & Preferences under the integrations tab. If I click the plus button, I can then connect a number of third party contact services to quickly import all my contacts to Mailbutler.
Managing your client relationships has never been so easy by having everything you need in one place right inside your inbox.
How to create email signatures
What you’ll learn in this video
Did you know email signature marketing has one of the highest returns on investment of every marketing strategy? And it’s the easiest thing in the world to take advantage of. In this tutorial, Paul Minors shows you how easy it is to create a signature, edit it extensively, and use it as a marketing tool. Moreover, he shows you how you can keep your whole team looking professional and on brand by updating everyone’s signature simultaneously.
Video content
Introduction
Signature design 0:23 Jump to 0:23
Create your signature 0:46 Jump to 0:46
Customize your signature 2:05 Jump to 2:05
Share your signature 4:13 Jump to 4:13
Outro 5:14 Jump to 5:14
Video transcription
Hello, this is Paul with Mailbutler, and in this video I want to show you how you can create your own super slick, extremely professional email signature using Mailbutler. As you know, having a professional email signature is really important for business communication because it represents your brand and your business. Fortunately, it's really easy to create a super slick looking email signature using Mailbutler.
To create my email signature, first thing I'm going to do is open up the compose window. And from the signature drop down, I can choose one of my pre-built Mailbutler signatures. Now, all of our signature templates have been professionally designed and they're all fully responsive, so they look great no matter what device you're using, whether you're on a desktop like me, or if you're looking at this email on a phone or tablet.
To edit or create a new signature, I can choose the edit Mailbutler signatures option here in the compose window or in the main Apple Mail window, I can open my Mailbutler Sidebar, and then if I click the cog icon, I can open my Account & Preferences. Then I just go down to signatures on the left to create a new signature.
I'm going to click the plus button in the top right hand corner. First thing I'll do is I will give this a name. From this drop down menu, you can choose and select your signature from a range of different options. I'm going to choose the Black Tie one Mail. Butler will then prefill some of the information here on the right hand side from your Mailbutler profile. So check the information and you can edit or remove any of these fields. For example, if I don't want to include my number, I could remove that field.
Below your details, you'll find a range of options to add additional information to your signature, including being able to add a button with a link. For example, I could add a button where I could say, book, demo call, and maybe I put in a booking link in there, and you can see, a button has now been added to my signature. I can add other information to my signature, like my address and fax number.
And once I'm happy with the details of my signature, if I go back to the top, I can change the design of my signature to make it consistent with my brand identity. So in the font menu, I can change the font and font size. If I open the color options, if I don't like this purple color, for example, I can pick this color options or I can type in a hex color. Maybe for now I'll choose this blue color for my brand, for the secondary color as well. And then under the social icons, I can change things like the size, the style of my social icons, or if I don't like, I don't want too much color on here, I could choose to use my brand color for the social icons.
So this is looking really good now, but there are a couple of other things I can do to make this signature really shine and stand out. If I scroll down here, you'll find there are options to add a written signature or a logo. I can also change my profile. And here we have options to add either a photo gallery or I can even link to videos. So I might paste in a link to one of my YouTube videos and I think I'll go ahead and add one more. And so you can see down the bottom now, I can easily share content that I've created with people I'm sending emails to.
If you scroll down further, you'll find options to customize your social links, and I can add other options and social platforms if I need to, or I can click the minus button if I want to remove them.
And finally at the very bottom, I can add some closing text. So if I always sign off my email a certain way: have a great day, Paul. And I can even add a legal disclaimer as well. I'm just going to paste in some dummy text there. Once I'm happy there's nothing to save; Mailbutler will automatically save your updates as you go so I can simply close my preferences up. And now if I want to look at my new signature, I'm going to open the compose window. And from the signature options, I can choose my new signature.
Are you using Mailbutler in a team? If so, you're going to love our sharing options. To share my signature from the compose window. If I click in the signature options, I'm going to choose edit Mailbutler signature. I can then click the share button here and I can choose to share this signature with members of my team.
Once I share the signature as the owner or creator of the signature, I'm now the only one that can edit this. On the right hand side, I can click the lock button to lock or unlock specific fields. For example, if I don't want my team to edit the company name or booking details, I can lock those fields, but I can let them change their own details, including their name and email. Once I'm happy with how I've shared my signature, again, I can simply close my preferences and now everyone on my team will have access to the shared signature in their Apple Mail account. I can make changes to this, including changing the design and colors, and everyone on my team will get those changes.
So there we go. That is a little look at how to create a super slick professional email signature that really stands out from the crowd using Mailbutler.
Email message templates
What you’ll learn in this video
Finding yourself writing the same emails over and over again? Want to keep your whole company’s style consistent when responding to client or support emails? Look no further! Paul Minors shows you exactly how you can create, insert, and edit email templates with Mailbutler, including by adding fields which are automatically filled out when you insert your template in your compose window. Finally, he shows you how to share your templates with team members in just a few clicks.
Video content
Introduction
Inserting an email template 0:33 Jump to 0:33
Creating an email template 0:49 Jump to 0:49
Using placeholders 1:23 Jump to 1:23
Sharing your templates 2:41 Jump to 2:41
Outro 3:04 Jump to 3:04
Video transcription
Hello, it's Paul with Mailbutler here, and in this video I want to show you the Message Templates feature. Let me ask you a question.
Do you ever find yourself sending the same email again and again? If so, you can create message templates with personalized placeholders in just a couple of minutes, and you can easily add them to an email with just one click.
Using message templates is one of the best ways you can save time on email, and if you work in a team, you can share these templates with the other members of your team so you are all using the same language and being consistent with your email.
To insert a message template into an email, start by composing a new email and click the message templates button. I can then choose which template I want to use. I'll insert my recipient and then I'm ready to send my email.
To create a new message template, click on the gear icon in the Mailbutler Sidebar, and then go to your Account & Preferences. On the templates tab, click on the blue plus button to create a new template. Start by giving it a name, and you then insert your subject. So I'm going to say ‘your quote is ready’, and you can either type out or paste in your email. And I have a range of formatting options and tools along the top so I can get this email looking exactly the way I want.
Down the bottom here, I've got some custom fields that I can insert into my email. So if I place my cursor where I want to insert the field, I could then insert things like the first name of the person that I'm sending this email to. Instead of saying your company, I could then insert the company name of the contact and this data is pulled from the custom fields of the contact that I'm emailing in my Mailbutler contacts. And we have a separate video about how to use Contacts that you can go and look at. And finally, I might add one more field down the bottom where I'm going to put in the sender's name. Once I'm happy with my template, I can simply close my preferences and everything will be saved.
To use my template again, I'll start a new email and click the message templates button. And now I can use the newly created template. And you'll see your placeholders are filled in as green boxes, but if I put in a person's name like Willi Farber, I can then click the eye up here to preview and see how this email will look when it gets sent. So you can see Willi's name, the company name and my name have all been filled in. The last thing I'll do is I'll change some of these other remaining bits of data and then I can send my email.
Do you work in a team? If so, sharing these message templates with other members of your team is a great way to make sure that you're all using the same tone of voice in your emails. To share your message templates, simply go back to the template editor and click the share button where you can choose who on your team you want to share the message template with. And now they will have the option to use this message template when composing an email.
From now on, you don't have to waste any time typing out the same email again and again, nor do you need to store your templates in a separate note or document. You can save time by quickly adding templates directly to an email with one click.
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Video transcription
Hello, this is Paul with Mailbutler, and in this tutorial I'm going to help you to get started with Mailbutler, including setting up your account, downloading the extension, and I'll walk you through the basic user interface. But what is Mailbutler? Well, Mailbutler is not a separate email client. It's actually an extension that you can add to Apple Mail, to Gmail, or to Outlook, and it sits on top of the email account that you already use and it adds a whole suite of additional features, power, and functionality to make your inbox smarter.
To get started, I'm going to go to Mailbutler.io and I'm going to click try for free. It'll take you to a signup page and you can fill in your email, address your name, you can choose your team size, and then you're going to want to set a password. Finally, I will accept the terms and privacy policy, and then I'll click sign up.
Next, you'll be given a choice to install the extension to your chosen email client. I'm going to use Apple Mail for this example, but you can install an extension for Gmail using Google Chrome or for Outlook if you are a Microsoft Outlook user.
So for Apple Mail, I'm just going to go ahead and click install. I'll download the install file. I am going to open my downloads folder, and then I'm going to double click the zip file to unzip the Mailbutler app. I'm going to skip the installation steps, but you simply need to double click the Mailbutler app and follow the onscreen instructions to install the extension in Apple Mail.
Now that we have the Mailbutler app installed, I now need to enable the Mailbutler extension. To do that, I'm going to click on Mail in the toolbar at the top and open my mail preferences. On the General tab, I'm going to go down to manage plugins, and I'm going to tick the box next to the Mailbutler extension.
My Mac is going to ask me to allow access, and then finally, I will click apply and restart mail. Now that you've installed the Mailbutler extension, the first thing you're going to notice is there's a few additional buttons in the Apple Mail interface.
In the toolbar. At the top, you'll notice a new drop down window. You'll notice a new button here. And the Mailbutler icon here. In the compose window, you'll notice new buttons here, here, and here. And we'll be looking at what all of these different buttons do in future videos.
When you click this button in the Apple Mail toolbar, it opens the Mailbutler sidebar. For now, I just want to point out there is a message tab and a contacts tab. In each of these tabs, you'll find various widgets and features, which again we'll be looking at in future videos.
And finally, if you click this cog icon in the Mailbutler Sidebar, we have a QuickStart Guide. And we'll be looking at each of these features in future videos. But for now, feel free to click into each of these guides if you'd like to learn more about the various Mailbutler features.
As you can see, getting started with Mailbutler only takes a couple of minutes. So that's it for this video, but check out my next video where I will start to share some of my favorite features.
Video transcription
Hello! It's Paul with Mailbutler here, and in this video I want to show you how to use Mailbutler's Smart Assistant, an artificial intelligence which sits inside your inbox that helps you to write and manage your email. The Smart Assistant can help you to compose and write your emails, it can find tasks and contacts, it can summarize your emails, and much much more.
The first thing you need to do is to allow access to the Smart Assistant. To do this, click on one of your messages and open the Mailbutler Sidebar, and then click on the Smart Assistant icon. You'll see a little info message and you can grant access. Don't worry about privacy: Mailbutler only ever has access to the emails where you use this feature, and even if you choose not to give full access, you can still use the Smart Compose and Smart Improve features which I'll explain in a moment. And if you want you can turn this access off any time from your Preferences in the Privacy Tab.
Smart Assistant can help you to write your emails based on a few input keywords which helps to save you a ton of time, especially if you have a lot of emails to write. To compose your email, click on the new mail button to open a new mail window, and then with the Mailbutler Sidebar open, click on the Smart Assistant icon, and then choose Compose. In here you can write a description of the kind of email that you need help writing, and then click Compose. The Smart Assistant will write an email for you, and then you can click insert to copy that email over into the main message body. And from here you can make any necessary edits or changes before you hit send.
Aside from writing emails for you, the Smart Assistant can also help you with spelling and grammar as you're working on messages in the compose
window. Here's an example of an email I'm working on that has a few spelling and grammar mistakes. To fix this up I'm going to select the message and from the Smart Assistant (in the) Sidebar I can either click the drop down menu to fix spelling or improve grammar or I can just click the Improve button. I can then review the new message that the Smart Assistant has composed for me and I can choose to fix just the spelling or the grammar mistakes, or if I click Replace I can insert the new improved message into my email.
The Smart Assistant can also help me to draft responses to my messages. So let's say I've received an email like this from Willi who's outlined some next steps. And she's suggesting that we meet next Thursday. In the Sidebar in the Smart Assistant options, I can click the Reply button and the Smart Assistant will draft a reply for me. I can then choose if I want to respond positively or negatively in terms of whether I want to agree to the meeting or not, and then if I'm happy I can open my draft I can make any necessary changes before I hit send. And this is a great way of saving time, helping you to respond to your emails, especially if you have a pretty busy inbox to get through.
The Smart Summarize feature helps you to save time as you read through your email by summarizing the key points from your mail messages. Let's say you have a longer message in your inbox. You can create a quick summary by clicking the Summarize button. The Smart Assistant will then create this nice quick overview which you can then turn into a Mailbutler Note. This helps you save time by giving you the key points and takeaways from your message.
Aside from creating notes, the Smart Assistant can also suggest potential tasks for you to complete from your messages. Click on a message and then click the Todos button. The Smart Assistant will scan the message and suggest potential tasks for you to complete, which you can then selectively turn into tasks on your Mailbutler task list. From here, you can then do all the things you would normally be able to do such as setting reminders and assigning to your team.
And finally, the Smart Assistant can help extract useful contact information from your messages. It does this mostly by gathering information from email signatures so it's best to use this feature on emails where there's a good signature. Simply click on the Contact information button; the Smart Assistant will scan the email, and from here I can selectively choose what information to include when saving this information and creating a new contact in Mailbutler.
As you can see, the Smart Assistant saves you time and effort by making it quicker and easier to write, respond to, review, and summarize your emails. It also improves your customer relationship management by helping you find important contact information and it helps you get through your day by identifying important action items and tasks from your email.
Video transcription
Hello, it's Paul with Mailbutler here, and in this video I want to talk about Mailbutler's Email Tracking feature.
Now, do you ever want to know what happens to your email after you hit send? Well, with Email Tracking you can see when your email has been opened. You can see if links in your email have been clicked, and Mailbutler presents you with more detailed information to help you decide if it's the right time to follow up.
So let's jump in and have a look. Let's assume I'm writing this cold email to Willi as I want to see if she's interested in my consulting services. So before I hit send, I'm going to turn on the tracking options here.
And in the drop down menu, I can choose to track only opens, so I can see if Willi has opened the email. I can track clicks so I can see if links like this one here have been clicked. In my case, I want to track both. I want to track if she opens the email and because I have multiple links here and in my signature, I want to see if she's interested in my consulting options. So now that I've got the tracking enabled, I can go ahead and click send.
As you can see, I get a real time notification when an email has been opened or if a link has been clicked. I can check the status of the email I've sent by going to my sent folder, and next to the email you'll see either a single or double tick marks. A single tick means that the email has been sent and a double means that it has been opened. You can also see it on the right hand side over here.
But it doesn't stop here. If I open the Mailbutler Sidebar and go to my tracking options, I get a whole host of information that helps me understand the engagement with this email. I can see when the email was first opened and at what time; how many times the email has been opened and when it was last opened; I can see how long it initially took for Willi to open the email for the first time; and if she's replied, I can see how long it took her to reply and how long I've waited. Down here I can see, if the email has been sent to multiple people, who clicked the email. What location, browser and device they were using .
And if I scroll down even more, I can see details of my link clicks. So in this case, I can see Willi is quite engaged with my email. She's clicked the link through to my website three times. She's also viewed a couple of my YouTube videos as well. So this is a really good sign - this indicates to me that Willi is potentially interested and now would be a really good time to follow up.
To see an overview of your tracked email, go to the Mailbutler Dashboard and you can use the emails tracked widget to see how many of your emails are still unopened and how many have been opened. If I click on the number, I can see each individual email and I can click on that email to get more insights and to follow up.
If you want to enable tracking on all of your emails by default, you can do this by clicking on the cog icon in the Mailbutler Sidebar and opening your account preferences. Under the general tab you can enable these two options here to enable open and link tracking by default on all of your emails. You can also disable tracking after a set amount of time. This is really useful - if somebody reopens my one of my emails or clicks a link after three months, this would mean I would no longer receive a real-time notification for that engagement.
If you are working with multiple email programs or if you have multiple people in your office accessing the same inbox, you can blacklist your IP address so you don't trigger a real-time notification when you open a sent email. You can click this link to add your current IP address to the blacklist.
There are many situations in which email tracking can be useful for your business, whether it's sending sales emails, follow ups, project updates, or maybe you're sending an important document. Turn on email tracking and you'll know what happens after you hit send.
Video transcription
Hello, it's Paul with Mailbutler here, and in this video I want to show you how you can use the Smart Send Later feature to compose and then automatically send your emails later. The Smart Send Later feature also sends your emails if your computer is off or offline and it doesn't stop there. This feature comes with many great extensions and power, so let's jump in and take a look.
Let's assume I'm working late at night and I found this great new potential client that I want to reach out to. Now, rather than sending the email right away, I'm going to use the Smart Send Later feature to send this during my normal working hours.
So to do that, I'm going to click the send later button up here. I can then choose from one of the preset times to send this tomorrow or at the weekend. So let's say I want to send this tomorrow. And I can use a custom time here, or what I prefer to do is use the optimized delivery option and Mailbutler is going to use its smart algorithm to calculate when the optimum time would be to send the email to this contact. And I should point out, Mailbutler does this for every single contact individually to help you send your emails at the right.
I'm also going to enable the cancel delivery if Willi Faba messages me. This is really important because if Willi messages me first, I don't want to send this email. And so I'm going to turn this on to avoid any potential miscommunication. So finally I can schedule that email.
If I need to, I can find my scheduled email in the Smart Send Later folder on my sidebar. If I want to unschedule or change this email, I can do that up here. So I'm going to click unschedule and edit. I'm going to change my email slightly. Maybe I'll just remove that final sentence. And then I am going to reschedule.
Most Mailbutler users want to schedule their emails when they're working outside of their normal working hours. And the great thing is Mailbutler can take care of this automatically for you. So if you're working late at night, you can write your emails and Mailbutler will automatically send them during your normal hours.
To enable this feature, open the Mailbutler Sidebar, and click the gear icon. Open your Account Preferences, and in the Automations tab you'll find an automation here where when an email is sent outside of your normal working hours, you can choose whether you want Mailbutler to ask you what to do, you can just send the email if you want to disable this feature, or you can schedule the email to automatically send the next working day.
If you go over to the date and time tab, this is where you can customize your working days and the hours that you work. To automatically change the scheduled date and time to the next working day, check the Send Later checkbox under the ‘Adjust time presets to working times section’. You can also change the time presets on this page, which are used when you schedule an email.
To see an overview of your scheduled emails, open the Mailbutler Sidebar, and on the activities tab down here, you will see a summary and the status of your scheduled emails, and you have some options if you click the three dots to either unschedule or you can send your email now.
Mailbutler's Smart Send Later feature goes far beyond basic email scheduling as it comes with all the functionality you need to be smarter and to more effectively plan your email communication.
Video transcription
Hello, this is Paul with Mailbutler here, and in this video I want to show you how to use the Snooze feature. This is a really useful feature that allows you to hide emails from your inbox for a set amount of time by snoozing them. The use case for something like this is if you receive an email that you don't really want to read or deal with right now, or maybe it contains some kind of task or action that you need to take, but you'd rather snooze it and come back to it.
To use the Snooze feature, open Apple mail, and after you install Mailbutler, you'll notice this new snooze icon here in your toolbar. Now, let's assume I've received this email from Willi who is requesting a quote for some work. Now, I'd rather not deal with this now. I want to snooze it for a couple of hours.
So what I'm going to do is I'm going to click this little down arrow next to the snooze button, and I can choose from a bunch of predetermined snoozing options if I want to snooze this for later today, tomorrow, or the weekend. Or what I'm going to do is I'm going to pick a custom date and time. So I'm going to snooze this to 3PM (15:00) and then choose ‘use custom date.' You'll see the snooze message will now be hidden from your inbox.
And if I go to my snoozed items here on the sidebar, I can see my snoozed email. If I need to, I can right click on the message and choose to unsnooze. Or if I wait for the snoozed amount of time, Mailbutler will automatically move the message back into my inbox as a new unread item. And now that I'm ready, I can reply and get back to Willi at the time that suits me.
When snoozing an email, instead of choosing one of the preset options from the drop down menu, I can simply click the snooze button and this will snooze the email for my default amount of time, which in this case is four hours. I can change my snooze settings in my Account & Preferences. If I go to the Date and Time menu, I have all my different time interval presets here. And if I want to change my default snooze time, I could create a new snooze preset here by turning this on. And I'm going to change this to two hours, and then I'm going to choose the ‘set as default.' So now when I click that snooze button, by default, my messages will snooze for two hours. I can also change the default times and durations for my other snooze options.
On the right hand side here, I have the option to adjust time presets to snooze my emails only to working hours. And if I enable the snooze option, now, my messages will always snooze to my working hours and days that I've set up here. I can change the hours within which I work and the days that I work. So for example, if I snooze an email on Friday afternoon, instead of it appearing on Sunday in two days, it would actually not appear until Monday morning.
Snoozing emails is a quick and easy way to organize and clean up your email inbox, and it will help to reduce the email anxiety that can happen when you have lots of emails just sitting in your inbox building up, just hanging out. It's also a really handy tool for not forgetting about emails that you still need to take action on later.
Video transcription
Hello, it's Paul with Mailbutler here, and in this video I want to show you Mailbutler's Tasks feature, which allows you to create tasks and attach them to an email or a contact right inside your inbox.
Let's assume I've received this email from Willi, who is a new potential client for me, and in the email, Willi is requesting that I prepare a quote for a two day virtual workshop that I email to this address so that I don't forget. I'm going to create a Task.
To do that, I'm going to open the Mailbutler Sidebar, and on the Messages tab here, I'm going to click the task button. I'm going to type my task and I'm going to click this button here to set a reminder, which I'm going to set to be due in two days.
Besides email task, Mailbutler also lets me create tasks on contacts. Now, in this email, Willi has told me that she has a team of 200 people, so she could be my biggest client yet. And to make sure I'm really well prepared to close this deal, I want to create a task to do some research. I'm going to do that on the contact by clicking on the Contact tab up here, and then click the create task button.
Mailbutler's Tasks feature is very powerful when it comes to setting follow-up reminders. For this, Mailbutler has a Quicktasks feature which allows you to set a follow-up reminder in just two clicks. I've now prepared my quote for Willi based on my first task, which is to prepare a quote for the two-day workshop. Now, before I hit send, I want to create a follow-up reminder to follow up with Willi if I don't get a response to this email in seven days. To do that, I'm going to open the Mailbutler Sidebar inside the compose window, and if I click on this arrow next to the task button, I can choose to create a follow up task. And you can see here a task follow up with my email subject is created. Now I'm going to click on the date here and I'm going to choose to get this follow up reminder in seven days. And because I only want to receive this reminder, if I don't get a response, I'm going to click on the automation button, and if I receive a reply, I'm going to choose to set this task to be completed.
I can change the default behavior for my follow-up tasks if I receive a reply in my Mailbutler Preferences. If I go to the automations tab up here, I can choose if I receive a reply to an email, I can delete the task, remove the reminder, or set to completed.
Do you work in a team? If so, it might be beneficial for you to share an email task with your colleagues. When looking at this email, this task icon indicates to me that there is a task attached to this email. If I want to share this task with other members of my team, I can do that by opening the Mailbutler Sidebar. If I go to the Messages tab and go down to my task, I can click the share with button to share this with my colleagues, and they will automatically get access to this shared task or note.
To see an overview of all of your tasks, simply open the Mailbutler Dashboard, and on the Tasks tab you can see a summary of all of your tasks. At the top. You can use the filters to search or sort your tasks how you like. If you click on a task, you can change the reminder due date, you can update the task, update the automation, share it with your team, or delete the task. And if you click on the envelope icon, you can open the message that the task is attached to.
Mailbutler integrates with a number of external task services, and after you integrate a service, all of your tasks will automatically show up in that service. And even editing or completing a task in Mailbutler will update in that service, so everything is always in sync. To integrate a task service, go to your Account & Preferences from the Mailbutler sidebar. On the Integrations tab, click on the blue plus button and follow the on-screen instructions to connect your preferred task.
Using Mailbutler's task service, you can keep track of everything that needs to be done, including those important follow up reminders right inside your inbox.
Video transcription
Hello, it's Paul with Mailbutler here, and in this video I want to show you how you can use Mailbutler's Notes feature to attach notes either to an email or to a contact right inside your inbox.
Let's assume I've received this email from a potential new client, Willi Farber, and Willi has told me she's interested in a two-day virtual workshop for a team of 200 people. Now I want to record this information, so I'm going to open the Mailbutler Sidebar, and then under this messages tab here, I can click this note button to store my information.
Besides attaching notes to the email itself, I can also attach notes directly to the contact, and you can learn about Mailbutler's Contacts feature in a separate video.
Now in this email, Willi has told me that she's on vacation for the next seven days. This is useful information that it's going to help me to follow up at the right time and improve how I manage my relationships. So I'm going to click the note button and I'm going to write my note ‘on vacation for seven days.’ These small notes will improve your customer relations by showing people that you really care and think about them.
I can also share these notes with members of my team. For example, if I want to share the details of this email note, I can click the share button here and share this with members of my team.
To see an overview of all of my notes, I can open the Mailbutler Dashboard. On the Notes tab, I can see my recent notes, which I can filter if I only want to look at notes linked with a contact or with emails. I can also change how my notes are sorted. If I click into a note, I can update it or I can click the trashcan to delete it. And down here I can click either the contact or the email to see the email that the note is attached to. And if I click show message in Apple Mail, I can open that specific email.
Mailbutler integrates with a number of third party note services, so when you create a note, it will automatically appear in that service. And if you edit the note, it will automatically update the note in that service so everything stays in sync. To integrate Mailbutler with a note service, open your Account & Preferences, and then on the integrations tab, click the plus button and choose your preferred service and follow the onscreen instructions to set up the integration.
I find it really useful to attach notes to emails directly if I need to remember important information, or remind myself about important action steps, or I can put notes on the contact directly to store information that's going to help me to better manage my client relations.
Video transcription
Hello, it's Paul with Mailbutler here, and in this video I want to show you the contact feature. This feature gives you access to a customer relationship management system or CRM right inside your inbox. And it was made with the idea of helping you to improve your customer relationships, enabling you to increase customer loyalty and retention.
Let's assume I've received an email from a new potential client, Willi Farber, and I haven't yet created a contact in my Mailbutler contacts. So what I'm going to do is I'm going to open my Mailbutler Sidebar, and on the Contacts tab, I can click this button to create a new contact.
Mailbutler will create a contact with the person's name and their email, and if I click this pen icon, I can edit and add to this. For example, I can add more details here and I'm going to add her company name. I can also add information specific to Willi by adding more details and choosing other, and I can give this custom field a label, like team size, and then I can put in the details: ‘200’.
I can then share the details of this contact with my team. I can either choose to share the entire contact, and if I click this icon, I can choose who I want to share this contact with, or if I only want to share specific details, I can click the share icon next to each of these fields to share just that piece of information.
To better manage your relationship with this contact, you can create a note or create tasks on the contact and share these with your team - and you can learn about these features in separate videos.
Now, Willi has mentioned that she needs training for 200 people, so she could be my biggest client. So I really wanna make sure I am well prepared to close this deal. So what I'm going to do is I'm going to create a task to remind myself to do some research. Besides the task, I can also create a note, and again, you can learn more about this feature in a separate video.
Now Willi's email also contains some personal information that might be useful for me in the future when following up and maintaining this relationship. So I'm going to add a note to this contact, and I'm going to say on vacation for seven days. And these small notes really help to demonstrate that you care and think about your contacts.
Notes and tasks can also be shared with your team by clicking the share button here, or on the task here, and then I can choose who I want to share these tasks with.
Mailbutler can show me when is the most effective time to try and contact this person. Mailbutler's smart algorithm calculates when they are most likely to open an email, and the more I interact with the person, the smarter this becomes. And Mailbutler calculates this for every single contact individually.
This information is extremely important as it really helps me to follow up at the best time. For example, in this case, it's going to help me work out what's the best time to try and follow up and call Willi. I can also see how long it typically takes this contact to open my emails and how long it takes them to reply. And these times here are displayed in my local timezone. As I'm in New Zealand, and Willi is in the UK, I can see that Willi is typically answering her email quite early in the morning for me.
At the bottom of the Sidebar, I can see the message history with this contact, so I can check this to see when my team last reached out, or to check when I last emailed this person. And I can click any of these messages to bring up the email in Apple Mail.
I can view a list of all of my contacts in the Mailbutler Dashboard. If I open the Contacts tab, I can see my contacts here, including a count of how many notes and tasks are related to each contact. I can filter and sort my contacts from here, and I can simply click on a contact to open it.
I can also import contacts if I click on the gear icon down here and open my Account & Preferences under the integrations tab. If I click the plus button, I can then connect a number of third party contact services to quickly import all my contacts to Mailbutler.
Managing your client relationships has never been so easy by having everything you need in one place right inside your inbox.
Video transcription
Hello, this is Paul with Mailbutler, and in this video I want to show you how you can create your own super slick, extremely professional email signature using Mailbutler. As you know, having a professional email signature is really important for business communication because it represents your brand and your business. Fortunately, it's really easy to create a super slick looking email signature using Mailbutler.
To create my email signature, first thing I'm going to do is open up the compose window. And from the signature drop down, I can choose one of my pre-built Mailbutler signatures. Now, all of our signature templates have been professionally designed and they're all fully responsive, so they look great no matter what device you're using, whether you're on a desktop like me, or if you're looking at this email on a phone or tablet.
To edit or create a new signature, I can choose the edit Mailbutler signatures option here in the compose window or in the main Apple Mail window, I can open my Mailbutler Sidebar, and then if I click the cog icon, I can open my Account & Preferences. Then I just go down to signatures on the left to create a new signature.
I'm going to click the plus button in the top right hand corner. First thing I'll do is I will give this a name. From this drop down menu, you can choose and select your signature from a range of different options. I'm going to choose the Black Tie one Mail. Butler will then prefill some of the information here on the right hand side from your Mailbutler profile. So check the information and you can edit or remove any of these fields. For example, if I don't want to include my number, I could remove that field.
Below your details, you'll find a range of options to add additional information to your signature, including being able to add a button with a link. For example, I could add a button where I could say, book, demo call, and maybe I put in a booking link in there, and you can see, a button has now been added to my signature. I can add other information to my signature, like my address and fax number.
And once I'm happy with the details of my signature, if I go back to the top, I can change the design of my signature to make it consistent with my brand identity. So in the font menu, I can change the font and font size. If I open the color options, if I don't like this purple color, for example, I can pick this color options or I can type in a hex color. Maybe for now I'll choose this blue color for my brand, for the secondary color as well. And then under the social icons, I can change things like the size, the style of my social icons, or if I don't like, I don't want too much color on here, I could choose to use my brand color for the social icons.
So this is looking really good now, but there are a couple of other things I can do to make this signature really shine and stand out. If I scroll down here, you'll find there are options to add a written signature or a logo. I can also change my profile. And here we have options to add either a photo gallery or I can even link to videos. So I might paste in a link to one of my YouTube videos and I think I'll go ahead and add one more. And so you can see down the bottom now, I can easily share content that I've created with people I'm sending emails to.
If you scroll down further, you'll find options to customize your social links, and I can add other options and social platforms if I need to, or I can click the minus button if I want to remove them.
And finally at the very bottom, I can add some closing text. So if I always sign off my email a certain way: have a great day, Paul. And I can even add a legal disclaimer as well. I'm just going to paste in some dummy text there. Once I'm happy there's nothing to save; Mailbutler will automatically save your updates as you go so I can simply close my preferences up. And now if I want to look at my new signature, I'm going to open the compose window. And from the signature options, I can choose my new signature.
Are you using Mailbutler in a team? If so, you're going to love our sharing options. To share my signature from the compose window. If I click in the signature options, I'm going to choose edit Mailbutler signature. I can then click the share button here and I can choose to share this signature with members of my team.
Once I share the signature as the owner or creator of the signature, I'm now the only one that can edit this. On the right hand side, I can click the lock button to lock or unlock specific fields. For example, if I don't want my team to edit the company name or booking details, I can lock those fields, but I can let them change their own details, including their name and email. Once I'm happy with how I've shared my signature, again, I can simply close my preferences and now everyone on my team will have access to the shared signature in their Apple Mail account. I can make changes to this, including changing the design and colors, and everyone on my team will get those changes.
So there we go. That is a little look at how to create a super slick professional email signature that really stands out from the crowd using Mailbutler.
Video transcription
Hello, it's Paul with Mailbutler here, and in this video I want to show you the Message Templates feature. Let me ask you a question.
Do you ever find yourself sending the same email again and again? If so, you can create message templates with personalized placeholders in just a couple of minutes, and you can easily add them to an email with just one click.
Using message templates is one of the best ways you can save time on email, and if you work in a team, you can share these templates with the other members of your team so you are all using the same language and being consistent with your email.
To insert a message template into an email, start by composing a new email and click the message templates button. I can then choose which template I want to use. I'll insert my recipient and then I'm ready to send my email.
To create a new message template, click on the gear icon in the Mailbutler Sidebar, and then go to your Account & Preferences. On the templates tab, click on the blue plus button to create a new template. Start by giving it a name, and you then insert your subject. So I'm going to say ‘your quote is ready’, and you can either type out or paste in your email. And I have a range of formatting options and tools along the top so I can get this email looking exactly the way I want.
Down the bottom here, I've got some custom fields that I can insert into my email. So if I place my cursor where I want to insert the field, I could then insert things like the first name of the person that I'm sending this email to. Instead of saying your company, I could then insert the company name of the contact and this data is pulled from the custom fields of the contact that I'm emailing in my Mailbutler contacts. And we have a separate video about how to use Contacts that you can go and look at. And finally, I might add one more field down the bottom where I'm going to put in the sender's name. Once I'm happy with my template, I can simply close my preferences and everything will be saved.
To use my template again, I'll start a new email and click the message templates button. And now I can use the newly created template. And you'll see your placeholders are filled in as green boxes, but if I put in a person's name like Willi Farber, I can then click the eye up here to preview and see how this email will look when it gets sent. So you can see Willi's name, the company name and my name have all been filled in. The last thing I'll do is I'll change some of these other remaining bits of data and then I can send my email.
Do you work in a team? If so, sharing these message templates with other members of your team is a great way to make sure that you're all using the same tone of voice in your emails. To share your message templates, simply go back to the template editor and click the share button where you can choose who on your team you want to share the message template with. And now they will have the option to use this message template when composing an email.
From now on, you don't have to waste any time typing out the same email again and again, nor do you need to store your templates in a separate note or document. You can save time by quickly adding templates directly to an email with one click.
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