Is there Outlook plugin that makes better notifications of new emails?

[dc2000]

Let me explain my dilemma. I am what you would call an IT person in a small company. We recently switched their office computers to Windows 7, which became a little bit of a learning curve for people there -- mostly due to a somewhat different look of icons on the taskbar.

They use Outlook 2010 for their emails (before they had Outlook Express on XP.) And it is very important for them to read emails as soon as they arrive. The issue is that people don't seem to hear that low chime sound of a new email that Outlook plays and the little envelope by the clock doesn't seem to attract much of attention either.

What I was thinking, is there a plugin or a program that would flash something on the screen or open a large visible window saying something like, "You got new email!" and continue prominently displaying this message until the person actually checks the new message?

 

[DeaconFrost]

Outlook should also display a box in the lower right anytime an e-mail comes in. The box is roughly as wide as the system tray, and an inch or so high (based on screen size).

I'm an IT department of one as well, and my best advice to you is sometimes, the solution isn't a technical one, but a training solution. If they don't hear the chime due to a noisy workplace, then they should see the icon in the system tray. If they can't be bothered to routinely check for new mail by simply looking or maximizing the app, then they aren't capable of doing their jobs. I work with some people who expect to do as little as possible..and sometimes, you just have to force people to put in some effort on their end.

 

[DavidE]

The lower right display box alert is optional.
Check if you have this option enabled.
You can also adjust the alert settings.



The alert volume level can also be adjusted, but that can get complicated for many different users...

 

[dc2000]

Yes. Thanks. I found all those too. The issue with that popup box by the clock is that it goes away pretty quickly.

 

[DavidE]

Did you click on "Desktop Alert Settings..." ?
I can adjust the alert to be displayed up to 30 seconds.

 

[dc2000]

Did you click on "Desktop Alert Settings..." ?
I can adjust the alert to be displayed up to 30 seconds.

Yes, I did. David, I'm dealing mostly with women in their late 50's. They didn't grow up with computers so it's not always easy to explain this for them. Plus the issue is that the screensaver comes up and when they touch the mouse that notification is already gone.

Two follow-up questions:

1. Can I somehow change the new email notification sound? It must be somewhere in the file system as a file, right.

2. Is there a registry setting to extend that 30 second delay to something way longer?

 

[DavidE]

Yes, you can adjust the email notification sound.



I don't know about the 30 second registry setting...

 

[dc2000]

Yes, you can adjust the email notification sound.

Oh, that's very cool. Thanks.

 

[DavidE]

I found this free plug-in that may help you.
I'm not sure if/how to alert for every message, but it's free so you can try it out...
Important Mail Alert for Outlook - see important email notification

 

[DavidE]

Hello dc2000,

Not sure if you're interested in the Notification plug-in, but I played with it and found:
1) It can be easily configured to display an alert for all emails
2) The alert is displayed until the User closes it, or closes Outlook
- The alert is displayed even after a screen saver kicked in, or the PC did a wake-up from sleep

 

[DeaconFrost]

Yes, I did. David, I'm dealing mostly with women in their late 50's.

If I wasn't the lone IT staffer, I'd ask if you worked at my company. Be careful always trying to find a technical solution, because you may end up with an issue or complaint that has no technical solution. I can't stress it enough, that training and education will be the way to go. They're age and technical ability can't be a crutch or a shield they hide behind. If you show them and teach them, they'll get it. You may end up drinking more, but these "issues" will get much easier in time if you lay the groundwork now.

 

[dc2000]

Hello dc2000,

Not sure if you're interested in the Notification plug-in, but I played with it and found:
1) It can be easily configured to display an alert for all emails
2) The alert is displayed until the User closes it, or closes Outlook
- The alert is displayed even after a screen saver kicked in, or the PC did a wake-up from sleep

Hey, thanks a lot! I was off for a day, so didn't see your post. Very nice find.

 

[Barman58]

With similar situation a few years ago - with the added twist that often the users would actually close Outlook, without realising and thus suffer eMail withdrawal syndrome

In the end I fell back on a small Open Source tray utility PopTray , quite well featured, plus plug-in architecture, and still available, the source code is also available so could be adapted to suit

It's obviously quite an old program that has not been updated for some time but it works with Windows 7 so it could be an option - or something more recent with the same sort of design

 

[dc2000]

With similar situation a few years ago - with the added twist that often the users would actually close Outlook, without realising and thus suffer eMail withdrawal syndrome

In the end I fell back on a small Open Source tray utility PopTray , quite well featured, plus plug-in architecture, and still available, the source code is also available so could be adapted to suit

It's obviously quite an old program that has not been updated for some time but it works with Windows 7 so it could be an option - or something more recent with the same sort of design

Hey, that's a good tool too. Thanks! And, yes, I'm so familiar with the problem of closing Outlook. I actually posted a separate question about it on this forum

As to what DeaconFrost said, I agree with it, except that you can go so far with PC training. I wish I worked in one of those San Francisco start-ups. Unfortunately in my case I'm dealing with people who have a hard time understand what a window is -- in computing sense

 

[Faladu]

Dump the screensavers, screens no longer need 'saved', if that is really making a lot of them unable to see if new emails are available, but yeah I agree that is pathetic laziness on their part, if I am expecting emails, I am obnoxiously checking TOO much if anything.

Outlook itself doesn't have a more obnoxious setting for alerting users: SOUNDS or graphically?

I'd check, but I haven't used/installed Outlook in 11 years, after leaving a job where I had to support the ****** everyday with a fairly robust user base. :sarc: I expect at least $5/hr more if I have to support that ****** again.