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Organizing Contacts in Outlook



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Organizing Contacts in Outlook

  1. 1. ORGANIZING CONTACTS BY CATEGORIES Not for use with Webmail By Marsha Mitchell | Technology Coach | Better Homes and Gardens Real Estate Gary Greene
  2. 2. WHY USE CATEGORIES? Categories is all about TARGET MARKETING! If you send marketing pieces about everything to everyone, chances are you will reach hardly anyone
  3. 3. The challenge is in sending the right piece to the right people………… and focus your energies on those you are most likely to not only open or read it, but also look forward to getting another one!
  4. 4. For example, you would like to share this article and with just your 1st Time Home Buyers.
  5. 5. Are your contacts organized so that you can do so? And it gets even better! The new BHG Greenhouse is loaded with awesome pieces – both digital and print for you to send FREE!
  7. 7. LET’S GET ORGANIZED $$$$ #1. Make sure your contacts have an email address #2. Create your categories by clicking on Category icon on the Menu Bar. Select ALL CATEGORIES
  8. 8. If this is your first time in Categories, your list may all be colors such as Blue, Green, Red etc. You can see some of these have already been RENAMED. a. Check the box next to the color you want to rename b. Click Rename on the Right c. Type in the box the desired text for Category
  9. 9. While you are here, you can go ahead and Rename the color categories and create NEW ONES. A CONTACT CAN BE IN MORE THAN ONE CATEGORY.
  10. 10. CREATING A NEW CATEGORY Click the button called NEW. A pop-up will appear – and you type in the desired name. You can choose a color – or you can select NONE. Categories do NOT have to have a color –it just makes them easier to see.
  11. 11. SAVING CATEGORIES This is the only “heads-up” part in creating Categories. When you click the drop down and start working with the master list – you are actually on a contact record. So if it is your first time, and you create/rename 10 different categories – then all 10 are assigned to that contact unless you uncheck the ones that do not apply before saving it. Note others are unchecked before clicking OK. Categories are saved.
  12. 12. HOW DO I KNOW WHAT CATEGORIES TO CREATE? Everyone’s list will be different according to the pieces to be sent out – and according to the different ways people think. Some basics might include: Family Sphere Buyers Sellers Past Clients Homeowners Association Church Tennis/Golf Vendors Gary Greene Agents Co-op Agents
  13. 13. HOW DO I KNOW WHAT CATEGORIES TO CREATE? If you are looking at some of the marketing pieces – that would also help identify some categories. Others might include: Investors Expireds FSBO Renters Seniors Single Female Will depend on what you want to send out…. This is just one screen shot of many pieces offered.
  14. 14. #3. ASSIGNING CATEGORIES TO YOUR CONTACTS Now the fun part! 1. Open the Contact Record 2. Click the Categorize Icon 3. You can select from the list one at a time – or Click All Categories and multi-select. 4. Click SAVE AND CLOSE WHEN COMPLETE
  15. 15. OPTIONAL SHORTCUT TO ASSIGNING CATEGORIES Another option is (a) get to the Phone List View – (b) Move the Category Field closer to the left margin to view (c) Right click in the Category Field on the line with Contact (d) And you can select the Categories from there without having to open each record.
  16. 16. Congratulations! You have them organized – so what can you do with them?
  17. 17. REMEMBER THE 1st Time Home Buyer Article we wanted to send? Or an update of the mortgage rates? Or a Holiday Card..or… or…. #1. Sort/View Contacts by Category #2. Highlight their names (You can use the Shift Key to multi-select)
  18. 18. #3. Click the email icon on the menu bar.
  19. 19. #4. The email addresses of the selected contact will populate the TO of the message. You will want to move them to BCC #5. Highlight all of the contact emails . Right Click. Select CUT #6. Right Click in BCC and Select PASTE.
  20. 20. #7. Fill in your Subject. #8. Enter your content #9. CLICK SEND. NO MORE DISTRIBUTION LISTS! TARGET MASS EMAILING IN SECONDS!
  21. 21. How does that help you with the BHG GREENHOUSE? #1. You will have contacts and email addresses to import into the Greenhouse. #2. If you do not have your contacts imported into the Greenhouse, you can still use the Digital Marketing center by creating a piece, forwarding it to yourself and sending it from Outlook. But you will not get the advantages of their Contact Relationship Manager including the Opt Out functions.
  22. 22. MANAGING CONTACTS IN THE GREENHOUSE The BHGGreenhouse has a powerful and robust Contact Relationship Manager that you will want to use. You can setup prewritten campaigns, monitor your contacts and marketing from start to finish.
  23. 23. CONVERT LEADS TO CUSTOMERS TO CLOSINGS $$$$ You will want to import your contacts into the Greenhouse - In the meantime: 1. Gather as many contacts and emails as possible 2. Organize them into Categories 3. And be READY TO ROLL!
  24. 24. DIGITAL MARKETING VS PRINT MARKETING This presentation focused on email addresses – but while you are organizing your contacts, you might think about checking/gathering mailing addresses for your PRINT MARKETING PIECES 
  25. 25. Marsha Mitchell Director of Agent Technologies Better Homes and Gardens Real Estate Gary Greene Houston, TX