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Outlook 101


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Drew Shope of Thrive Social Media's very own Outlook 101 class. Enjoy.

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Outlook 101

  1. 1. Outlook 101…ish Taking the program you already have and making it work
  2. 2. Database Management <ul><li>Stats- </li></ul><ul><ul><li>Realtors who have a method for tracking their database make more per year than those who don’t (from Thrive) </li></ul></ul><ul><ul><li>Follow-up is a crucial part of business- </li></ul></ul><ul><ul><ul><li>Avergage home-buy takes between 9 and 21 months to make the decision… So DO NOT be forgotten </li></ul></ul></ul>
  3. 3. Why Outlook? <ul><li>It’s something . </li></ul><ul><li>Which is better than nothing. </li></ul><ul><li>Act, AgentOffice, Top Producer, etc… all great, but a database is useless if you don’t use it. </li></ul><ul><li>Outlook Can: </li></ul><ul><li>Categorize clients </li></ul><ul><li>Time block </li></ul><ul><li>Have recurring followup reminders </li></ul><ul><li>Tell you when it’s time to leave for an appointment </li></ul><ul><li>Filter important emails from less important ones </li></ul><ul><li>Track your time ROI </li></ul><ul><li>Tell you what you are supposed to do for the next hour </li></ul><ul><li>Remind you to buy an anniversary present </li></ul><ul><li>Make life happy again (seriously) </li></ul>
  4. 4. What we will cover: <ul><li>Email </li></ul><ul><li>Contacts </li></ul><ul><li>Calendar </li></ul><ul><li>Tasks </li></ul>
  5. 5. Email <ul><li>This is the part you probably already use. </li></ul><ul><li>We won’t go into the specifics of how to setup your email account. For the easiest way to get help, type in “(email service) outlook setup’ into google, and you should be able to easily find a walkthrough. For example, typing in “gmail outlook setup’ returns great results (16.5 MM, to be exact). </li></ul>
  6. 6. Email <ul><ul><li>Once setup, there are great ways to manage your email as you receive it. </li></ul></ul>
  7. 7. Email
  8. 8. Email <ul><li>Using filters is the best way to do this… </li></ul><ul><li>- Go to ‘Tools > Rules and Alerts’ </li></ul>
  9. 9. Email <ul><li>- Click ‘New Rule’ … </li></ul>
  10. 10. Email <ul><li>This will allow you to automatically have your emails organized and flagged for important keywords as they come in . </li></ul>
  11. 11. Contacts <ul><ul><li>The (arguably) most important thing that Outlook offers… </li></ul></ul><ul><li>Having all your contacts in 1 database is incredibly important. </li></ul><ul><li>you can import contacts from online email services, other databases, etc, but for most people here, the point is to get your contacts into 1 place… period. Which means your just going to have to spend a few hours entering each person. </li></ul><ul><li>Sorry. </li></ul>
  12. 12. Contacts
  13. 13. Contacts <ul><li>Entering new contacts- </li></ul><ul><li>On the ‘Contacts’ tab, click ‘New Contact’ in the upper-left corner … </li></ul>
  14. 14. Contacts Bringing you to this screen-
  15. 15. Contacts <ul><li>Things to pay attention to: </li></ul><ul><li>- Company </li></ul><ul><li>- Categories </li></ul><ul><li>- Notes </li></ul>
  16. 16. Contacts Sending email to contact category
  17. 17. Calendar <ul><li>Time Blocking </li></ul><ul><li>Using ‘All Day’ appointments </li></ul><ul><li>Drive Times (Lon) </li></ul><ul><li>Reminders </li></ul>
  18. 18. Calendar
  19. 19. Calendar <ul><li>Color code your time- </li></ul>
  20. 20. Calendar <ul><li>Inviting attendees- </li></ul><ul><ul><li>When they ‘accept,’ it automatically puts the event into their calendar. </li></ul></ul><ul><ul><li>Useful if they have Outlook, a hassle if they don’t. </li></ul></ul>
  21. 21. Calendar <ul><li>All Day events- </li></ul><ul><ul><li>A great alternative to the Task List (which drives me crazy) </li></ul></ul><ul><ul><li>The key is to find a system that works for you </li></ul></ul>
  22. 22. Calendar <ul><li>Best Practices- </li></ul><ul><ul><li>Use you’re A, B, and C client lists to dictate your daily activities, then time block accordingly. </li></ul></ul><ul><ul><li>It works really, really well. </li></ul></ul><ul><ul><li>*You have to know where your clients are in the pipeline in that case, don’t you? </li></ul></ul>
  23. 23. Tasks <ul><li>Your To-Do list </li></ul><ul><li>You can set things like the start date, percent complete, estimated delivery, etc. </li></ul><ul><li>Checking off something is a great dopamine hit. </li></ul>
  24. 24. Tasks
  25. 25. Tasks <ul><li>A powerful tool with the tasks is to set recurring reminders- </li></ul>
  26. 26. Tasks Great for monthly email touches, blog posts, birthday cards, etc.
  27. 27. And with that… <ul><li>The key to any database management system is that you use it. It can be an excel spreadsheet or the most expensive Realtor-focused program, but if you never use it, it’s useless. </li></ul><ul><li>Find systems that work for you, efficiently and throuroughly. </li></ul>