Using Microsoft Outlook


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If you need some great tips on using Microsoft Outlook, feel free to take a look at the presentation I presented to the CFDD Orlando & Tampa Chapters last year.

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Using Microsoft Outlook

  1. 1. Using Microsoft Outlook By Jacob J. Hanselman, III CCE Corporate Credit Manager Wiginton Corporation
  2. 2. Getting Started <ul><li>Using Microsoft Outlook can help you: </li></ul><ul><ul><li>Organize Files </li></ul></ul><ul><ul><li>Keep an updated list of your contacts. </li></ul></ul><ul><ul><li>Schedule Appointments </li></ul></ul>
  3. 3. Contacts
  4. 4. Entering Contacts in Outlook <ul><li>With Contacts, you can keep detailed information on each of your customers, family or friends. On the right, you’ll find a sample of the Detailed Address Cards </li></ul>
  5. 5. Adding a New Contact <ul><li>To add a new contact, click on New at the top left corner of the screen </li></ul>
  6. 6. Adding a New Contact <ul><li>After clicking on New , the following screen appears. </li></ul><ul><li>Click on the General Tab </li></ul><ul><li>Enter the full name of the person you want to add to your contact list. </li></ul>
  7. 7. Enter the full name of the contact including their middle initial. Enter the title of the contact. Enter the name of the person’s company / employer Adding a New Contact
  8. 8. <ul><li>Microsoft Outlook allows three addresses per contact: </li></ul><ul><ul><li>Business Address </li></ul></ul><ul><ul><li>Home Address </li></ul></ul><ul><ul><li>Other Address - I’ll usually list a customer’s P.O. Box in this field. </li></ul></ul>
  9. 9. Sorting Contacts <ul><li>Once you’ve entered this information, Outlook will sort it five different ways. </li></ul><ul><li>- Last Name, First Name </li></ul><ul><li>- First Name, Last Name </li></ul><ul><li>- Company </li></ul><ul><li>- Individual followed by Company </li></ul><ul><li>- Company followed by Individual </li></ul>
  10. 10. Phone Numbers <ul><li>After entering the contact’s name, you can then enter up to 19 different phone numbers for each contact. </li></ul>
  11. 11. E-Mail Addresses <ul><li>You can enter up to three e-mail addresses per contact </li></ul>
  12. 12. Using Microsoft Outlook <ul><li>Categories </li></ul>
  13. 13. Categories <ul><li>Microsoft Outlook Allows you to create an unlimited number of categories. </li></ul><ul><li>With Categories, you can sort your contacts by multiple criteria. </li></ul>
  14. 14. Sample Categories COO Corporate Administration Mgr Corporate Controller Corporate Credit Manager Corporate Officer CPA Credit Manager Credit Reference (s) Credit Report (s) Customer (s) Design Manager Designer Directing Officer Director of Business Development Director of Production Director of Purchasing Distribution List (s) District 4 District Manager Dunn & Bradstreet Report (s) Emergency Service Employee Estimating Executive Vice President Family Father-In-Law Favorites Field Superintendent Finance Director Financial Manager Florida House Member Florida Senate Member Br 32 – Ft. Myers Br 40 – Tampa Br 50 – Medley Br 60 – West Palm Beach Branch Manager Break Room Builders & Lenders Group Business Business Development Officer CBA CBF CCE CEO CFDD CFDD Board of Directors CFDD Potential Members CFO Chairman Chief Information Officer Chief Operating Officer Christian Clerk of the Court COD Collection Agency (s) Collections Committeeman Community Manager Competition Comptroller Conference Room Contract Superintendent Controller A/P – 1st Contact A/P – 2d Contact A/P – 3rd Contact A/R Review AA – Contracts AA – Inspections AA – Service Accounting Assistant Accounting Manager Administrative Asst Administrative Dissolution Administrator Air Conditioning Associate Designer Acct Comptroller Asst Controller Asst Credit Manager Asst Secretary Asst Treasurer Attorney Board of Directors Bonding Company (s) Bookkeeper Br 06 – Pompano (QF) Br 10 – Jacksonville (QF) Br 10 – Jacksonville (WF) Br 12 – Gainesville Br 14 – Pensacola Br 20 – Sanford Br 21 – Pompano Br 24 – Melbourne Br 28 – Daytona
  15. 15. More Categories Sales Rep Secretary Senior Designer Senior Engineering Technician Senior Vice President Service Service Administrative Asst Service Manager Service Operations Coordinator Service Technician Sheriff’s Department (s) Sister-In-Law Small Claims SP – Alain Nodar SP – Alan Tick SP – Armando Lendian SP – Bill Larue SP – Billy Giles SP – Bob Lyle SP – Brian Crawford SP – Brian Epstein SP – Brian Grabenhorst SP – Brian McKeever SP – Carl Uttaro SP – Charles Bell SP – Cliff Lore SP – Dan Kennedy SP – Dana Hoyt SP – Dave Hardy SP – David Ray SP – Dean Brugger NACM NSF Check (s) NTO (s) OCREC Office Administrator Office Manager Operations Operations Manager Partner Payment Schedule Payroll Specialist Pending Credit App Personal Personal Guarantee Personal Administrator Phone Calls Plans Coordinator Pool Contractor (s) Precinct 413 {resident Project Administrator Project Executive Project Manager Promissory Note (s) Property Maintenance Property Manager Purchasing Supervisor Quality Fab & Supply Safety & Training Coordinator Safety Director Sales Consultant Foreman General Contractor General Counsel General Manager Gifts Goals/Objectives Harris Kline & Associates Help Desk Holiday Holiday Cards ICPC Ideas Inspections Inspections Coordinator Inspections Manager Insurance Adjuster International Judicial Department Key Customer Klein & Associates Litigation Loan Officer Location Manager Mail Room Manager Managing Partner Marketing Mediation Miscellaneous Mortgage Broker Mother-In-Law
  16. 16. More Categories U.S. Ambassador Vacation Vice Chairman Vice President VIP Waiting Warehouse Lead World’s Best Wife Young Republicans SP – Robert Cariveau SP – Ron Theison SP – Roxana Lee SP – Ruben Gallardo SP – Sean Malone SP – Sidney Forin SP – Steve Dibble SP – Steve Jones SP – Tommy Durham SP – Travis Brewer Speaker Status Stipulation Agreement Stock Lister Strategies Superintendent Suppliers System Administrator System Support TAX ID #’s Terminated Time & Expenses Title Company Training Room Treasurer Trustee Twig Manager SP – Gary Anderson SP – Greg Toledo SP – House Account SP – Jerry Bates SP – Jim Erwin SP – Jim Merting SP – Jim Wells SP – John Coleman SP – John Cullen SP – John Mallard SP – Jorge Martinez SP – Justin Edwards SP – Ken Murray SP – Kenny Ballard SP – Kim Wilkins SP – Mark Erickson SP – Mark Galavan SP – Martin Cruz SP – Orlando Smith SP – Owen Teruel SP – Pat Cordi SP – Paul Johnson SP – Phil Endicott SP – Randy Agee SP – Randy Almond SP – Rick Wilcox SP – Rob Tillis
  17. 17. Using Categories <ul><li>When entering a new contact in Outlook, by clicking on categories, you’re given a list of all the various categories you’ve set up. </li></ul><ul><li>You then click on the box of each of the categories relating to your customer. </li></ul>
  18. 18. Selecting Categories Click on Each of the Categories Relating to the Contact
  19. 19. Contacts – Sorted by Category <ul><li>Once you’ve entered all your contacts, click on “View”, “ Arrange By ”, “ Current View ”, then “By Category” </li></ul>
  20. 20. Sorting Contacts by Category <ul><li>Once clicked, the following screen appears: </li></ul>
  21. 21. Clicking on the “+” Expands the Group <ul><li>Sample View by Category </li></ul>
  22. 22. Using Microsoft Outlook <ul><li>Adding Contact Photos to Your Files </li></ul>
  23. 23. Contact Photos <ul><li>Contact Photos – A number of customers have websites which include pictures of the corporate officers. You can make a copy of their picture and insert it in the file. </li></ul>
  24. 24. Contact Photos & Bios <ul><li>If you go to your customer’s website, many provide a picture, along with a brief bio of the individual. </li></ul>
  25. 25. Contact Photos & Bios <ul><li>Right Click on the Picture, roll down and select copy: </li></ul>
  26. 26. Inserting a Contact’s Picture <ul><li>Go back to the contact info sheet and click on the Add Contact Picture icon. </li></ul>
  27. 27. Inserting a Contact’s Picture <ul><li>Once clicked, you will see a file appear under – My Documents or My Pictures . Click on My Pictures </li></ul>
  28. 28. Inserting a Contact’s Picture <ul><li>The Following Screen Appears </li></ul>
  29. 29. Inserting a Contact’s Picture <ul><li>The create a new folder select Create New Folder </li></ul>
  30. 30. Microsoft Outlook – Pictures <ul><li>You can then enter the name, for example… Politicians , and click OK </li></ul>
  31. 31. Microsoft Outlook – Pictures <ul><li>Once you’ve clicked OK, a blank file labeled Politicians appears: </li></ul>
  32. 32. Microsoft Outlook – Pictures <ul><li>Select Create New Folder </li></ul>
  33. 33. Microsoft Outlook – Pictures <ul><li>We’ll add a file for the President, George W. Bush & click OK </li></ul>
  34. 34. Microsoft Outlook – Pictures <ul><li>After Copying his picture you right click and insert it in the file: </li></ul>
  35. 35. Distribution Lists
  36. 36. Microsoft Outlook - Distribution Lists <ul><li>Outlook Allows You to Set Up Groups </li></ul>
  37. 37. Groups – Distribution Lists <ul><li>Setting Up a Group </li></ul><ul><ul><li>Click on File, New, Distribution List </li></ul></ul>
  38. 38. Microsoft Outlook - Distribution Lists <ul><li>Click on Select Members & the Following Screen Appears – </li></ul><ul><ul><li>Double Click on each Desired Member (s) & They’re Added to the List </li></ul></ul>
  39. 39. Microsoft Outlook - Distribution Lists <ul><li>After Double Clicking on the Names, You’re Able to See a List of the Members & Name the Group. </li></ul>
  40. 40. Sending an E-Mail to the Group <ul><li>To Send a Message to a Group, Click on File , New , Mail Message </li></ul>
  41. 41. Selecting Groups for Mail Messages <ul><li>Select the Group from Your Contact List & Click To -> </li></ul>
  42. 42. Contact Details
  43. 43. Contacts - Details <ul><li>The Details screen allows you to enter the… </li></ul><ul><ul><li>Department </li></ul></ul><ul><ul><li>Office </li></ul></ul><ul><ul><li>Profession </li></ul></ul><ul><ul><li>Manager’s Name </li></ul></ul><ul><ul><li>Assistant’s Name </li></ul></ul><ul><ul><li>Nickname </li></ul></ul><ul><ul><li>Spouse’s Name </li></ul></ul><ul><ul><li>Suffix </li></ul></ul><ul><ul><li>Birthday & Anniversary Dates </li></ul></ul>
  44. 44. Contacts - Details <ul><li>In your contact file, click on Details and the following screen will appear - </li></ul>
  45. 45. Contacts - Details <ul><li>By entering the Anniversary & Birthday of the Contacts, their name will automatically appear at the top of the corresponding date in the calendar. </li></ul>
  46. 46. Printing a Phone Book
  47. 47. Printing a Phone Book <ul><li>Outlook will allow you to print a phone book listing each of your contacts in a number of different ways. </li></ul><ul><ul><li>Phone List </li></ul></ul><ul><ul><li>Detailed Phone List </li></ul></ul>
  48. 48. Printing a Phone Book <ul><li>Detailed Phone Book </li></ul>
  49. 49. Printing a Summary by Category
  50. 50. Microsoft Outlook - Inbox <ul><li>All of the e-mails you receive go to your Inbox. </li></ul>
  51. 51. Microsoft Outlook - Inbox <ul><li>There are a number of ways to track & sort your e-mail. </li></ul><ul><li>By sorting your e-mail upon receipt, it’s much easier to find at a later date. </li></ul><ul><li>Outlook allows you to setup an unlimited number of files to sort your e-mail. </li></ul>
  52. 52. Microsoft Outlook - Inbox <ul><li>You Can Set Up Folders in Your Inbox </li></ul>
  53. 53. Microsoft Outlook – Setting Up Folders <ul><li>I’ve set up a number of files in my Inbox including the following: </li></ul><ul><ul><li>Accounting </li></ul></ul><ul><ul><li>Attorneys </li></ul></ul><ul><ul><li>Credit </li></ul></ul><ul><ul><li>Personal </li></ul></ul><ul><ul><li>Phone System </li></ul></ul><ul><ul><li>Spam </li></ul></ul><ul><ul><li>System Support </li></ul></ul>
  54. 54. Microsoft Outlook – Setting Up Folders <ul><li>If you expand the Credit file, you’ll see: </li></ul>
  55. 55. Microsoft Outlook – Setting Up Folders <ul><li>After clicking on Customer (s), you see an alphabetical list: </li></ul>
  56. 56. Microsoft Outlook – Setting Up Folders <ul><li>By clicking on the + next to any of the letters, you expand the group. </li></ul><ul><li>You’ll find an alphabetical listing of the customers. </li></ul>
  57. 57. Microsoft Outlook – Setting Up Folders <ul><li>By Clicking on the “+” Next to the Customer Name, the File Expands </li></ul>
  58. 58. Microsoft Outlook – Setting Up Folders <ul><li>I can easily access a list of Cash Receipts Reports for any given month by clicking on Credit, Reports, Cash Receipts, Fiscal ‘2007, 2007-06 (Jun) </li></ul>
  59. 59. Microsoft Outlook – Setting Up Folders <ul><li>If you want to add a new folder to the file, right click the file when you would like the folder to be placed and the following screen will appear: </li></ul><ul><li>Click on New Folder </li></ul>
  60. 60. Microsoft Outlook – Setting Up Folders <ul><li>Think of the folder as a file inserted alphabetically in your file drawer: </li></ul>
  61. 61. Microsoft Outlook – Setting Up Folders <ul><li>Type in the name of the new folder, then click OK </li></ul>
  62. 62. Microsoft Outlook – Setting Up Folders <ul><li>The folder now appears on the left side of the screen. </li></ul>
  63. 63. Using Microsoft Outlook - Calendar <ul><li>Your Calendar can be viewed by: </li></ul><ul><ul><li>Day </li></ul></ul><ul><ul><li>5 Day Work Week </li></ul></ul><ul><ul><li>7 Day Week </li></ul></ul><ul><ul><li>Month </li></ul></ul>
  64. 64. Using Microsoft Outlook - Calendar <ul><li>A One Page Per Day calendar will appear as follows: </li></ul>
  65. 65. Using Microsoft Outlook - Calendar <ul><li>One Page Per Day </li></ul><ul><ul><li>When viewing One Page Per Day , Outlook is a great tool for keeping track of everything you need to accomplish that day. </li></ul></ul><ul><ul><li>It provides the benefit of allowing you to schedule both work related and personal appointments. </li></ul></ul><ul><ul><li>If you have a regular monthly meeting, such as one of NACM’s Builder & Lender Group meetings, or a CFDD Meeting; you’re able to schedule a recurring appointment which with automatically schedules the recurring appointment (s) on your calendar. </li></ul></ul>
  66. 66. Using Microsoft Outlook - Calendar <ul><li>Lets say you need to schedule an appointment for Friday, July 6, 2006 at 1:00pm. Move your mouse to 1:00pm and double click. </li></ul>
  67. 67. Using Microsoft Outlook - Calendar <ul><li>Once you’ve double clicked, the following screen will appear: </li></ul>
  68. 68. Using Microsoft Outlook - Calendar <ul><li>You’re then able to enter both the subject and location. </li></ul><ul><li>When entering appointments in my calendar, I copy notes from my contact report so they appear when the reminder pops up on the screen. Following is an example: </li></ul>
  69. 69. Using Microsoft Outlook - Calendar <ul><li>Recurring Appointments </li></ul><ul><ul><li>To set a Recurring Appointment, click on File , New , Appointment , and the following screen will appear. </li></ul></ul><ul><ul><li>Click on Recurrence , then select Daily, Weekly, Monthly Yearly, or a particular day of the month. </li></ul></ul>
  70. 70. Using Microsoft Outlook <ul><li>Outlook allows you to adjust the time frequency of your appointments as follows: </li></ul>
  71. 71. Using Microsoft Outlook <ul><li>After right clicking on the time field you can choose the frequency of the appointments by 5, 6, 10, 15, 30 or 60 minutes: </li></ul>
  72. 72. Notes <ul><li>Outlook also provides a note screen that can be used to keep tack of miscellaneous items. </li></ul>
  73. 73. Notes <ul><li>You can keep track of various tasks you would like to accomplish that don’t have a set completion date. </li></ul>
  74. 74. Using Microsoft Outlook <ul><li>Questions: </li></ul>