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Outlook 2007
- 1. Outlook 2007 Business Development Series Tips & Tricks to Save Time & Improve Your Business
- 2. Resources • CBeCast | www.cbecast.com • CB Resource Center | www.cbresourcecenter.com • Google | www.google.com
- 3. Outlook 2007 Email • Check Names button – Easy method of addressing email – No need to know actual email address – Automatically searches all address books – Time saver!
- 4. Outlook 2007 Email • Inserting an image – Good file types to insert • JPG • GIF • PNG Only images can be inserted into the – Bad file types to insert body of an email • BMP • TIF
- 5. Outlook 2007 Email • Archiving – Removing data (usually email) from your CBExchange mailbox and placing it into a set of archive folders – Storing Outlook archives on your U drive is recommended • Constantly backed up – no risk of loss • Good accessibility from home & the office
- 6. Outlook 2007 Calendar • Setting recurrence on an appointment – Use recurrence to duplicate an appointment on a set schedule (e.g. caravan is always Thursday at 9:00 am) – Appointments can recur daily, weekly, monthly or annually
- 7. Outlook 2007 Calendar • Linking appointments to contacts – Quickly & efficiently document all appointments with an individual contact – All linked appointments will appear in a contact’s Activities tab We’ll demonstrate this in the next section!
- 8. Outlook 2007 Contacts • Creating a distribution list – A Distribution list is a static list of email addresses in the form of a contact that is used to email everyone on the list at the same time
- 9. Outlook 2007 Contacts • Categorizing contacts – Organize contacts using colored labels – Quickly & efficiently reach out to the entire category – Categorize multiple contacts using the Ctrl key – Contacts can be in multiple categories
- 10. Outlook Contacts • Customizing categories – Using Outlook’s default categories is not recommended – Create categories according to your workflow – there is no right or wrong method – There are no subcategories in Outlook (e.g. vendors plumbers, roofers, etc.)
- 11. Outlook 2007 Contacts • Viewing contacts by category – Easily manipulate all members of a category – Collapse & expand categories to easily find contacts
- 12. Outlook 2007 Contacts • Emailing all members of a category – Quickly & efficiently email groups of people at the same time – This is not an email blast – Categories vs. distribution lists • Both categories and distribution lists are static tools • If all members of a distribution list are in your contacts, do you need a distribution list?
- 13. Outlook 2007 Contacts • Using the contact Activities tab – Activating Contact Linking • Shows Contact Linking in all forms – Linking an appointment to a contact – Linking a contact to another contact • Keep related contacts connected – Adding a Journal Entry to a contact (e.g. phone call or in-person conversation)
- 14. Outlook 2007 Contacts • Outlook gathers all linked items in the contact Activities tab
- 15. Outlook 2007 Contacts • What is the contact Activities tab? – Your record of all activities and communications with a contact – View items by type or view all – Double-click any item to view details or add comments You get out of it what you put into it!
- 16. Outlook 2007 Contacts • Importing contacts into Outlook – Useful for moving contacts from A to B – Acceptable common formats • Comma Separated Values (CSV) • Microsoft Excel (XLS) • Personal Folder File (PST) • Tab Separated Values (TSV)
- 17. Outlook 2007 Contacts • Exporting Outlook contacts to a third party marketing tool – Single use only – always date your exports – Beware multiple copies – always keep your master contact list in Outlook You may have to – Common formats adjust your column • Comma Separated Values (CSV) headers! • Microsoft Excel (XLS)
- 18. Final Questions?