Jeff's Coaching

Catch Errors and "Anger Management?" - with Outlook

Jeff Graves (Impact Your Sales Now) — Wed, 04 Nov 2009 13:27:03 -0600

(Applies to Outlook 2007 and Outlook 2003)

Have You Ever Sent an Email You Wished You Hadn't?
Here are some ideas to help you catch typos and other mistakes, and handle those "emotionally charged" emails that taunt you to respond.

Catch Errors...
We've all sent out emails with typos. Perhaps it's best to type an email...wait a bit...and then review it again before sending; we'll explore how to you can do this.

Anger Management?...
I have learned (sort of) to WAIT! before I send out an emotionally charged email. However, sometimes it's too difficult to just "let it go"...hmmmm (that's my Yoga hum).

Here are a few options to consider that can save you embarrassment with your clients and possibly heartache.

It starts with those DEFAULT Settings...
Outlook, as well as most e-mail clients, send e-mail as soon as you hit "Send", and that's why we get into trouble. So here's the thought...Instead of sending each e-mail immediately, let them sit in the Outbox. Later (maybe a few minutes or even hours), review the messages one last time and then send them.

You are guaranteed to...
Find small and seemingly unimportant mistakes, but mistakes nonetheless. Plus, letting a message sit for a while, especially if you're angry when you respond, will give you a bit of time to rethink and perhaps, even save face.

OPTION 1: Sleep it off
When responding about an email that has your emotions cranked up...sleep before your send.

OPTION 2: Uncheck the "Send Immediately" box
Outlook is configured to send mail when you click Send in the New Message window. To reset this option so that you control when Outlook sends mail, do the following:

1. From the Tools menu, choose Options.
2. Click the Mail Setup tab.
3. You can uncheck the "Send immediately when connected" box and no matter what account you are using to send your email it will remain in your Outbox until:
> You click Send/Receive or
> the Automatically check email feature kicks in

OPTION 3: More Options
To look at more options - instead of unchecking the "Send immediately when connected" box in OPTION 2 click the Send/Receive button just to the right of that (in the Mail Setup tab).

Under the: Setting For Group "All Accounts" section

1. Uncheck the "Include This Group In Send/Receive (F9)" option.
2. Set the "Schedule an Automatic Send/Receive every..." - change this to maybe every 30 minutes or so to give yourself time to think it over and then review the email again.
3. When done Click Close and then OK.

After unchecking the Send/Receive option, you must remember to click Send/Receive on the Standard toolbar to send mail.

We have a saying here on Maui: "When in doubt don't go out!" this refers to the surf, especially when we have high surf advisories.

We can use that lesson with our email to say something like "When in doubt don't Send it out!". ;-)

I hope you find this tip helpful and that it can help you come across as more professional and understanding.

Jeff

A simple Expense Tracking system using Excel: http://budurl.com/jdzp

Follow me on twitter: http://twitter.com/jeffgraves01
Connect with me on LinkedIn: http://www.linkedin.com/in/jeffgravesmaui
Website: http://www.ImpactYourSalesNow.com

How to Make Scheduling Appointments a Bit Easier. Outlook Calendar Tip

Jeff Graves (Impact Your Sales Now) — Mon, 02 Nov 2009 15:01:15 -0600

Calendar Tip - Viewing non-sequential days side by side

(This applies to Outlook 2007 and Outlook 2003)

Make selecting a date for an appointment easier.
Let's say you have a customer call you and they have certain dates they are available - instead of scrolling to each of those dates and jotting down times that work within your calendar...view each day side by side!

With just a few clicks you'll be looking at those dates, here's how:

Step 1: Start by going to the Calendar view in Outlook, you'll see a thumbnail view of the current month on the left hand side of Outlook .

Step 2: Press and hold the Control (Ctrl) key down as you click on the dates you want to view. As you click the big Calendar to the right will change to show you only those dates.

Step 3: You can even select dates in other months by continuing to hold the Ctrl button down while you click on the arrow to advance to the next month, and still Ctrl, + Clicking on the days.

Note: You can also grab the blue column divider (vertical) and drag it to the right to display more thumbnail calendars.

Try this tip out and let me know what you think.

If you like these tips and they've been useful for you...imagine what a one-on-one session can do to help you save time and streamline your daily or weekly tasks. Contact me today 206-850-9996.

Jeff

A simple Expense Tracking system using Excel: http://budurl.com/jdzp

Follow me on twitter: http://twitter.com/jeffgraves01
Connect with me on LinkedIn: http://www.linkedin.com/in/jeffgravesmaui
Website: http://www.ImpactYourSalesNow.com

Email Follow Up Strategies

Jeff Graves (Impact Your Sales Now) — Tue, 27 Oct 2009 22:08:55 -0500

(Applies to Outlook 2007 and Outlook 2003)

Sometimes I'll receive an email that I need to follow up with and I don't want to forget..these I can tag for follow up in a couple of ways.

METHOD ONE: Adding a Reminder

1. Right-click the message you want to set the reminder for
2. Point to Follow Up, and then click Add Reminder.
3. In the "Flag to:" type your own memo or select from the list available
4. You can skip the "Start date:" if you like
5. "Due date:" select the date when you have to complete the reply.
6. Click the "Reminder" box and select a date and time for follow up
7. Click OK

METHOD TWO: Use Flag Status Sorting

Instead of setting a reminder sometimes I'll just "flag" an email to follow up with. Here's how:

1. Click on the greyed out flag on the far right of the email you need to follow up with - this changes the flag to a Red flag - so it's very noticeable.

2. I'll then sort my emails by "Flag Status". Simply click on the column header "Flag Status" (the column that contains the flags) - done.

This puts all your flagged emails at the top and then lists the remaining emails by date.

When I've completed the action I needed to take I'll click on the Red flag and this marks it as "completed" and places it between the To-do flagged emails and the remaining emails in my Inbox.

I either keep the completed emails if I need to wait for a response...or
> I'll Right click on the flag to change the status to "Clear Flag" (this places the email back into my Inbox in order of date received).

>Or I delete the email

I hope you receive some value from these tips.

Thank you.

Jeff

A simple Income and Expense Tracking system using Excel: http://budurl.com/jdzp

Jeff Graves
JeffsCoaching@comcast.net
206.850.9996

Follow me on twitter: http://twitter.com/jeffgraves01
Connect with me on LinkedIn for more Outlook Tips: http://www.linkedin.com/in/jeffgravesmaui
Website: http://www.ImpactYourSalesNow.com

Question Regarding Surveys and Polling Clients...my response...

Jeff Graves (Impact Your Sales Now) — Tue, 27 Oct 2009 01:13:52 -0500

A question about resources for surveys and polling was posted on LinkedIn...several people provided conventional responses, like:

Survey Monkey
SurveyBob
Constant Contact

However, I think before anyone could really provide the best answer for this person we really nneded to know such things as:

> Where is your audience? (Online, in your database, etc.)
> How are you going to use the data? (presentation, personal use, will you need to have charts, etc.)
> How are you going to "promote" the survey (email, handout, online promotion, print ads, etc.) and
> What type of answers do you need (yes-no, rate 1-10, good, ok, bad, essay, etc.)

Since we did not have the answers to the questions above I thought I would offer a few unconventional and new ways to take Polls and Surveys. After completing my resonse I wanted to share this with ActiveRain members.

Keeping in mind: To get the best results you want to go where your audience (list) is, right? Keep it simple, quick and easy and more people will respond. Of course, you don't want to inundate your audience with polls and surveys...they can get annoying. Plus, if you do take a Poll or Survey, do it with the intent to move your relationship with yoru audience to the next level.

New innovative survey options

1. For simple Yes-no, good-bad, etc. and if your list is in your Outlook database - you could use Outlook and simply use the voting buttons on the email - this can be quick and easy - although not everyone will be able to participate.

2. If your audience is on Facebook you can use create surveys using Quibblo - http://www.quibblo.com/create

3. LinkedIn - of course as a LinkedIn member you can create your own polls http://budurl.com/zzze

4 Twitter there is twtpoll - http://twtpoll.com/

5. Website or blog? (Drive traffic to your website or blog)
Option 1: Easy to use on your own webiste or blog http://www.mystudiyo.com/create

Option 2: Of course if you have a website you can create a form where they can simply check a box and you then dump the results into Excel to run any graphs, statistics you want without limitations like many of the online survey companies.

Hope that helps.

Jeff

I specialize in helping the real estate industry integrate social media, blogging and their website into one cohesive marketing machine.

Jeff Graves
JeffsCoaching@comcast.net
206.850.9996 (Cell)

Follow me on twitter: http://twitter.com/jeffgraves01
Connect with me on LinkedIn: http://www.linkedin.com/in/jeffgravesmaui
Website: http://www.ImpactYourSalesNow.com

Common Problem: I have a contact in my Contacts Folder, but it doesn't appear in my Personal Address Book list...what's up with that?!

Jeff Graves (Impact Your Sales Now) — Thu, 22 Oct 2009 14:56:47 -0500

This applies to Outlook 2007 and Outlook 2003)

In a 3 hour one-on-one training session I had Oct. 21, 2009 with an agent in Chicago we ran accross a contact that did not show up in her Personal Address Book list. I'm sure most of us have expereinced the same thing. Crazy? How about FRUSTRATING!

After some research here's what I've discovered:

Technology doesn't always work, and, doesn't always work the way WE want it to. ;-)

Here's the solution...(of course I can't test this because I've been able to find every
contact I've searched for...DANG! that Murphy's Law).

Source: Microsoft

Any name you add in the Address Book dialog box is added to your Contacts folder. But entries in the Contacts folder are not added to your Personal Address Book.

DO NOT DO THE FOLLOWING WITH EVERY NEW ENTRY!
Since we know that most of the names we enter DO come up when we do a search...follow these steps only for those contacts that do not appear when you do a search.

You must add the contact to your Personal Address Book directly

1. Open the contact you'll be adding so you can quickly copy and paste the data

2. Open your Personal Address Book

Opening your Personal Address Book:
Click on the icon just to the RIGHT of the Red flag and to the LEFT of your "Search address books" box (on your Standard toolbar).

3. Click on "File" and scroll down to "New Entry"

4. Copy and paste all the info from your current contact form into the new one

5. Delete the older contact file

6. Save and close the new contact - you're done.

Please NOTE:
The entry we could not find in our Personal Address Book, we were able to find - every time - when we used the "Search Address Books" search window on your Standard toolbar (which should already be displayed below your menu bar (File, Edit, View, etc)) instead of the "Search All contact Items" box (located in the Contacts view just to the right above the names or column headers.

*********************************************************************************
Remember to send me an email if you have any Outlook questions.

Jeff

Jeff Graves
JeffsCoaching@comcast.net
206.850.9996 (Cell)

Generate more traffic to your blog using twitter...follow me on twitter: http://twitter.com/jeffgraves01
Connect with me on LinkedIn: http://www.linkedin.com/in/jeffgravesmaui
Website: http://www.ImpactYourSalesNow.com

Outlook question: Can I have separate Inboxes; one for work and one that's more personal?

Jeff Graves (Impact Your Sales Now) — Thu, 22 Oct 2009 14:53:06 -0500

(This applies to OUtlook 2007 and Outlook 2003)

Full Question:
I've configured my personal and work email addresses on Outlook and both are working fine. My only issue is that I would like for both to have separate Inboxes. Right now both are being directed to the same (and only) Inbox on Outlook, any suggestions?

One solution:
Create a new subfolder(s) then use a rule to move messages received from one email account (personal) to the appropriate new folder.

It can be that easy.

Remember to send me an email if you have any Outlook questions.

I also run an Outlook User Group on LinkedIn...and have more tips within that group than here. Join us by connecting to me http://www.linkedin.com/in/jeffgravesmaui and then either join or I'll send you an invite after we're connected.

Thanks.

Jeff

Jeff Graves
JeffsCoaching@comcast.net
206.850.9996 (Cell)

Tweeting can generate traffic to your blog...follow me on twitter: http://twitter.com/jeffgraves01
Connect with me on LinkedIn: http://www.linkedin.com/in/jeffgravesmaui
Website: http://www.ImpactYourSalesNow.com

New Bed & Breakfast in Washington...thank you...they've been booked!

Jeff Graves (Impact Your Sales Now) — Mon, 14 Sep 2009 20:23:57 -0500

Thank you so much for showing your support...they have been booked ever sicne they opened just a few weeks ago. http://www.cascadevalleyinn.com/

Need a break from the daily grind?

How about a Romantic Retreat or a Personal Escape?

Immerse Yourself and Relax!

Check out my friends brand new Bed and Breakfast: Cascade Valley Inn

http://www.cascadevalleyinn.com/

Just 15 minutes outside of Leavenworth in Cashmere. They offer the perfect getaway for a romantic retreat, an outdoor adventure or a personal escape. It's close to wine tasting, hiking, skiing, biking and golf.

Enjoy Oktoberfest or the Christmas Lighting Festival in Leavenworth.

This casually elegant Bed & Breakfast is worth checking out.

http://www.cascadevalleyinn.com/

To Tweet or Not to Tweet? Hmmm, better yet...

Jeff Graves (Impact Your Sales Now) — Thu, 10 Sep 2009 19:01:36 -0500

Should You be Taking the Time to Tweet...
Many Realtors and small to medium business owners are struggling to integrate Social Media into their daily routine, they simply have too many things to do and not enough hours in the day.

Your Highest and Best Use...
of your time. Is your time best used tweeting or: meeting with clients, making follow up phone calls, writing thank you cards, handling existing clients needs and handling other marketing activities?

Please don't tell me the best way for you to spend your time is tweeting or adding to your Facebook.

Don't get me wrong...
tweeting and other social media is extremely important and beneficial...however, most can't sit in front of the computer and dedicate the time to tweeting every hour (as an example).

I have 2000 plus followers and every 30 seconds my twitter page - that may have had your message - has just been replaced with 20 other tweets.

What are the odds I saw your one tweet? 10 to 1, 100 to 1, how about 1,000 to 1 - trust me the odds are high. Well you obviously can't be sitting in front of your computer and tweeting about your listings, products or services every hour...that would be foolish...unless that's your job.

That is my job (so I guess I'm not foolish, huh?)
I am a Social Media Account Manager. I can manage everything from A to Z or just what you need help with:

setting up accounts
attracting followers* (twitter listeners), connections (LinkedIn) or friends (Facebook)
daily updates - and hourly updates for twitter
purging your list of unwanted people
creating conversations to generate quality leads
helping to convert leads to clients

If you are serious about your business and what you do, hire a professional to handle your social media for you. Give me a call at 206.850.9996. I look forward to talking with you to answer any questions you may have.

*Note:anyone can attract a bunch of followers on twitter...but the quality of your list is key to getting you the best return. Check any twitter account with 8,000 plus followers and it will have a ton of Get rich quick, MLM'ers and smut. You want listeners not followers! My list would exceed 8,000 followers if I didn't purge it every week or so. Go on, check out my list...http://twitter.com/jeffgraves01...almost all of my followers are real estate agents, real estate companies or people that live on Maui.

Mail merge: Inserting Today's Date (automatically) into a Form Letter

Jeff Graves (Impact Your Sales Now) — Mon, 20 Jul 2009 14:18:40 -0500

This also works to insert the date into any Word document.

(this applies to Outlook 2007 - Outlook 2003 Instructions near bottom)

Outlook 2007 Instructions
To insert today's date and have it automatically do so every time you mail merge with that document follow these few steps:
1. Open your Word document
2. Place your cursor where you want the date to be inserted
3. Click on the "Insert" tab
4. On the far right click on "Date and Time"
5. A window will open - select the format you want
6. In the lower Right hand corner click on "Update automatically"
7. Click OK
8. Then save your template

Outlook 2003 Instructions
1. Open your Word document
2. Place your cursor where you want the date to be inserted
3. Click on "Insert"
4. Select "Date and Time"
5. When the "Date and Time" dialog appears, choose the format you want
6. Click the "Update Automatically" box to insert today's date
7. Click OK

**********************************************************
For a one-on-one or small group training go to
http://www.impactyoursalesnow.com/managing-your-database.html

Jeff graves
Outlook Training for Outlook 2007 and Outlook 2003

Follow me on twitter: http://twitter.com/jeffgraves01
Connect with me on LinkedIn: http://www.linkedin.com/in/jeffgravesmaui
Website: http://www.ImpactYourSalesNow.com

Outlook Tip: Fewer Clicks Saves Time

Jeff Graves (Impact Your Sales Now) — Wed, 17 Jun 2009 19:26:36 -0500

Outlook Email: Quickly Attach a file to an email

(This applies to Outlook 2007 and Outlook 2003)

Ooops!
Have you ever sent an email and forgot to attach the file?
I know I have. If we change the order in which we handle this simple task we can save critical minutes and hours each month.

Fewer Clicks Saves Time
Most of us start with opening a blank email message, type in the recipient, the subject and maybe even the body of the email before we attach our file. Then we click on Insert, Attach, and locate our file within a few more clicks.

Streamline attaching files to emails...
When you are looking at your list of files (i.e. My Documents or your Desk Top) to attach a file to an email follow these 3 steps:

Simply Right click on the file you wish to attach to an email
Scroll to "Send To"
Select "Mail Recipient"

Boom! A new message opens up with the file attached.

"GADZOOKS! that was easy Jeff".

Hey look at the Subject line...it has the file name already listed in it too.

AND look at this...

"The message is ready to be sent with the following file or link attachments:
(File Name here)"

This is automatically inserted into the body of the email.

Just type your message and send!
**********************************************************
For one-on-one or small group training go to
http://www.impactyoursalesnow.com/

Jeff graves

Outlook Training for Outlook 2007 and Outlook 2003

Follow me on twitter: http://twitter.com/jeffgraves01
Connect with me on LinkedIn: http://www.linkedin.com/in/jeffgravesmaui
Website: http://www.ImpactYourSalesNow.com

Using Email Search Folders - Part 2: Create a custom Search Folder

Jeff Graves (Impact Your Sales Now) — Thu, 21 May 2009 03:46:43 -0500

(This applies to Outlook 2007 and Outlook 2003)

This is a powerful feature in Outlook that should be listed under "Best Practices".

1. In Mail view, click on "File" and scroll to New, and then click Search Folder. (Or you can click on the little black arrow to the Right of "New" and scroll directly to Search Folder.)

TIP...
To open the New Search Folder dialog box, press CTRL+SHIFT+P.

2. A new window opens - scroll down to the bottom and click Create a custom Search Folder.

3. Under Customize Search Folder, click Choose.

4. Type a name for your custom Search Folder.

5. Click Criteria, select the options that you want from the Messages, More Choices and or Advanced tabs, and then click OK.

TIME SAVER TIP...
You can get very specific selecting criteria - so it's best to have an idea of what you want your results to be before you create your Search folder.

6. Click Browse, select the folders that you want to be searched (the Personal Folders it the Default selection), and then click OK three times.

NOTE 1:
To change the criteria for a Search Folder, right-click the folder, click Customize this Search Folder, click Criteria, and then change the criteria. The criteria of Search Folders in the Reading Mail group cannot be changed

NOTE 2:
In addition to the default Search Folders, Outlook includes a list of predefined Search Folders. You can customize a predefined Search Folder with your own search criteria.

For some one-on-one or small group training go to
http://www.impactyoursalesnow.com/managing-your-database.html

Jeff graves
Outlook Training for Outlook 2007 and Outlook 2003

Follow me on twitter: http://twitter.com/jeffgraves01
Connect with me on LinkedIn: http://www.linkedin.com/in/jeffgravesmaui
Website: http://www.ImpactYourSalesNow.com

Using Email Search Folders - Part 1: What the heck are they?

Jeff Graves (Impact Your Sales Now) — Mon, 18 May 2009 21:32:20 -0500

(This applies to Outlook 2007 and Outlook 2003)

Search folders are "virtual folders", in other words, they don't actually hold the emails but they contain views of all e-mail items matching your search criteria.

Save CHUNKS fo time...
You may have seen these and really paid no attention to them...Email Search folders. These are handy and can save you chunks of time - allowing you to filter your emails and view them quickly.

Where are the Search Folders?
Go to your Inbox view, look in the Mail Folders area on the left hand side of your screen (in the navigation pane) - now look near the very bottom of your email folders - just above the Archive Folders

Outlook has 3 default search folders already set up for you to use, they are:
1. For Follow Up - any e-mail that you've flagged for follow up appears
2. Large Mail - emails larger than 100KB
3. Unread Mail - All unread e-mail will appear here. If you are using Rules to sort your new Email (which I don't recommend) you should be using this search folder to view your new and unread emails in one location.

In the next Outlook Tip I'll be sharing How to Create Custom Serach Folders.

For some one-on-one or small group training go to http://www.impactyoursalesnow.com/managing-your-database.html

Jeff graves
Outlook Training for Outlook 2007 and Outlook 2003

Follow me on twitter: http://twitter.com/jeffgraves01
Connect with me on LinkedIn: http://www.linkedin.com/in/jeffgravesmaui

http://www.ImpactYourSalesNow.com

Outlook Tip: Changing the default font for Your New Messages

Jeff Graves (Impact Your Sales Now) — Fri, 15 May 2009 02:15:59 -0500

(This applies to Outlook 2007 and Outlook 2003)

In your main Outlook window - with your Inbox displayed - follow these simple steps:

1.On the menu bar click on Tools and scroll and click on Options

2. A new window opens...Click on the Mail Format tab

3. Click Stationery and Fonts - this should open a new window with the Personal Stationary tab displayed

4. Click the button that says Font - under the header New Mail Messages

5. Select your font, size and any other formatting and click OK when done

6. Click OK and then OK again

Tip 1: If you have chosen a font that a recipient does not have loaded on their computer, your font will be replaced with their default settings.

Tip 2: Don't go to crazy with the formatting - make sure it's easy on the eyes (easy to read) and stay away from Caligraphy styles.

More Outlook training available most any time you like on whatever topic you want...just let me know. Go to: http://www.impactyoursalesnow.com/managing-your-database.html

Jeff graves
Outlook Training for Outlook 2007 and Outlook 2003

Follow me on twitter: http://twitter.com/jeffgraves01
Connect with me on LinkedIn: http://www.linkedin.com/in/jeffgravesmaui

Requesting Email Receipts - Part 2

Jeff Graves (Impact Your Sales Now) — Mon, 04 May 2009 19:35:31 -0500

* Not Everyone will Receive Your Request
* How to Ask for a Receipt
* Change Outlook's Default Settings to Give You More Control

(This applies to Outlook 2007 and Outlook 2003)

When someone receives a Request for Receipt they will see the following message in a pop up window:

"Jeff Graves (Name of Sender) requested a read receipt be sent when message ‘Your Request for More Outlook Training' -(the email Subject line)- is read. Do you want to send a receipt?"

You can respond by clicking the Yes or No button. If you choose "Yes" - a receipt will be sent immediately to the Sender; if you choose "No" then no notification sent.

Not everyone can respond...
Keep in mind if someone is using Gmail, EarthLink or some other email program (web based or software) they may not receive your request because their system doesn't recognize the .dat file type that Outlook uses for receipts.

How to Send an Email with a Request for a Receipt

Version 2007:
Open up a blank email, click on Options and select "Request a Delivery Receipt" and "Request a Read Receipt". You may not get a response if the recipient has changed the default settings (following the instructions below) to "Ask me before sending a response" or their system doesn't support the .dat file.

Version 2003:
Open a blank email message, Selct View...then Options from the message's menu. Under Voting and Tracking make sure Request a delivery receipt for this message is checked. Click Close.

How to Select Your Settings when You Receive a "Request for Receipt"
You can change the options regarding request for receipts by

Clicking on the "tools" drop down menu at the top of the Outlook window
Select "options", it will open a dialogue window
Click the "email options" button toward the top right side of this window
Click "tracking options" - this will open another dialogue window
At the bottom of this window you can choose how you want Outlook to handle those requests for read receipts. I have chosen "Ask me before sending a response".

If you are feeling like you need to know more about Outlook...go with that feeling and contact me for affordable one-on-one training. 206.850.9996 or shoot me an email at JeffsCoaching@comcast.net

www.ImpactYourSalesNow.com

Requesting Email Receipts - Part 1

Jeff Graves (Impact Your Sales Now) — Thu, 30 Apr 2009 15:45:11 -0500

What are they and how you should use them?

(Applies to Microsoft Outlook 2003 and Outlook 2007)

Receipts are simply a request for acknowledgement that the recipient received your email. The problem with these is that as a recipient I can choose whether or not I want to send a receipt (acknowledgement) to the person who sent me the email.

When would someone send a Request for Receipt?

Since the recipient has the option to send a receipt or not this should be used when the email is important enough that you want to ask for acknowledgement of receipt. If the email pertains to a transaction I would suggest sending the Request for Receipt even though the recipient may not send the receipt...at least you are doing your due diligence.

· Client-transaction emails - use the Request for Receipt tracking feature much like UPS and FedEx allow you to track packages you've sent. When you have received a receipt from your client - or other parties involved - place it in your clients email folder and/or print a hard copy for your file.

Receiving a Request for Receipt with an email that is of low importance to the recipient, don't expect them to send a receipt.

Part 2 will cover Setting Options, How to Send a Receipt and Your Options for Replying to a Receipt.

Stop wasting time and get some Outlook training at: http://www.ImpactYourSalesNow.com

You Should and Shouldn't Create 2 Contact Folders - Outlook

Jeff Graves (Impact Your Sales Now) — Thu, 23 Apr 2009 15:20:36 -0500

I received the following Outlook question from an agent in Seattle...

How can I create two Contact folders in Outlook?

Before you create another folder consider the following:

* Why perhaps you shouldn't create another folder:

Instead of a separate contact folder could this be a new Category?
When syncing most programs sync with the primary contact folder. Yes there are add-ins you can get to sync sub folders.
Now you have two contact folders to maintain
In some instances you will need to move a contact from one folder to another

* Why perhaps you should create another folder:

If you do not want to sync a large list of names to your cell phone (i.e. Farm list)
It's another way to keep your database segregated

That's another quick Outlook Tip from Jeff.

For more training and tips check out these other resources:

Connect with me on Linked in and join my Outlook Training Tips http://www.linkedin.com/in/jeffgravesmaui
Follow me on twitter: http://twitter.com/jeffgraves01
Website: www.ImpactYourSalesNow.com

Happy Sales.

Should I publish my cell phone texting address? What about control, privacy and security?

Jeff Graves (Impact Your Sales Now) — Wed, 15 Apr 2009 20:30:37 -0500

Bloggers, social networkers and web site owners!

There has been a lot of publicity recently on a variety of real estate blogs, discussions and websites about using Outlook to send text messages to someone's cell phone, I also posted on this topic.

TEXTING IS ALL THE RAGE!

However, after serious thought to this issue (sharing my cell texting address with others) I began to have concerns about control, privacy and security. I sure don't want my cell phone to get clogged with SPAM!

With this texting trend there may be a time in the not to distant future where you and I will be receiving SPAM on our cell phones. Maybe you already are.

DO NOT publish your cell phone text address! Here are three good reasons:

1. You are guaranteed to get unsolicited text messages - like SPAM in your Inbox
2. Depending on your cell phone plan, you may be charged for text messages
3. Privacy and security issues

Is there a solution? Yes. (See the icon on the right "Text Me on My Cell Phone...> > > )

I use a service (5.99 a month) that allows people to send text messages to my cell phone using their web browser. Instead of displaying my cell number on my sites they just click an icon or link (it doesn't display any personal info) and send a direct text message to my phone...without knowing my number. Now that's privacy!

Let's face it, if I have your cell number I can send you a text meesage whether you want it or not.

You can make this "texting" feature available from your website, your blog, and on some of your social networking pages...most anywhere on the internet.

Some agents are using this in their Craig's List ads.

If you want to try it out go to my website and in the lower left hand corner click on the "Text Me on My Cell Phone" icon.

FYI: I use this service for one reason only...it provides my website visitors instant access to me while they are on my website or blog. I have seen an increase in web visitor conversion because of it. However, as with so many businesses there is an opportunity to earn money. I'm telling you this upfront so you don't think I'm trying to sell you something. To my knowledge this is the only service that works this way. I've used widgets...the problem with these is I have to be in front of my computer in order to respond to a web visitors message (they use a IM wiki)...with this service I can be at the beach and respond because the message is coming directly to my cell phone. In fact, I can even log into my account and see my text messaging sessions (a history report).

Outlook: Inbox Sorting by Today's, Yesterday's, and Last week's Mail

Jeff Graves (Impact Your Sales Now) — Thu, 19 Mar 2009 16:31:49 -0500

Some people prefer to have their Outlook email sorted not only by date but also organized in groups by:

Today's Email,
Yesterday's Email,
Last Weeks Email, etc.

This can make viewing your Outlook Inbox is easier on the eyes and not so overwhelming. You may have seen this organized email groups before in your Sent Folder.

How to change your Microsoft Outlook Inbox to group email by: Today, Yesterday, etc.
- Click to be at your Inbox
- Right click on any column header (i.e. From, Subject or received)
- Scroll over "Arrange by"
- Select "Date"

Hope that helps you see your Outlook Inbox and make it a bit more manageable.

Aloha.

Jeff Graves

http://www.impactyoursalesnow.com/managing-your-database.html

Short Sale Vs Foreclosure - a simple comparison

Jeff Graves (Impact Your Sales Now) — Wed, 11 Mar 2009 14:49:36 -0500

I've just posted a "simple" comparison between Short Sales and Foreclosures. This could be useful if you are talking to prospects or even clients who may be in circumstances that would involve a short sale or foreclsoure.

http://www.impactyoursalesnow.com/short-sale-info.html

I hope the homeowners you share this with will find it meaningful and useful because of the simplicity. For agents I hope this is another "give away" that you can use to help generate or convert leads into clients.

Jeff

www.ImpactYourSalesNow.com

A quick tip to: Tackle Your Inbox with Vigor!

Jeff Graves (Impact Your Sales Now) — Wed, 04 Mar 2009 14:46:45 -0600

Organize your Inbox by converting Outlook 2007 e-mail into tasks

When you receive e-mails you need to act on — but not right away — consider turning them into tasks, complete with follow-up reminders.

While you’re working on a report due tomorrow, you stop to check your e-mail. Some of your messages need attention, but you don’t have time to work on them now. You could flag each e-mail for follow-up, but you might end up with an Inbox cluttered with flagged e-mails. You could move all messages to a To-do folder, but by the time you get around to going through them, you will have forgotten why you put them there.

Outlook 2007’s e-mail to task conversion feature provides a third alternative that not only relieves Inbox clutter but also reminds you to follow up on those e-mails. To demonstrate, let’s say you received an e-mail about a new publishing program that you want to check out next week. Follow these steps to convert that e-mail into a task on your calendar:

1. Drag the message from the Inbox list to the Task button on the right
2. In the Task pane, enter a day next week as a start date and end date.
3. Delete any part of the message that does not pertain to the task.
4. Click Save and Close.

Your e-mail is now listed as a task for you to complete at a later date. You can delete the e-mail from the Inbox, if you want.

Have a question?

Are you using or considering Outlook 2007?

Jeff Graves (Impact Your Sales Now) — Sun, 18 Jan 2009 20:49:29 -0600

I'm curious to know if you are using Outlook - or considering it - what are your primary questions about Outlook 2007?

Do you have Technical questions that hinder your decision to use Outlook 2007?

"How to" issues?
What would you like to learn how to do...what is the most important action you want Outlook to do for you? No, not cook your dinner or do the laundry.

Cost Savings?
For example this could be using the internet more instead of direct mail to reduce costs or maybe you are currently paying to have access to your database online...and frankly, you're tired of paying the $$$ each month..

Any comments would be appreciated.

Thank you.

Jeff

www.ImpactYourSalesNow.com

Are you off to a good start this year?

Jeff Graves (Impact Your Sales Now) — Thu, 08 Jan 2009 17:48:47 -0600

New year, new goals, new economy...need a new strategy?

Implement new ideas (that don't cost a ton of money)
Maximize the use of FREE tools on the internet that compliment your business strategy
Work with a partner to help build your business
Simplify, Plan and Execute

My areas of expertise are:

Executing a Business Plan
Many of the business plans I have seen don't get into the specific actions - like writing the letters you'll send out - instead of just figuring out who you'll target and how often.
Marketing Strategies: Is your marketing in line with your objective?
What is your goal with your marketing? Is it to create name awareness? All marketing that includes your name and contact info does that, doesn't it? I would suggest that the primary goal of your marketing would be to generate a quality lead (since all marketing promotes your name). What do you think?
Marketing that Connects: Does Your Internet Strategy connect with your offline marketing?
Often times there is a great disconnect between an agents online and offline marketing strategy - they don't support each other and help accomplish one focused objective.

I've almost completed the development of a new ongoing partnership/coaching program that will provide you with weekly training, planning and then supporting you to execute your plan.

To learn more go to: www.ImpactYourSalesNow.com

Can Your Clients Use This?

Jeff Graves (Impact Your Sales Now) — Mon, 05 Jan 2009 21:10:16 -0600

"Use What?" you say.

With the current economic doldrums many families are looking at the income and expenses...trying to create a household budget.

Although it was designed by agents and for agents...the itemized list of expenses are applicable to many households, and can be easily changed by typing a different expense item.

We have the Budgeted and Actual monthly and year to date amounts displayed side by side for easy comparison.

Again, can your clients use this? Absolutely.

How do you benefit?

An inexpensive gift that'll keep your name out in front of your sphere each week for years to come
It can make your marketing more effective
It can help drive more traffic to your website or blog
Of course, if you used it yourself it could help you manage your income and expenses easily too

You want ROI right? Well it doesn't get much better than this.

You can check it out at: http://www.impactyoursalesnow.com/income_expense_tracking.html

Thank you.

Jeff

PS I can show you how to use this Income and Expense Tracking System to help drive traffic to your website.

Start 2009 on time - don't get behind...

Jeff Graves (Impact Your Sales Now) — Mon, 05 Jan 2009 20:21:08 -0600

As always happens the beginning of the year we make new years' resolutions and often fall short within a short period of time. Well, here's one area you can get on track right now and stay on track quickly and easily...it's fun too!

Can you use this? Can your clients use this?

"What?" you say.

Tracking your Income and Expenses for 2009 (or to help you with 2008). You can even use it for budgeting.

You can check it out at: http://www.impactyoursalesnow.com/income_expense_tracking.html

We appreciate the response we are receiving from the Realtors who have viewed our Income and Expense Tracking System. (We have a short unedited video that shows you how easy it is to use).

As always we appreciate your comments and feedback.

Thanks.

Jeff

Jeff Graves
www.ImpactYourSalesNow.com
JeffsCoaching@comcast.net

Has Your Business Plan Helped Your Business?

Jeff Graves (Impact Your Sales Now) — Sun, 28 Dec 2008 19:29:45 -0600

I'm curious to see how many agents have found (not feel) that their business plan has helped them build their business.

We've had an unusual year so my question isn't pertaining to just 2008. At anytime have you found your business plan helped you accomplish more, increase your business and made you more money?

Before some of you get your feathers ruffled...I'm not against business plans...however, I will be sharing with you my opinion the first week of 2009.

Happy New Year.

Jeff

Jeff Graves
jeffscoaching@comcast.net

Microsoft Office Training & Business Development Partner
www.ImpactYourSalesNow.com