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Simplifiy Your Life with Microsoft Outlook!

By
Real Estate Agent with McGraw Realtors

Do you spend time checking more than one email account?

Did you know that the typical real estate agent usually has more than one email address?  When I got into real estate, I was given one by our MLS board and one by my company.  I already had my private one and I also had one through my website.  That's four email addresses! 

Many of us also have a database program.  That means we end up with our contacts stored in the database as well as in our Outlook program or in some other email contact program such as GMail.  You might even find that you are storing email addresses in several areas.  How do you keep all that information organized and in one place?

Why not use Outlook as your centralized gathering point?!Microsoft Outlook

Did you know that you can forward all of your email accounts to your Outlook program?  What this means is that ALL of your emails will come to one place.  I have all four of my emails forwarded so that I don't have to go check each one of them.  As I'm working throughout the day, I keep my Outlook program open and just watch the emails pop in.  That way, I'm always in the know about my business!  And I can respond immediately, if need be.

But wait, there's more! 

YouMailIf you use YouMail with your phone (a very cool program!  www.youmail.com), you can have your alerts set to pop up in your Outlook messages too.  That way you'll have a record of who called and when.  Youmail also allows you to transcribe your voicemails if you upgrade to the paid version.  That way, your voice mail becomes a transcribed email right in your inbox.

And there's one more goody too.  If you use a Smartphone like Blackberry or an Iphone, you can have your emails sent there from Outlook.  That way you're never away from important information you need to know.

And there's more beyond that too!

You can set up Active Rain to notify you when someone comments on your blog.  You don't have to do this and you might not want to do this because you could end up with several hundred comments in your email box when you write a featured blog, but if you're like me, I love knowing when people comment and I'm willing to delete emails and notifications as needed, so I love this feature!  I just had a comment pop in my Outlook email inbox while I was typing this blog.  Someone made a comment on a previous blog I posted.  How cool is that!

You can also set up Facebook in the same way.  Want to keep up with what is going on in your Facebook community?  Just set it up to send you notifications.

And how about those Google alerts you've got set up now?  You need to know whenever someone searches for you or for something you've written on the internet, right?  Those Google alerts will come right into your Outlook and pop up as they happen.  Want to know if anyone is reading about that new listing?  Set up a Google alert for the name of the blog or the address and anytime someone searches for it on Google, you'll know it! 

Outlook organization by Bob Haywood

And finally, there are tools to help stay organized and connected!

You can see that I am using three programs in connection with my Outlook program.  One is called Evernote, which I'll write more about later.  The others are Plaxo and Xobni.  Plaxo and Xobni are must have tools if you really want to be able to stay connected with people and find someone quickly and easily within your email program.

There's one other program that I'm just beginning to use called Eurekaware.  This program is a database that integrates right in with your Outlook contacts.  That way, you don't have two places to have to store client, friend and family contact information.

In conclusion...

If you have Microsoft Outlook and you're not using it, you're really missing a great program that can keep your emails and notifications centralized and organized.  If you don't know how to set up an email to be forwarded, just ask your local MLS board internet person or your company web or IT person.  They are great at walking you through the steps. 

Once you get everything set up, you'll be on the way to living the good life (as Mr. Buffini likes to say)...especially once you get a good junk email filter!  LOL

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Information and content in this blog is original to Bob Haywood

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Contact:
Bob Haywood
Bob Haywood
Owasso, Oklahoma REALTOR®

Tulsa, OK REALTOR®/ McGraw REALTORS®
Bhaywood@mcgrawrealtors.com
(918) 272-7272

Click here to check out the awesome HaywoodHomeTeam website.  The premier greater Tulsa and Owasso, OK homes local informational website for your real estate needs. I also have a great blog filled with tons of information regarding Owasso Homes.

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Comments (13)

Ray Leiva
Notary Public Bellflower ca - Bellflower, CA

You are right!  I have always avoided using outlook, just because I am not familiar with the program.  I have several e mail accounts.  It would be nice to view them all with one click.  It would save me alot of time.

Thanks for the post!

Oct 10, 2009 03:19 AM
Suma Kakani
Northern IL Realtor - Keller Williams Success Realty - Prairie View, IL

Outlook is really good , if you know how to make use of it, it's the best . I'm glad to see you are able to utilize it's features. Have  agreat weekend and thanks for the post.

Oct 10, 2009 03:24 AM
Norma J. Elkins
Elite Realty Group - Morristown, TN
Realtor - Elkins Home Selling Team

I have always used oulook expess - love it!

Oct 10, 2009 03:26 AM
Bob Haywood
McGraw Realtors - Owasso, OK
BobHaywood.com

Ray - I think you'll be surprised how easy it us to setup and use.  It's not even really that hard to set up for forwarding.  Work with your ISP (Internet Service Provider) to get it set up for your email delivery.  Cox Cable is ours.  They're great to help you set it up.

Suma - It really is a great centralized program!  Thanks for the comment!

Norma - I've heard Outlook Express is good too!

Oct 10, 2009 03:29 AM
Charles Stallions Real Estate Services
Charles Stallions Real Estate Services Inc - Gulf Breeze, FL
Buyers Agent 800-309-3414 Pace and Gulf Breeze,Fl.

Have you seen the Pat Zaby program, I have been looking to change from contact management soft ware and just get figure if MS is the way to go.

Oct 10, 2009 03:33 AM
Nyssa Smith
Keller Williams Advantage Realty - State College, PA
REALTOR, State College Area Real Estate

Google alerts!  Now I want more information about that!  I'd love to know when people search one of my listings!

Oct 10, 2009 03:41 AM
Bob Haywood
McGraw Realtors - Owasso, OK
BobHaywood.com

Joyce - I haven't seen that one.  Is it called Pat Zaby or is it by Pat Zaby?  I'm experimenting with Eurekaware right now.  You might check that one out.  It integrates with Outlook.

Nyssa - I'll write a blog about it.

Oct 10, 2009 03:59 AM
Lee & Carol Barbour, REALTORS
Murphy and Hayesville, NC; Hiawassee, Blairsville, Blue Ridge GA - Murphy, NC
Mountain Living Team in Murphy NC and North GA

Great post Bob. We were using Top Producer as our database and Outlook Express for emailing and now use Microsoft Outlook only. We certainly aren't using it to all the advantages and need more training, but are very happy with MO. Look forward to your future post.

Oct 10, 2009 04:10 AM
John Mulkey
TheHousingGuru.com - Waleska, GA
Housing Guru

Bob - I haven't tried Outlook, but it sounds as if I've been missing out. I'll check it out. Thanks!

Oct 10, 2009 04:15 AM
Bob Haywood
McGraw Realtors - Owasso, OK
BobHaywood.com

Lee and Carol - I don't use Top Producer because I didn't want to pay the monthly fees.  I'm working towards keeping everything in Outlook now.  More to follow

 

Oct 10, 2009 04:15 AM
Yvette Gardner
Keller Williams Realty, Spartanburg, SC - Spartanburg, SC

We've used Outlook and love it.  Pat Zaby has a lot of good information too!

Oct 10, 2009 04:16 AM
Temple Callahan
Connect Real Estate - REALTOR / BROKER - Ventura, CA
Search Ventura County Homes For Sale CA

Bob!  Wow, this is a fantastic post.  Thank you very much.  It's an interesting coincidence because I was just telling my husband about Outlook, and how I need to learn how to use it better.  One part of your post REALLY caught my attention: Google Alerts when someone searches for me or searches for something I've written???  PLEASE DO TELL MORE!!

God Bless You!

- Temple Schneider'Callahan

business card

Oct 11, 2009 05:40 AM
Carrie Ann Higgs
Branson House Realty - Branson, MO
Your Key To The Ozarks

Thanks for this great post, I am going to learn outlook this week, hope it helps!

Oct 21, 2009 01:13 PM