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You've Got Mail

Learning Outlook is a course all in it's own but there are a couple tips for you in your reorganizing of Outlook to make it work for you the way you work.

If you are using Outlook 2003 for your e-mail and contact management (I don't recommend Outlook 2007 as yet as it still has bugs in it) chances are you are not using it optimally.

For example, if you receive an e-mail that contains information about an appointment or an upcoming class, drag it to your calendar. Depending on the format of the e-mail, often Outlook will auto fill in the appointment information. If it is not properly formatted but contains the date information, it still assists you by setting up the appointment right then as opposed to trying to remember to go back and set it up. By dragging the e-mail, Outlook calendar opens and you simply fill in the information.

If you receive an e-mail that requires you to respond other than a simply reply, drag the e-mail to the task folder. Set the priority and it will show up on your daily task list,ready to take the needed the action.

Set your Task Folder to display Active items only. Also be sure to go up to view and select the Window Pane view that allows you to see the details of why you put it in the task folder in the first place. You will notice that the e-mail is still in your in-box. You can then simply drag it to your client name folder, which I presume you have already set up.

If you haven't done this already (setting up client folders) then right click on the in-box icon and add a folder name. You may want to use the client's name or even better is the property address. The advantage of using the property address is that the number in the address will show up first before letters of the name of your client in your folder list. This way all the clients folders will be first on the list of folders in your in-box.

If you want to add a client folder to your favorite folder list, right click and locate the "Add to Favorite Folder" List. If you receive an e-mail and you need a reminder that you need to reply to it, you can set a reminder to reply to the message. Right-click the message and select Follow Up and then click Add-reminder. If you need to respond by a certain date click the Due By date. It would be best if you designate a particular flag color to those items that need to be responded to.

From time to time I will add to this post so you might want to bookmark it. We all need all the shortcuts we can get.

Please rate this post, would you?

The Real Estate Text Book

Posted by San Diego Real Estate Voice authored by William Johnson on 09/06/2007 04:18 PM

Comments (64)

microsoft outlook 2003, email, task folder, calendar folder

64 Comments on You've Got Mail

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2007

I love OUTLOOK, I have used it for 9 years, and think it is the best contact management out there. I set up a folder for each of my clients and ANY correspondance goes there. When the transaction is finished I drag it to a PAST Client Folder. So if I go back to re-list a house all the data is right there.........no more digging in the basement for files closed in 2000 etc.

I took Pat Zabys class at RE/MAX International convention, I still have so much to learn. I am categorizing all my contacts now. With over 2900, it is taking time.

Any more tips I would love would read.

Hi Missy,I love Pat. I took my first CRS courses from him and he is just great. I wish I had taken his Outlook classes, I had to figure it out the hard way,lol. You are lucky you had his class on this. He is really excellent as an instructor and a great person on top of it. I knew him from Dallas before moving to California.

I also love OUTLOOK. Thanks for the tips I would love to keep learning about OUTLOOK as I am sure that I don't use it to even a fraction of its potential.

William, I like Outlook very much. I use as many features that it has to offer. It makes life a little simpler.

Hi Miriam, Thank you for commenting and I will be following up with new things. There is as you know a lot that can be done but learning all the inside parts of it is very time consuming and we mostly all just use the basic features. But I get into this , it gets very interesting.

Hi Chuck, Thanks for commenting here and anything special or tips that you would like to share I would love to add some more to this post. Too manyneed help and I know it will be appreciated. AR is like the learning channel for me. lol. Everyday something new and wonderful!

William, Pat was using 2007 in the class and loved it. Go figure ? I tried it, hated it and went back to 2003. Why don't you start an OUTLOOK group here. HINT HINT ??

Hi Missy, What a great Idea. If I start it will you help me recruit some members for it. I would bet we could could get lots of great ideas going around?

You are right, I want to bookmark this post. And I just did. I am in the midst of making the most of Outlook, so this came very timely for me.

Yes, I will be glad to help. There are so many features we could use. Now if we could just get Pat blogging.

Missy,I will e-mail him!

Thanks STEVE. We are going to start an Outlook Users group and that will exp[lode with ideas and useful guidlines and tips.

The new group Outlook Users Group is established thanks to you for recommending it! I have to go out on an appointment but will return by mid-evening and maybe you and I could collaborate on this.

Many Thanks again Missy.

I'm using Outlook 2007 and have no problems but I don't use everything like you do...I bookmarked for reference.

Hi William..I am trying to force myself to use Outlook..kicking and screaming! I just can't get used to it.

How does Outlook function compared to Top Producer 7I? That's what I'm currently using. Any thoughts?

Great stuff William! Do you use any real estate add-ins or another contact management/follow up system or just Outlook? Thanks for the tips!

Hi Sally. I started the group Outlook Users tonight and invite you join in. I haven't done anything more than to start to user group. There is much to know about how to organize the group and do the invited to join. I would love to talk to you about all that learned by starting your group.

Hi Paula, Please join out Outlook User group. I was one of the original users of Top Producer. Now I use Outlook exclusively.

HI Bill, Top Producer is a complex program and works very well once you fully understand the training and utilize it. Outlook has a product add on that Pat Zaby markets and and is endorsed by CRS. I am looking into getting access of this add on for the Outlook Users group at favorable pricing. I have a lot of work to do to get the group underway and see the best ways out there to help people optomize their use of Outlook. I expect that we will have some near expert users out there.

To answer your question specifically, the best program for you is......the one you use.

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2007

Do a post announcing your new group and put a link to the group to make it easier for people to find too. And start inviting all your buddies!

William - I absolutely had to bookmark this. You have given some great tips here. I definitely am not using Outlook to its full potential.

Hi Everyone, I will do a post tomorrow but in the interim here is the link to join the Outlook Users Group.

Outlook Users Group

Thanks Sally, I knew that you would know. Many Thanks again.

Hi Marlene, Thanks for commenting and adding to this post. You are invited to join the group and with ope, we will have some great posts to help everyone get the best experience with Outlook.

Bill, I'm in and will help anyway I can. I'll do a post on it too and invite people. Thanks, this will be fun and knowledgable as we share idea's.

You can add me to the wonderful Microsoft Outlook user bunch! I joined the group. I've used TopProducer before for a couple of years; great software, but I reverted back to Outlook for many reasons.

I use Outlook as well and it works great. Plus I synch everything up with my Pocket PC so all my contacts, calendar entries and tasks are current. Just can't see spending more money on a contact management system when Outlook has so many great features.

Big 5! I had no idea I could do things like this. It's bookmarked and rated. Thanks!

Mike in Tucson

Thanks for the great info! I myself am a Top Producer 7i user but keep hearing such good stuff about Outlook. hmmmm. Might need to check it out. TP does get expensive after awhile. I've bookmarked your blog and look forward to future postings.

Are you using the Web version of Outlook in addition to the hard one? I love my Respond program-i'm with Missy though, it's taking a while to get everything converted over. =) My next big project will be to network my Outlook with my assistant-hoping someone will post to the group about their experience in networked Outlook.

I have never used the task option. I bookmarked and joined your new group. I'm afraid I will just be gleaning info as I'm not very up to speed on OutLook.

Hello again,

I Just had to come back to tell you what an awesome site you have... The Real Estate Text Book ... Very nice.

Great advice on using Outlook, for people new to the program there are a lot of tips and tricks to learn the program really well. Thanks.

Bill - thank you - I joined your group and look forward to learning how to use this program even more than I currently do.... thank you so much for your gift of knowledge

Hello Thesa, This will be a collaborative group as we will each share those parts we know best and hopefully by reading all the input into the group, it will almost fully tutorial. One of my ideas to get to guest writers that have particular teaching methods that will periodically guest post. I made contact this morning with one such trainer and his office indicated that he may have an interest and I was instructed to send along my guidelines for the kinds of information that might be useful. Thanks for commenting. I am writing a post to invite other into the group and ask for articles and post on best ideas. Looking forward to working with you and increasing your adaptive abilities with Outlook.

Hello Stephen, Thanks for joining in. I would very much like and I am sure the group would if you would like to share some of your best methods for using Outlook. Shortcuts, tips all would be appreciated. Looking forward to hearing from you.

Claudia, Many Thanks for the compliment. I am just beginning to settle in and enjoy using the site on a daily basis. That means..I have a write a new post everyday and I have so many started and need to finish and polish and get them posted,:-) Many Thanks again for writing. Looking forward to having you as part of the new users group as well. Hopefully we are going to get some great writings in layman's terms that we can all adopt and increase our abilities with OUTLOOK

Hi Fran, in a few weeks to a month,maybe we can help you change that. Once you get used to doing things in a systematic fashion with Outlook, you will become so comfortable, you will wonder how you functioned without it. I think in a short period of time, you and many others will be impressed. Thanks for joining the group and we will try our best not to disappoint you.

Hey Mike thanks for the big 5. It will only get better. With some good guest writers and contribution, thoughts and uses by our members, in no time you will at Full Throttle. Many thanks again for joining the group . Don't be afraid to write a post about anything you think is related that we could all benefit from or help you with.

Hi Leigh Brown. Thanks for your question and in particular about your comments about RESPOND. Missy and I shared a comment about inviting Pat to join the group and I spoke with his office this morning. He does have staff that understands the programs and may be interested. I have to write a proposal for what we are locking for, looking to accomplish ,etc and then Pat will respond to me. We will see.

There is no web version of outlook that I am aware of. there is an ans On-line version of Respond in Beta mode that i am aware of. I spoke with Pat Zaby's office this morning about possibly extending the CRS discount to our group, though many are CRS and would get it anyway. I also spoke about Pat's tips and making them available as well as having Pat ( to include his staff) do Guest Posts from time to time with additions and enhanced offered by Microsoft.

Pat as you know does training seminars on Microsoft office and sells the support materials. Whatever I can get for this group I will do, naturally. I also know of another trainer that may be willing to do some guest posts ,also in layman terms to help the group members.

I do not use the server ( network ) version. I use the single version. They are currently working a beta version of the on-line Respond software. There is no other on-line version of Outlook itself.

I do believe there are a number that use the network version and hopefully we can get some expert advice on that application, how to set it up and what the obstacles or challenges may be.

Many Thanks Leigh for adding your comments here and hopefully we will start getting some good useful posts that everyone will be thrilled with.

Missy, Thank you so much for all you have done and your post is fabulous. I will leave my comments there for you.

Hi Marc, Many thanks for joining the group and please do write a post about why you came back to Outlook from Top producer. Everyone would love to read it. Lets gets it featured? Well, no one listens to me so no influence here, lol

Hello Brad, Welcome and thanks for joining the group.

Hey Stacey, You are so right. Active-Sync really does a great job of keeping me totally organized while i am away from office. I have gone through 6 PDA's already and One PDA PHONE ( Hp6315 ). I now use the Q phone and active sync of course and love it. Appointments, tasks, calendar, and any folders I might need.

Write a post on dropping and dragging a file for sync with your PDA. It would surely be a good read. So many people don't know to do that. If you haven't done it, write a post on how you think you would do it, lol.

Many Thanks Stacey

Hi Sally I am working on a blog post and will add in some new information on the group and also ask for some feedback on an idea I have to expand the group to include all the Microsoft Office Products. I have as Lissy Caulk about this and we will discuss and make a determination if we should expand the group. You are a real dear for helping us get this all underway and hopefully when people get the invite Post, we will also attract some contributing members that will bring get new talent to helping everyone get the most out of their Outlook and the other programs if the members of the group would like that. So doing some contacting around to get some guest Bloggers and experts in the field to contribute.
Many Thanks and stay tuned .

Wow, William! In your first post you pointed out things I haven't been using, like dragging an email to the calendar. I've joined the group, 5ed your post, and bookmarked it. Glad Missy suggested your making it a group.

I always recommend setting up a CMA with Outlook.

Hello Sharon,

Thanks for joining the group and sharing your tip. I will try and explain that tip in my comments back to you. There are other keys that will also prioritize the folder list ( which folder shows up first, second etc. )It is no real big deal but may help someone locate a folder that needs to be seen first on the list. I also use an add on to Outlook that located any e- mail any where in my system. I will write a short post and tell you about it. It is miracle as I think I am storing somewhere in the neighborhood of over 4000 e-mails.

Many thanks Sharon , this should be an interesting group that will enable people do things they didn't realize they could do, at the least to make the Outlook application easier to navigate.

Hi Adam, Would you be so kind as to write a blog on exactly how you go about doing that. It would be great to share that information with the group.

A link back to the post You've Got Mail.

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William, great information! I'm glad I joined this group already!

Hi Diane, I am so pleased that you are a part of the group. We will have lots to share to help everyone sharpen their skill set of OUTLOOK. Welcome Diane !

Oh I have never put a file from my laptop to my PDA but you're right it sure would be easy with Active-Synch.

You know if it wasn't for using Outlook and keeping such great records of all my emails I would be in a world of hurt right now. A few months ago another agent filed a grievance against me for Procuring Cause. Well I had kept every single email with the client and now the grievance committee has over 100 emails that support my case. It pays to keep such records in this business.

Hi Stacy,

Using ActiveSync is marvelous and very easy. You would be so much better off having your contacts synced and accurate to carry on you PDA.

Keeping the e-mails is great to do. One of the little mini courses we will add here is " file/folder management". You may have, from some of my comments to others , heard me mention that I have a little add on program that I will be sharing with the group, that will help you find and organize any number of e-mails instantly. Then they can be ordered up in a particular sequence. In OUTLOOK if you arranged the e-mails by the filter of Conversation, it would put them in order, particularly on a particular thread of a back and forth discussion. All 100 of those e-mails were probably not relevant and most would not be germane to your need. We will get into that in detail somewhere along the line and you will see how you can select exactly what you need for any given purpose.

Oh I do use ActiveSync for my Contacts, Appointments, Emails, and Tasks. Just haven't used the drag n drop feature for files like word documents and such.

Oh Tracy, sorry, I misunderstood.

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2007

William, I too am using Outlook 2007. I like it better the 2003 version. that is just my humble option. Great Idea about the group count me in.

Hello Frank, welcome to the OUTLOOK Users group. I am considering upgrading to 2007 version and hadn't done so prior as my Tech person advised me not to as he said there are still unresolved issues. I have no idea what they are but I have spoken to handful of others and they indicate the program is working fine. So I will be doing that soon.I am looking to discover if there are program discounts available to the group and if so i will pass on my findings. There are general type of discounts like $30 off from Stapes and I saw another $30 off today at Office Depot. I have more in mind a $50 to $75 discount from some possible competitive bidders. We must always avoid the easy discounts of the OEM ( software that comes with a computer purchase) as it is not supported by Microsoft.

There are add-on programs that I will introduce to the group, one is a free one that is extraordinary. So there is going to lots of good reasons to be a part of the group, plus I will try and post every week or so actual training for different aspects of Outlook. I havn't even written about all this as yet but will over the course of the next few weeks.

Glad you are signing on and if you would, how about a post comparing 2003 to 2007 and what strikes you as some of the better enhancements of the 2007 program, even if you only mention the visuals. I would certainly welcome that if you would consider it.

Many thanks again and thanks you for commenting here.

I'm using Outlook 2007 and am happy to report that it finally works to my satisfaction... but ouch... it was rough there until most of the bugs found their way out.

Hi Chuck, Were the bugs worked out by Microsoft or did you have correct them. I heard there were lots of bugs but the company has taken care of most of them.

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William,

isn't amazing the powerful thing about to drag things with Microsoft ? that's a great thing, you can do it with almost whatever software. it is awesome :)

Ray Saenz

Hi Ray, Thanks for commenting here. It is cool! How was your day?

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