Most of us are using email as a method of communication between team members. I wanted to discuss simple steps to saving this important documentation for your records.
The first thing I do when an escrow is opened is I'll create a folder in my outlook program. By right clicking on "Inbox," select New Folder, then type in the street name of the property, and your finished. You should see a little picture of a folder under your inbox with the property street name.
Now it's easy to drag and drop any emails relating to the transaction into this folder.
Would you like to have any messages AUTOMATICALLY drop into the folder you created? It's easy-you just need to create a formula or rule that tells Outlook what you want it to do with your message.
First highlight your inbox.
Next, click on "Tools" in the upper mid section of the toolbar
Click on "Rules and Alerts"
Click on "New Rule"
In step 1 you will select...
"Move messages sent with specific words in the subject to a folder"
In step 2 you will click on "specific words" (it's linked) and type in the property street name, buyer's last name, escrow number. Remember to hit "add" after each addition!
The next part of step 2 is to click on "specified" folder (it's linked) and select the folder you created for the transaction.
At this point you can hit the "finish" button and be done with the whole business OR you can keep hitting "next" until you get to the "Finish Rule Set up" page.
By selecting Step 2 "Run this rule now on messages already in Inbox" it will seek out and drop kick any emails for that transaction into you nifty folder you created for the transaction!
Hit "Apply" and "OK" and you are good to go!
At the end of a transaction, I'll copy and paste all of the emails and burn it on a disk along with copies of reports, contracts, etc.
Also I move the folder in a "Saved Escrows" Folder I created in Outlook.
Happy Trails my Friends!