Saving Emails for your Files

Services for Real Estate Pros with

EmailMost 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!









Comments (7)

Jeremy Williams
Red Hawk Coaching - Kingwood, TX
Business Coach, Husband, Father, and Dog Wrangler


I love Outlook, but I have been utilizing TopProducer now for a couple of years.  It links all incoming and outgoing emails to your clients and customers and provides tools for reporting email history.  You might check it out if you are looking for a database system with some extras. Great post because I know several agents in my office utilize Outlook.

Nov 05, 2008 07:36 AM
Joel Weihe
Realty World Alliance - Wichita, KS
Helping you to use your VA home loan benefits

Thank you! I have been trying to do this half-heartedly, as I communicate with lenders, buyers, sellers, and agents with email and do like to hang on to my "paper" trail.  This is a helpful easy explanation of how to do that!  I adore Outlook, though I do also have TP but don't like its interface.

Nov 05, 2008 08:22 AM
Diana Turnbloom - Martinez, CA
The Leading Expert in TC Services & Education

Hey thanks Jeremy. We also use Top Producer in our office. The drag about the program is that I can only send out emails using the brokers email, not mine (the coordinator). Also, you have to use a account to utilize the incoming features. But, certainly if you are not adverse to these things it IS a great solution. Thanks for your comment!

Nov 05, 2008 08:23 AM
Stephen Graham
Inactive - Atlanta, GA

This is a good idea for all agents and brokers. One should be consistent and vigilant when saving all e-mails to clients, lenders, attorneys and other agents involving a transaction. Should you ever need to prove something in court, I'm quite certain that your diligence in this matter will earn much credibility.

Nov 05, 2008 08:36 AM
Richard Iarossi
Coldwell Banker Residential Brokerage - Crofton, MD
Crofton MD Real Estate, Annapolis MD Real Estate

Diana,  I do something similar but the last step is to copy the contents of the folder to a CD for archival and storage off my pc.  The full version of Adobe allows you to do that very easily.

Nov 05, 2008 08:38 AM
Brad Andersohn
Executive Director of Education at eXp Realty - Fairfield, CA
ActiveBrad - 707.646.1876

Funny thing....I still save every email!!  LOL~ 

Hope all is well, I'm looking for a good place to send Rod V., I'm sure you heard.  :-(

Nov 05, 2008 03:22 PM
Diana Turnbloom - Martinez, CA
The Leading Expert in TC Services & Education

Hey Brad! Nice to see/hear you again! I did hear about Rod. Wish I could wrap him up in a fuzzy blanket and keep him with me all day to myself!

Nov 14, 2008 02:12 AM