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Learning How To Use Learning How To Use Outlook as an Effective Outlook as an Effective

Marketing ToolMarketing Tool

Presented by Presented by BBill Rosierill RosierRepresenting Net TrekRepresenting Net Trek

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Outlook – Setting Up Contacts

•Open Microsoft Outlook and Click on your “contact button” to get started!

•Under the General Tab (1) you will see all the critical Information about your client!

•Comments (2) section can be used to track referral information, next action, etc.

•Attachments (3) can also be added by clicking on the paper clip. You can attach word documents, PDFs, scanned items, etc. (6)

•You can flag the client file folder by clicking on the flag menu item icon (4) in the menu section.

•The flag associates a date and time (5) with the folder that appears in reminders pop-up.

Greg Schaale Design – 1 Somerset Ct. – Williamsburg, VA 23188 Phone: 757-880-4477 – Email: bill@gregschaale.comMarketing – Custom & Template Websites – (SEO) Search Engine Optimization – Graphic Design – Print & Radio Advertising

Click on Paper clip and insert files – like PDF’s, Word Doc, Images, etc.

Flag record for follow-up…

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Outlook – Setting Up Categories

• The sky is the limit on how you organize your clients by using categories. Just click on the Categories tab (1) at the bottom of the client page.

•Once the category menu is open you can add or delete categories by clicking on the Master Category List button (2)

Categories could be:

• Client’s business type like accountant.

•The town the client is located in

•The month of the client’s birthday

•Services provided by the client – healthcare, etc.

Greg Schaale Design – 1 Somerset Ct. – Williamsburg, VA 23188 Phone: 757-880-4477 – Email: bill@gregschaale.comMarketing – Custom & Template Websites – (SEO) Search Engine Optimization – Graphic Design – Print & Radio Advertising

To setup a category for your client click here

Adding new categories can be done within the category table

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Outlook – View Contacts by Category

• Click on the Contact folder (1) in Outlook to get started!

•Click on the drop down menu (2) at the top of the page.

•For this example, select Category (3) Other options are Company – Location – Category – Follow-up flag, etc.

•Each category will be identified with a category description (4).

•Within the category, you can review all your clients, see which clients are flagged, etc.

•By double clicking on the client you will be taken directly to that folder.

Greg Schaale Design – 1 Somerset Ct. – Williamsburg, VA 23188 Phone: 757-880-4477 – Email: bill@gregschaale.comMarketing – Custom & Template Websites – (SEO) Search Engine Optimization – Graphic Design – Print & Radio Advertising

This table contains all the ways your contact data base can be displayed!

Category shown as the top line in this case the WBN business group!

Flagged items are shown with a small flag and in red if you are late in addressing the flag!

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Outlook - Calendar Reminders

• Use Outlook reminders (1) as your daily follow-up list.

•An Outlook reminder is like having your own personal secretary that keeps reminding you about the clients you need to contact

•Just click on the flagged item (2) shown to the right and you will be taken to the client folder.

•Review the actions to be taken, call the client, and once the flagged item is completed, reset the date for the next action until the project is complete.

•Clear the flag when all the client tasks are complete.

Greg Schaale Design – 1 Somerset Ct. – Williamsburg, VA 23188 Phone: 757-880-4477 – Email: bill@gregschaale.comMarketing – Custom & Template Websites – (SEO) Search Engine Optimization – Graphic Design – Print & Radio Advertising

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Outlook – Activities Folder

• Click on the “Activities” (1) folder that resides within the individual Microsoft contact folder!

•See everything that is related to that email account or client account (2)!

•Example – calendar information – emails both sent/received/in box, etc.

•Everything concerning that client is right at your finger tips.

•You can maintain a complete tracking history on each client.

•Click on any line item within the activity folder and the related calendar, email, etc. will pop-up.

Greg Schaale Design – 1 Somerset Ct. – Williamsburg, VA 23188 Phone: 757-880-4477 – Email: bill@gregschaale.comMarketing – Custom & Template Websites – (SEO) Search Engine Optimization – Graphic Design – Print & Radio Advertising

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Outlook – Other Options

• (A) Send client information via email to someone else – Click on ACTIONS and “select forward as a vCard”. This option will send the entire content of the client folder except for the comments section.

•(B) Forward one of your calendar appointments by double clicking on the calendar event – then click on ACTIONS and then click on “Forward as an calendar”. Just email the information to the attended recipient.

•© All the information gathered in Outlook can be synchronized with your PDA.

Greg Schaale Design – 1 Somerset Ct. – Williamsburg, VA 23188 Phone: 757-880-4477 – Email: bill@gregschaale.comMarketing – Custom & Template Websites – (SEO) Search Engine Optimization – Graphic Design – Print & Radio Advertising

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Outlook – “Detail Folder”• Add your client’s birthday within the detail folder. This field automatically notifies you each year of the client’s birthday!

• Add anniversary dates. This field automatically notifies you each year of the client’s anniversary!

•Other information that can be added within the detail folder are as follows:DepartmentOfficeProfessionManager’s NameAssistant’s NameNick NameTitleSuffixSpouse’s NameBirthdayAnniversaryDirectory ServerEmail Alias

Greg Schaale Design – 1 Somerset Ct. – Williamsburg, VA 23188 Phone: 757-880-4477 – Email: bill@gregschaale.comMarketing – Custom & Template Websites – (SEO) Search Engine Optimization – Graphic Design – Print & Radio Advertising

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Outlook – Define Your Own Data Elements

• Outlook provides you with the ability to define data groups associated with the client.

• In the example shown on the right, I have added the following user defined fields.

Notes on Client:

Referrals Provided by Client:

Sales Coverage Area

• There is no limit to the number of unique fields you can add to the “All Fields Folder”

• The “All Fields Folder” is unique to the client and not global.

Greg Schaale Design – 1 Somerset Ct. – Williamsburg, VA 23188 Phone: 757-880-4477 – Email: bill@gregschaale.comMarketing – Custom & Template Websites – (SEO) Search Engine Optimization – Graphic Design – Print & Radio Advertising

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Outlook - Back-Up and Restore

Greg Schaale Design – 1 Somerset Ct. – Williamsburg, VA 23188 Phone: 757-880-4477 – Email: bill@gregschaale.comMarketing – Custom & Template Websites – (SEO) Search Engine Optimization – Graphic Design – Print & Radio Advertising

Steps to backup your Outlook…

1. Open Outlook

2. Click on Import and Export

3. In the “Create a file of Type:” section Click on Personal Folder File (.PST) – Click on Personal Folders in the file diagram and also check box lower left to include subfolders

4. Click on Next

5. Save Exported File as (Browse) – Setup a Folder on your hard drive or memory stick for backup file – Example C:/OUTLOOK-BACKUP-102508

6. Also in that same section click circle for “Replace Duplicates With Items Exported”

7. Click on FINISH…

8. Note: This backup will backup everything on your Outlook database from Calendar, Contacts, Folders, Email History, etc.

Restoring Outlook from a Backup

1. Open Outlook

2. Click on Import and Export

3. Click on “Import from another program or file”

4. In the “Select File Type Section” - Click on Personal Folder File (.PST)

5. NEXT

6. In the “File to Import” section I normally click on the default setting which is “Replace duplicates with Items Imported.

7. NEXT

8. The backup will start restoring your Outlook files at this time. If you have newer items in your Outlook than what is on your backup they will not be effected.

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Google – Zimbra 3rd Party Software

Third party packagesThird party packages

Both Zimbra and Google synchronize with OutlookBoth Zimbra and Google synchronize with Outlook

For a shared calendar I like both Zimbra and Google (Free)For a shared calendar I like both Zimbra and Google (Free)

Greg Schaale Design – 1 Somerset Ct. – Williamsburg, VA 23188 Phone: 757-880-4477 – Email: bill@gregschaale.comMarketing – Custom & Template Websites – (SEO) Search Engine Optimization – Graphic Design – Print & Radio Advertising

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Zimbra – Shared Calendar

• Zimbra is an Internet based email package that allows you and your businesses associates to share individual address books, calendars, and contacts.

•At a glance, you can view the complete schedule for everyone in your company (1).

•Synchronize Outlook, Zimbra, and your PDA

•Access your email from anywhere as long as you have an Internet connection!

•This product has a very effective virus scanning tool that comes with the product.

Greg Schaale Design – 1 Somerset Ct. – Williamsburg, VA 23188 Phone: 757-880-4477 – Email: bill@gregschaale.comMarketing – Custom & Template Websites – (SEO) Search Engine Optimization – Graphic Design – Print & Radio Advertising

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Zimbra - Address Book!

• Share your address book within your company.

• View your information by category

• View all your information from a single easy-to-read page.

• You decide who you will have access to your address book.

• Eliminate the need for duplicate address books.

Greg Schaale Design – 1 Somerset Ct. – Williamsburg, VA 23188 Phone: 757-880-4477 – Email: bill@gregschaale.comMarketing – Custom & Template Websites – (SEO) Search Engine Optimization – Graphic Design – Print & Radio Advertising

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Google - Calendar

• Many Times I use a combination of the Microsoft Outlook and Google.

•I find both the Google calendar and the Zimbra calendar easier to use.

Greg Schaale Design – 1 Somerset Ct. – Williamsburg, VA 23188 Phone: 757-880-4477 – Email: bill@gregschaale.comMarketing – Custom & Template Websites – (SEO) Search Engine Optimization – Graphic Design – Print & Radio Advertising

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Outlook - Address Book!

• What a resource!

•You can have multiple address books which cuts down on search time.

•Each contact has a brief view showing the major contact information.

Greg Schaale Design – 1 Somerset Ct. – Williamsburg, VA 23188 Phone: 757-880-4477 – Email: bill@gregschaale.comMarketing – Custom & Template Websites – (SEO) Search Engine Optimization – Graphic Design – Print & Radio Advertising

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Google – Chat Web Cam • Google Mail or Gmail offers a chat function which offers a web cam feature for office meetings.

•Since I work out of my home this is a easy way to have weekly conferences with Naved (pictured here) or Greg Schaale.

•For businesses with offices in different locations this is a excellent way to meet.

•You will need a high speed line but the picture quality is very good.

•You will notice my pictures is in the lower right hand corner while the person I am talking with has a full screen shot.

Greg Schaale Design – 1 Somerset Ct. – Williamsburg, VA 23188 Phone: 757-880-4477 – Email: bill@gregschaale.comMarketing – Custom & Template Websites – (SEO) Search Engine Optimization – Graphic Design – Print & Radio Advertising

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Greg Schaale DesignGreg Schaale Design

Greg Schaale Design is a locally owned business serving Virginia Beach, Norfolk, Hampton, Newport News, Williamsburg, Gloucester, Richmond, and the south side of the James River.

Greg Schaale Design offers the following services:

•Custom & Template Website Design

•Marketing Plans

•Brochures

•Print Advertising

•Editing, Proof Reading, Copywriting

•Radio and TV coordination

•Search Engine Optimization (SEO)

•Logo & Brand Identity Design

Greg Schaale Design – 1 Somerset Ct. – Williamsburg, VA 23188 Phone: 757-880-4477 – Email: bill@gregschaale.comMarketing – Custom & Template Websites – (SEO) Search Engine Optimization – Graphic Design – Print & Radio Advertising

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Bill Rosier - BIOBill Rosier - BIO

Greg Schaale Design – 1 Somerset Ct. – Williamsburg, VA 23188 Phone: 757-880-4477 – Email: bill@gregschaale.comMarketing – Custom & Template Websites – (SEO) Search Engine Optimization – Graphic Design – Print & Radio Advertising

Bill Rosier has been in the technology field since 1966. Prior to that time, he was a member of the United States Air Force. Bill has worked for Litton Industries, Dresser Industries, and Halliburton, Barber & Ross.

Since 1966, Bill and his wife Nancy have moved eight times and have lived in Montana, New York, Connecticut, California, Ohio, Indiana, and Maryland and they are now settled in Williamsburg, Virginia.

Bill specialized in the development of manufacturing software. He was responsible for the Information Technology departments at multiple plant locations throughout the United States, Canada, and England.

Bill has two married daughters and five grandchildren, and has been married for 45 years.

This presentation addresses some of the knowledge Bill has garnered for the collection and organization of contacts using  Microsoft Outlook, maximizing the benefits of software like Outlook and Zimbra (Outlook Sync Tool), and Gmail – all necessary tools for the most effective marketing!