Using Microsoft Outlook

By Jacob J. Hanselman, III CCECorporate Credit ManagerWiginton Corporation

Getting Started

Using Microsoft Outlook can help you:

Organize Files

Keep an updated list of your contacts.

Schedule Appointments

Contacts

Entering Contacts in Outlook

With Contacts, you can keep detailed information on each of your customers, family or friends. On the right, you’ll find a sample of the Detailed Address Cards

Adding a New Contact

To add a new contact, click on New at the top left corner of the screen

Adding a New Contact

After clicking on New, the following screen appears.

Click on the General Tab

Enter the full name of the person you want to add to your contact list.

Enter the full name of the contact including their middle initial.Enter the title of the contact.Enter the name of the person’s company / employer

Adding a New Contact

Microsoft Outlook allows three addresses per contact:

Business AddressHome AddressOther Address - I’ll usually list a customer’s P.O. Box in this field.

Sorting Contacts

Once you’ve entered this information, Outlook will sort it five different ways.

- Last Name, First Name

- First Name, Last Name

- Company

- Individual followed by Company

- Company followed by Individual

Phone Numbers

After entering the contact’s name, you can then enter up to 19 different phone numbers for each contact.

E-Mail Addresses

You can enter up to three e-mail addresses per contact

Using Microsoft Outlook

Categories

Categories Microsoft Outlook Allows you to create an unlimited

number of categories. With Categories, you can sort your contacts by multiple

criteria.

Sample CategoriesA/P – 1st ContactA/P – 2d ContactA/P – 3rd ContactA/R ReviewAA – ContractsAA – InspectionsAA – ServiceAccounting AssistantAccounting ManagerAdministrative AsstAdministrative DissolutionAdministratorAir ConditioningAssociate DesignerAcct ComptrollerAsst ControllerAsst Credit ManagerAsst SecretaryAsst TreasurerAttorneyBoard of DirectorsBonding Company (s)BookkeeperBr 06 – Pompano (QF)Br 10 – Jacksonville (QF)Br 10 – Jacksonville (WF)Br 12 – GainesvilleBr 14 – PensacolaBr 20 – SanfordBr 21 – PompanoBr 24 – MelbourneBr 28 – Daytona

Br 32 – Ft. MyersBr 40 – TampaBr 50 – MedleyBr 60 – West Palm BeachBranch ManagerBreak RoomBuilders & Lenders GroupBusinessBusiness Development OfficerCBACBFCCECEOCFDDCFDD Board of DirectorsCFDD Potential MembersCFOChairmanChief Information OfficerChief Operating OfficerChristianClerk of the CourtCODCollection Agency (s)CollectionsCommitteemanCommunity ManagerCompetitionComptrollerConference RoomContract SuperintendentController

COOCorporate Administration MgrCorporate ControllerCorporate Credit ManagerCorporate OfficerCPACredit ManagerCredit Reference (s)Credit Report (s)Customer (s)Design ManagerDesignerDirecting OfficerDirector of Business DevelopmentDirector of ProductionDirector of PurchasingDistribution List (s)District 4District ManagerDunn & Bradstreet Report (s)Emergency ServiceEmployeeEstimatingExecutive Vice PresidentFamilyFather-In-LawFavoritesField SuperintendentFinance DirectorFinancial ManagerFlorida House MemberFlorida Senate Member

More Categories

ForemanGeneral ContractorGeneral CounselGeneral ManagerGiftsGoals/ObjectivesHarris Kline & AssociatesHelp DeskHolidayHoliday CardsICPCIdeasInspectionsInspections CoordinatorInspections ManagerInsurance AdjusterInternationalJudicial DepartmentKey CustomerKlein & AssociatesLitigationLoan OfficerLocation ManagerMail RoomManagerManaging PartnerMarketingMediationMiscellaneousMortgage BrokerMother-In-Law

NACMNSF Check (s)NTO (s)OCRECOffice AdministratorOffice ManagerOperationsOperations ManagerPartnerPayment SchedulePayroll SpecialistPending Credit AppPersonalPersonal GuaranteePersonal AdministratorPhone CallsPlans CoordinatorPool Contractor (s)Precinct 413{residentProject AdministratorProject ExecutiveProject ManagerPromissory Note (s)Property MaintenanceProperty ManagerPurchasing SupervisorQuality Fab & SupplySafety & Training CoordinatorSafety DirectorSales Consultant

Sales RepSecretarySenior DesignerSenior Engineering TechnicianSenior Vice PresidentServiceService Administrative AsstService ManagerService Operations CoordinatorService TechnicianSheriff’s Department (s)Sister-In-LawSmall ClaimsSP – Alain NodarSP – Alan TickSP – Armando LendianSP – Bill LarueSP – Billy GilesSP – Bob LyleSP – Brian CrawfordSP – Brian EpsteinSP – Brian GrabenhorstSP – Brian McKeeverSP – Carl UttaroSP – Charles BellSP – Cliff LoreSP – Dan KennedySP – Dana HoytSP – Dave HardySP – David RaySP – Dean Brugger

More Categories

SP – Gary AndersonSP – Greg ToledoSP – House AccountSP – Jerry BatesSP – Jim ErwinSP – Jim MertingSP – Jim WellsSP – John ColemanSP – John CullenSP – John MallardSP – Jorge MartinezSP – Justin EdwardsSP – Ken MurraySP – Kenny BallardSP – Kim WilkinsSP – Mark EricksonSP – Mark GalavanSP – Martin CruzSP – Orlando SmithSP – Owen TeruelSP – Pat CordiSP – Paul JohnsonSP – Phil EndicottSP – Randy AgeeSP – Randy AlmondSP – Rick WilcoxSP – Rob Tillis

SP – Robert CariveauSP – Ron TheisonSP – Roxana LeeSP – Ruben GallardoSP – Sean MaloneSP – Sidney ForinSP – Steve DibbleSP – Steve JonesSP – Tommy DurhamSP – Travis BrewerSpeakerStatusStipulation AgreementStock ListerStrategiesSuperintendentSuppliersSystem AdministratorSystem SupportTAX ID #’sTerminatedTime & ExpensesTitle CompanyTraining RoomTreasurerTrusteeTwig Manager

U.S. AmbassadorVacationVice ChairmanVice PresidentVIPWaitingWarehouse LeadWorld’s Best WifeYoung Republicans

Using Categories

When entering a new contact in Outlook, by clicking on categories, you’re given a list of all the various categories you’ve set up.

You then click on the box of each of the categories relating to your customer.

Selecting Categories

Click on Each of the Categories Relating to the Contact

Contacts – Sorted by Category

Once you’ve entered all your contacts, click on “View”, “Arrange By”, “Current View”, then “By Category”

Sorting Contacts by Category

Once clicked, the following screen appears:

Clicking on the “+” Expands the Group

Sample View by Category

Using Microsoft Outlook

Adding Contact Photos to Your Files

Contact Photos

Contact Photos – A number of customers have websites which include pictures of the corporate officers. You can make a copy of their picture and insert it in the file.

Contact Photos & Bios

If you go to your customer’s website, many provide a picture, along with a brief bio of the individual.

Contact Photos & Bios

Right Click on the Picture, roll down and select copy:

Inserting a Contact’s Picture

Go back to the contact info sheet and click on the Add Contact Picture icon.

Inserting a Contact’s Picture

Once clicked, you will see a file appear under – My Documents or My Pictures. Click on My Pictures

Inserting a Contact’s Picture

The Following Screen Appears

Inserting a Contact’s Picture

The create a new folder select Create New Folder

Microsoft Outlook – Pictures

You can then enter the name, for example…Politicians, and click OK

Microsoft Outlook – Pictures

Once you’ve clicked OK, a blank file labeled Politicians appears:

Microsoft Outlook – Pictures

Select Create New Folder

Microsoft Outlook – Pictures

We’ll add a file for the President, George W. Bush & click OK

Microsoft Outlook – Pictures

After Copying his picture you right click and insert it in the file:

Distribution Lists

Microsoft Outlook - Distribution Lists

Outlook Allows You to Set Up Groups

Groups – Distribution Lists

Setting Up a Group Click on File, New, Distribution List

Microsoft Outlook - Distribution Lists

Click on Select Members & the Following Screen Appears –

Double Click on each Desired Member (s) & They’re Added to the List

Microsoft Outlook - Distribution Lists After Double Clicking on the Names, You’re Able to

See a List of the Members & Name the Group.

Sending an E-Mail to the Group

To Send a Message to a Group, Click on File, New, Mail Message

Selecting Groups for Mail Messages

Select the Group from Your Contact List & Click To ->

Contact Details

Contacts - Details

The Details screen allows you to enter the… Department Office Profession Manager’s Name Assistant’s Name Nickname Spouse’s Name Suffix Birthday & Anniversary Dates

Contacts - Details

In your contact file, click on Details and the following screen will appear -

Contacts - Details

By entering the Anniversary & Birthday of the Contacts, their name will automatically appear at the top of the corresponding date in the calendar.

Printing a Phone Book

Printing a Phone Book

Outlook will allow you to print a phone book listing each of your contacts in a number of different ways. Phone List Detailed Phone List

Printing a Phone Book

Detailed Phone Book

Printing a Summary by Category

Microsoft Outlook - Inbox

All of the e-mails you receive go to your Inbox.

Microsoft Outlook - Inbox

There are a number of ways to track & sort your e-mail.

By sorting your e-mail upon receipt, it’s much easier to find at a later date.

Outlook allows you to setup an unlimited number of files to sort your e-mail.

Microsoft Outlook - Inbox

You Can Set Up Folders in Your Inbox

Microsoft Outlook – Setting Up Folders

I’ve set up a number of files in my Inbox including the following: Accounting Attorneys Credit Personal Phone System Spam System Support

Microsoft Outlook – Setting Up Folders

If you expand the Credit file, you’ll see:

Microsoft Outlook – Setting Up Folders

After clicking on Customer (s), you see an alphabetical list:

Microsoft Outlook – Setting Up Folders

By clicking on the + next to any of the letters, you expand the group. You’ll find an alphabetical listing of the customers.

Microsoft Outlook – Setting Up Folders

By Clicking on the “+” Next to the Customer Name, the File Expands

Microsoft Outlook – Setting Up Folders I can easily access a list of Cash Receipts Reports for any given month by

clicking on Credit, Reports, Cash Receipts, Fiscal ‘2007, 2007-06 (Jun)

Microsoft Outlook – Setting Up Folders

If you want to add a new folder to the file, right click the file when you would like the folder to be placed and the following screen will appear:

Click on New Folder

Microsoft Outlook – Setting Up Folders

Think of the folder as a file inserted alphabetically in your file drawer:

Microsoft Outlook – Setting Up Folders Type in the name of the new folder, then click OK

Microsoft Outlook – Setting Up Folders

The folder now appears on the left side of the screen.

Using Microsoft Outlook - Calendar

Your Calendar can be viewed by:

Day

5 Day Work Week

7 Day Week

Month

Using Microsoft Outlook - Calendar

A One Page Per Day calendar will appear as follows:

Using Microsoft Outlook - Calendar

One Page Per Day

When viewing One Page Per Day, Outlook is a great tool for keeping track of everything you need to accomplish that day.

It provides the benefit of allowing you to schedule both work related and personal appointments.

If you have a regular monthly meeting, such as one of NACM’s Builder & Lender Group meetings, or a CFDD Meeting; you’re able to schedule a recurring appointment which with automatically schedules the recurring appointment (s) on your calendar.

Using Microsoft Outlook - Calendar

Lets say you need to schedule an appointment for Friday, July 6, 2006 at 1:00pm. Move your mouse to 1:00pm and double click.

Using Microsoft Outlook - Calendar

Once you’ve double clicked, the following screen will appear:

Using Microsoft Outlook - Calendar

You’re then able to enter both the subject and location. When entering appointments in my calendar, I copy notes from my contact

report so they appear when the reminder pops up on the screen. Following is an example:

Using Microsoft Outlook - Calendar

Recurring Appointments To set a Recurring Appointment, click on File, New, Appointment, and the following screen will

appear. Click on Recurrence, then select Daily, Weekly, Monthly Yearly, or a particular day of the month.

Using Microsoft Outlook

Outlook allows you to adjust the time frequency of your appointments as follows:

Using Microsoft Outlook

After right clicking on the time field you can choose the frequency of the appointments by 5, 6, 10, 15, 30 or 60 minutes:

Notes

Outlook also provides a note screen that can be used to keep tack of miscellaneous items.

Notes

You can keep track of various tasks you would like to accomplish that don’t have a set completion date.

Using Microsoft Outlook

Questions: