Debbie Mayo Smith, International Motivational Speaker
Motivational Speakers, Sales, Marketing, Time Management, Productivity, Technology, Tips

15 May 2015

Your Business Quick Tip Alert
Vol 14 No#105


So You Think You're Using Your Email Contacts Well, Do You?

This is a wee departure from my normal quick tips. Please take the time to read - you'll be glad you did.

I do a lot of small group in-house training. After the session I walk from desk to desk for one-on-one help. What I consider appalling is almost every person I see is ignoring their Contacts. They offer you such value when used.

Just last week one lovely lady showed me her contacts - it was an email folder with emails saved from the people she wanted to keep the details of.

Here is my list of five must do contact actions

1. Create a contact
Just because you start typing their name in the TO column and it autofills does not mean you have that person as a contact. Outlook remembers the last 2000 names you've typed. It's simply auto-completing.
To save someone as a contact in Outlook simply drag and drop the email into your contact folder icon. A new contact will open with their name and email address filled. The text of the email will be in the contact to so just scroll down and drag and drop their other address details into the respective fields.
Watch how in my Outlook Boot Camp video.

In Gmail open the email, hover over the little person icon next to the email address and select add to contacts.

2. All your activity with that contact
Once you have a contact you can click on the activity tab of their Outlook contact (2003-2010) or pull up the little grey bar at the bottom of an email to see the activity in the people pane (2010-13). Activity being emails, appouintments, tasks

In Gmail, when an email is open on the very right side is a small envelope and a drop down arrow next to it. Click the more actions arrow and select recent mail from.

3. Categorise (group)
Outlook contacts are normally viewed in a mini business card format. You can change the view and group them - by company, location, phone for example. Another way is to add categories to your contacts, and view them sorted this way.
You'll find categories in 2003-7 in a little box at the bottom centre of a contact. 2010-13 it's on the home ribbon. You can create as many categories as you like and assign as many as you like to each contact.

Let's stop right here and take in the impact of categorisation. It is stunning. Stunning! All the things you can do it with this concept. Renewal dates, what services they're using, are they a supplier, position, region, what month their birthday is.....

When you sort your contacts by categories, and an individual has been assigned 4 categories, they'll appear in contacts four times.

In Gmail -open a contact and select 'add to groups' which is on the bottom left.

Why is this so great? Your answer is on to the next tip

4. In Outlook you can do a personalised email merge. You can select either all your contacts or to a specific, category (2003-2007 Tools>Mailmerge) in 2010/13 Mailmerge is on the home ribbon.

Sorry no go in Gmail.

5. Bring contacts in and out
You can import database details from an Excel spreadsheet into Outlook Contacts and likewise, you can export your Outlook Contacts into an Excel spreadsheet. It's in the Outlook File menu>Options>Advanced>Export.

In Gmail, go to your account settings>Accounts and Imports>select Import mail and contacts.

Brand New: 12 Week Outlook Productivity Bootcamp
Instead of sending staff out of office or wasting time on webinars, each week they’ll get a personal email from me outlining an email woe, the solution to it and a 1 minute how-to video (like the drag and drop one above). 

Each lesson takes less than 3 minutes:
1. 30 seconds to read the email.
2. One minute to watch the how-to video
3. One minute to locate the function in their own Outlook program. Then hours of time saved per year per employee for your business.

As a double launch special I’ll include three ebooks complimentary with your boot camp: 
Conquer Your Email Overload; Make Your Database Your Goldmine; 101 Quick Tips Effective Communication.

Simply click here to order online https://www.successis/Buy-book/bootcamp.htm  or  download the form and email / fax the form back

Or if you like the personal touch, I'd be delighted to help with anything from small group training (minimum 6) through to conferences. Have a look below to see when I will be in a town close to you.

  1. Effective use of Cloud, Smartphones, software
  2. Email easing your pain, enhancing your gain
  3. Powerful presentations proposals people that sell
  4. Conquer your email overload
  5. Effective communication
  6. Database marketing

Email me directly now or fill out the Speaking Quote before you lose your date.
Debbie Mayo-Smith brief outline

Date 2015 Event Location
13 November FBAA National Conference Gold Coast Australia
6 November Corporate Executive PA EA Masterclass Wellington
4 November Corporate Executive PA EA Masterclass Auckland
7 -30 September Istanbul, Italy, Paris Europe
4 September Bayleys Administrator Day Auckland NZ
3 September Independent Tertiary Education NZ Rotorua NZ
28 August Bayleys Real Estate Auckland NZ
11 August PGG Wrightson Real Estate Wellington NZ
29 July Kepa Business Leaders Auckland NZ
10 July Cranes NZ Tauranga NZ
2 July NZ Audiological Society Auckland NZ
25 June Rural Contractors Marlborough NZ
16 June Technology Productivity Workshop Palmerston North NZ
8-11 June AIBTM Chicago USA
21 May Women in Business Conference Chartered Accountants NZ Australia Wellington NZ
19 May The Corporate PA Summit Auckland NZ
15 May High Tech Awards Wellington


Read last months' Business Quick Tips
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Published by SuccessIS. Debbie Mayo-Smith International Motivational Business Speaker and Author, 35 Chelmsford Ave, Glendowie, Auckland NZ. Phone 64 9 575 5359. Copyright 2015 SuccesslS.

Debbie speaking at xerocon

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