I made a commitment for 2014 to do a better job staying connected with past and current clients by first connecting with them on LinkedIn. I’d exported ONLY my Client category from Outlook into a .csv file and had to figure out how to upload that to LinkedIn. Here’s a quick video to show you how.
How are you planning on staying connected with your clients? Please leave a comment below.
You can use Outlook Contacts for more than just contact information of people you know or meet. I use them for all kinds of things because it’s so convenient to get to (I live in Outlook). I use the notes block on the contact page to store information. I give each “contact” a logical name and locate it quickly by typing in the Find a Contact box.
Here are some examples.
Blog This. As I think of things to write about (or run across ideas on the Net, magazines, etc.), I add information on various topics in the notes block of this contact. I use two monitors so when I see something on the Net to blog about, I copy and paste the URL to the text area. If it’s something I need to remind myself of, Ctrl+Shift+G to flag the contact. I assigned this contact to my Outlook “Reminder” category. Airlines. I have the major airlines that I fly listed, along with their phone numbers, URLs, my frequent flyer numbers, and airport codes in this contact. I assigned this contact to the “Vendor” category.
Affiliates. I’ve signed up for various affiliate programs on the Web, and all the information on each one is kept in one place in this contact. Everything is in alphabetical order. I assigned this contact to the “Vendor” category.
Personal. This is a running list of all my passwords/IDs I use on various Websites. I’ve written enough of each password so I know immediately which one I used. Everything is in alphabetical order (I can also press F4 to Find). I assigned this contact to the “Personal” category.
Laptop. This contact lists all kinds of things associated with my laptop. I have the order number/date of purchase, service code/tag (because HP will ask me this if I call them); the date my warranty expires, and case number with notes anytime I have to call them. I assigned this contact to the “Vendor” category.
These are just a few examples. If you have miscellaneous information you have to keep track of, consider making it one of your contacts and it’ll always be at your fingertips (and synched to your PDA).
Note: Outlook Notes work well too. They can be organized and categorized for easy access.
One of the tips I demo in my Outlook class is how I turn text on a Web page, inside an email message, or a document into a contact with all the information popping into the right place. If I can select the text, I can grab it.
The first time I selected text on a page and hit my hotkey, I couldn’t believe what Copy2Contact™ (formerly anagram) did. I had been cutting and pasting or dragging information onto an Outlook contact page and always dreaded it.
If you prefer working smart and don’t hesitate to invest in affordable technologies that work and will save you time, you’ll love it. You’ll use this technology every day to turn text on an electronic page into a digital contact (or calendar item, task, or note).
Download a free trial today! and stop dragging, copying, pasting, typing.
Hi, Peggy! I have lots of business cards from others. What is the most productive way to store them. I originally thought I’d use a desk top Rolodex; then I thought I should group them according to services, photocopy the page and then file the pages. What do you suggest?
None of the above. I batch scan all my cards into categories using the CardScan. For example, when I speak at an event, I’ll create a category for it and scan all cards into that category. Later if I want to send an email message (or mail merge email or letter) just to those people, I can.
If you don’t want to invest in a CardScan, decide how cards can become electronic (Excel spreadsheet, Outlook, etc…either way, add categories so you can filter later). If you never intend to contact the people, dump them because they’re junk. Only keep the few you actually need.
I also have a card file and keep cards for vendors such as gardener, barber, etc. I don’t file them by the person’s name but rather by what they do. So the barber’s card would go under B because that’s the first thing I’d think of when I need the number.
Hope this helps.
If you have questions about improving your personal productivity, Ask Peggy by leaving a comment on a related blog post or send to email address on the Contact page above.