Take Time to Gain Time:Take Time to Gain Time:Outlook 2003 for Sales Outlook 2003 for Sales

ProfessionalsProfessionalsCallaway Golf Jan 2008Callaway Golf Jan 2008

Level 2 Level 2

Valencia Enterprises

Take-aways or objectivesTake-aways or objectives

At the end of Lesson 1 you will be able At the end of Lesson 1 you will be able to:to:

Change your email ViewChange your email View Build an email templateBuild an email template Adhere to Email etiquetteAdhere to Email etiquette Create an effective Filing systemCreate an effective Filing system Search foldersSearch folders

Take-aways or objectivesTake-aways or objectives

At the end of lesson 2 you will be able to:At the end of lesson 2 you will be able to:

make and accept appointments (review)make and accept appointments (review) share your calendar with your share your calendar with your inside sales repinside sales rep understand the importance of using Time understand the importance of using Time Zone features Zone features create and set task completioncreate and set task completion assign tasks to your inside sales rep assign tasks to your inside sales rep view and set task completion of a task view and set task completion of a task assigned to youassigned to you

Topic 1: Topic 1: Changing your email ViewChanging your email View

Are you fed up with not seeing Are you fed up with not seeing tasks, your calendar, folders and tasks, your calendar, folders and emails in a single portal?emails in a single portal?

This module will help you set up (or This module will help you set up (or configure) your Outlook 2003 viewconfigure) your Outlook 2003 view

Customizing OutlookCustomizing Outlook

Choosing folders to viewChoosing folders to view

We can determine which folders are shown We can determine which folders are shown from the ‘Choose Folders’ selection boxfrom the ‘Choose Folders’ selection box

‘‘My’ Outlook Today viewMy’ Outlook Today view

I have chosen to work with the default settings so my I have chosen to work with the default settings so my ‘Outlook Today’ view looks like this.‘Outlook Today’ view looks like this.

Practice on topic 1Practice on topic 1

Your challenge is to customize Your challenge is to customize your Outlook so that it shows your Outlook so that it shows your calendar, tasks, and folders your calendar, tasks, and folders on the same screen. on the same screen.

Let’s look at an efficient Let’s look at an efficient Outlook viewOutlook view

Topic 2: Topic 2: Building an email templateBuilding an email template On the On the ToolsTools menu, click menu, click OptionsOptions, and , and

then click the then click the Mail FormatMail Format tab. tab. Clear the Clear the Use Microsoft Office Word Use Microsoft Office Word

2003 to edit e-mail messages2003 to edit e-mail messages check check box. box.

Click Click ApplyApply, and then click , and then click OKOK. . On the On the FileFile menu, point to menu, point to NewNew, and , and

then click then click Mail MessageMail Message. . NoteNote  You can also start a new e-mail   You can also start a new e-mail

message by clicking the message by clicking the New Mail New Mail MessageMessage button on the button on the StandardStandard toolbar.toolbar.

Building an email templateBuilding an email template When the new message opensWhen the new message opens

give it an appropriate subject and compose give it an appropriate subject and compose your content. your content.

Leave space for variable information that will Leave space for variable information that will be added when you send the message. be added when you send the message.

On the On the FileFile menu, click menu, click Save AsSave As. . In the In the Save as typeSave as type list, click list, click Outlook Outlook

TemplateTemplate, and then click , and then click SaveSave. . To restore Word as the message editorTo restore Word as the message editor

click click OptionsOptions on the on the ToolsTools menu menu click the click the Mail FormatMail Format tab tab select the select the Use Microsoft Office Word 2003 Use Microsoft Office Word 2003

to edit e-mail messagesto edit e-mail messages check box. check box. Click Click ApplyApply, and then click , and then click OKOK. .

Creating your templateCreating your template

Clear

Using your email templateUsing your email template

In the In the InboxInbox folder in Outlook folder in Outlook on the on the ToolsTools menu, point to menu, point to FormsForms click click Choose Choose

In the In the Choose FormChoose Form dialog box dialog box click the click the Look inLook in drop-down arrow drop-down arrow click click User Templates in File SystemUser Templates in File System. .

Select your template, and then Select your template, and then click click OpenOpen

Using your templateUsing your template

Choosing the right templateChoosing the right template

Practice on topic 2Practice on topic 2

Your challenge is to create an Your challenge is to create an email template and then use itemail template and then use it include your Callaway logoinclude your Callaway logo Create a form product availability Create a form product availability

emailemail After saving it, use it in a trial After saving it, use it in a trial

email to a colleague sitting close email to a colleague sitting close to youto you

Topic 3:Topic 3:Email etiquetteEmail etiquette Why is this SO important?Why is this SO important?

Professionalism: by using proper email Professionalism: by using proper email language Callaway Golf will convey a language Callaway Golf will convey a professional image.professional image.

Efficiency: emails that get to the point Efficiency: emails that get to the point are much more effective than poorly are much more effective than poorly worded emails.worded emails.

Protection from liability: employee Protection from liability: employee awareness of email risks will protect awareness of email risks will protect Callaway Golf from costly law suits. Callaway Golf from costly law suits.

Let’s discuss some of the Let’s discuss some of the rulesrulesBe concise and to the pointBe concise and to the pointAnswer all questions, and pre-empt further questionsAnswer all questions, and pre-empt further questionsUse proper spelling, grammar & punctuationUse proper spelling, grammar & punctuationMake it personalMake it personalUse templates for frequently used responses.Use templates for frequently used responses.Answer swiftlyAnswer swiftlyDo not attach unnecessary filesDo not attach unnecessary filesUse proper structure & layoutUse proper structure & layoutDo not overuse the high priority optionDo not overuse the high priority optionDo not write in CAPITALSDo not write in CAPITALSDon't leave out the message threadDon't leave out the message threadAdd disclaimers to your emailsAdd disclaimers to your emailsRead the email before you send itRead the email before you send itDo not overuse Reply to AllDo not overuse Reply to AllMailings > use the bcc: field or do a mail mergeMailings > use the bcc: field or do a mail mergeTake care with abbreviations and emoticonsTake care with abbreviations and emoticons

How many of these have you witnessed?

Let’s discuss some more of Let’s discuss some more of the rulesthe rulesBe careful with formatting Be careful with formatting Take care with rich text and HTML messagesTake care with rich text and HTML messagesDo not forward chain lettersDo not forward chain lettersDo not request delivery and read receiptsDo not request delivery and read receiptsDo not ask to recall a messageDo not ask to recall a messageDo not copy a message or attachment without permissionDo not copy a message or attachment without permissionDo not use email to discuss confidential informationDo not use email to discuss confidential informationUse a meaningful subjectUse a meaningful subjectUse active instead of passiveUse active instead of passiveAvoid using URGENT and IMPORTANTAvoid using URGENT and IMPORTANTAvoid long sentencesAvoid long sentencesDon't send or forward emails containing libelous, defamatory, Don't send or forward emails containing libelous, defamatory,

offensive, racist or obscene remarksoffensive, racist or obscene remarksDon't forward virus hoaxes and chain lettersDon't forward virus hoaxes and chain lettersKeep your language gender neutralKeep your language gender neutralDon't reply to spamDon't reply to spamUse cc: field sparinglyUse cc: field sparingly

How many of these have you witnessed?

Before pressing "Send"

Does this e-mail message make sense? Are the actions clear and do they have owners?

Does the e-mail message meet the MPS P.A.S.S test?

What is the purpose of this communication?

What action is involved and does it have a due date?

What supporting information does the recipient need?

Has the communication been effectively summarized in the subject line?

Is the message well-written? Is it concise while providing enough data for action to be taken or decisions made?

Do the links in the message work? Are the attachments included?

Is the e-mail message being sent to the correct recipients (not too many and not too few)?

Does everyone on the To line have an action to take?

Has the message been re-checked for grammar, spelling, and use of jargon?

Topic 4:Topic 4:Creating an effective Filing systemCreating an effective Filing system

Is all of your email contained within Is all of your email contained within your Inbox? I bet that your desk is your Inbox? I bet that your desk is also covered with piles of paperwork. also covered with piles of paperwork. Let’s get organized. Let’s get organized.

By creating folders we can keep By creating folders we can keep specific emails in their own areas. specific emails in their own areas. Then we can use rules to help Then we can use rules to help automatically route the emails to the automatically route the emails to the folders. Here is how….folders. Here is how….

Creating folders Creating folders

Creating foldersCreating folders

We’ll set up a folder for mail pertaining We’ll set up a folder for mail pertaining to Callaway’s 2008 Product lineto Callaway’s 2008 Product line

Creating foldersCreating folders

Where should we Where should we show these emails?show these emails?

Where should we store Where should we store these emails?these emails?

Creating the rule to route Creating the rule to route emails to this folderemails to this folder

Creating the rule (continued)Creating the rule (continued)

By clicking on each of the underlined By clicking on each of the underlined values, I will modify them to create the values, I will modify them to create the following rule.following rule.

Confirming the ruleConfirming the rule

By clicking on Tools and Rules & Alerts, By clicking on Tools and Rules & Alerts, we can see what rules are in effect.we can see what rules are in effect.

Practice on topic 4Practice on topic 4

Your challenge is toYour challenge is to Create a folder pertinent to your Create a folder pertinent to your

rolerole Create the rule to route new Create the rule to route new

emails to that folderemails to that folder Have your colleague send a Have your colleague send a

message that conforms to the message that conforms to the rule. rule.

Topic 5:Topic 5:Searching foldersSearching folders

Searching folders (continued)Searching folders (continued)

Practice on topic 5Practice on topic 5

Your challenge is toYour challenge is to Search for all emails that came to Search for all emails that came to

you from your Inside Sales Rep you from your Inside Sales Rep and that contain some specific and that contain some specific keyword keyword

Break TimeBreak Time

Please be back 15 minutes from now!Please be back 15 minutes from now!

Lesson 2: Topic 1Lesson 2: Topic 1Calendaring – setting appointmentsCalendaring – setting appointments

Building blocksBuilding blocks

ObjectiveObjective

Making and accepting Making and accepting appointmentsappointments

Determining attendance for the Determining attendance for the meeting meeting

Click on Schedulin

g tab to get here

Will this time work?Will this time work?

Who has accepted?Who has accepted?

“Lilly can you help me here, please?”

Topic 2: Sharing CalendarsTopic 2: Sharing Calendars

Add the Inside Sales RepsAdd the Inside Sales Reps

..but they shouldn’t see ..but they shouldn’t see everything!everything!

Inside Sales Rep: “How do I Inside Sales Rep: “How do I see those shared calendars”?see those shared calendars”?

Remember: You can only view those folders Remember: You can only view those folders that you’ve been given access to! that you’ve been given access to!

Practice on topics 1 and 2Practice on topics 1 and 2 Your challenge is toYour challenge is to

Create a calendar appointmentCreate a calendar appointment Invite two colleagues from this Invite two colleagues from this

classclass Have your colleague send an Have your colleague send an

acceptance or refuseacceptance or refuse Track attendanceTrack attendance Share your calendar with an Share your calendar with an

associate associate

Topic 3:Topic 3:The importance of Time ZonesThe importance of Time Zones

Tools → Options

Setting your time zoneSetting your time zone

Topic 4:Topic 4:Creating tasksCreating tasks

New task

Creating Tasks (continued) Creating Tasks (continued)

Topic 5:Topic 5:Assigning tasks to your sales repAssigning tasks to your sales rep

Categorizing tasksCategorizing tasks

Now we’ll Send the taskNow we’ll Send the task

Setting task completionSetting task completion Open the task  you want to send a status report Open the task  you want to send a status report

for. for. On the On the ActionsActions menu, click menu, click Send Status ReportSend Status Report. . Enter recipient names in the Enter recipient names in the To, Cc, and BccTo, Cc, and Bcc

boxes (To, Cc, and Bcc boxes: A message is sent boxes (To, Cc, and Bcc boxes: A message is sent to the recipients in the To box. Recipients in the to the recipients in the To box. Recipients in the Cc (carbon copy) and Bcc (blind carbon copy) Cc (carbon copy) and Bcc (blind carbon copy) boxes also get the message; however, the names boxes also get the message; however, the names of the recipients in the Bcc box aren't visible to of the recipients in the Bcc box aren't visible to other recipients.). other recipients.).

If the task was assigned to you, the names of If the task was assigned to you, the names of people on the update list (update list: A list that people on the update list (update list: A list that includes the name of the person who originally includes the name of the person who originally sent a task request plus the names of everyone sent a task request plus the names of everyone who received the task request, reassigned the who received the task request, reassigned the task to someone else, or chose to keep an task to someone else, or chose to keep an updated copy of the task in their task list.) are updated copy of the task in their task list.) are automatically added.automatically added.

Click Click SendSend. .

Topic 6:Topic 6:Viewing & marking task progressViewing & marking task progress

Practice on topics 4, 5 and 6Practice on topics 4, 5 and 6 Your challenge is toYour challenge is to

Create two Tasks – include Create two Tasks – include CategoriesCategories

Assign the tasks to colleagues Assign the tasks to colleagues from this classfrom this class

Have your colleagues send an Have your colleagues send an ‘accept’ of the task‘accept’ of the task

Track the tasksTrack the tasks Have your colleague update their Have your colleague update their

task status task status

Topic 7Topic 7Keeping track of completed tasksKeeping track of completed tasks

Managing tasksManaging tasks

Practice on topics 7Practice on topics 7 Your challenge is toYour challenge is to

Provide a status of the Tasks that Provide a status of the Tasks that are outstanding. are outstanding.

Management perspectiveManagement perspective

Don’t spin off a ‘million’ tasks to Don’t spin off a ‘million’ tasks to your team.your team.

Let team members accept tasksLet team members accept tasks Team members respond better Team members respond better

when they are involved in the when they are involved in the assignments.assignments.

Be wary of too many High Be wary of too many High priority taskspriority tasks

Topic summaryTopic summary

Check your priorities for the day by looking Check your priorities for the day by looking at the Task Bar where your flagged mails at the Task Bar where your flagged mails and tasks are clearly laid out. and tasks are clearly laid out.

The Task also connects tasks you may The Task also connects tasks you may have stored in other Microsoft Office have stored in other Microsoft Office programs like Project, OneNote, and programs like Project, OneNote, and Microsoft Windows SharePoint Services Microsoft Windows SharePoint Services technology. technology.

The integration of the Task Bar items on The integration of the Task Bar items on the calendar helps you easily schedule and the calendar helps you easily schedule and block off time to follow up on items.block off time to follow up on items.

Questions?Questions?

Additional topics: Creating a Additional topics: Creating a rule to Categorize my emailrule to Categorize my email

Would you like to organize your Would you like to organize your email so that important items email so that important items are organized in a ‘must-do’ are organized in a ‘must-do’ folder?folder?

Outlook Rules can really help you Outlook Rules can really help you out.out.

Why do I need rules?Why do I need rules?

One of the best things about the One of the best things about the Internet is email and one of the Internet is email and one of the hardest things to deal with is hardest things to deal with is email. email.

Keeping your email organized Keeping your email organized where you can find a previous where you can find a previous message is a huge task when message is a huge task when you have get piles of emails and you have get piles of emails and possibly spam. possibly spam.

Creating RulesCreating Rules

Begin by planning out what your Begin by planning out what your rule should do.rule should do. Example: When I receive email Example: When I receive email

addressed to me that concerns addressed to me that concerns SAP, move it to my folder SAP SAP, move it to my folder SAP Stuff where I can view it later.Stuff where I can view it later.

We’ll use the Rules Wizard to We’ll use the Rules Wizard to complete the task.complete the task.

Step 1: Review -Create the Step 1: Review -Create the new Outlook foldernew Outlook folder

Step 2: Creating the Outlook Step 2: Creating the Outlook rulerule

Click on the Tools Click on the Tools menu barmenu bar

Step 3: Choose Rules and Step 3: Choose Rules and AlertsAlerts Select Tools

Rules and Alerts

Select New Rule

Step 4: Do we create from Step 4: Do we create from scratch?scratch?

Step 5: Determining the Step 5: Determining the ‘triggers’‘triggers’

Step 6: Applying the specific Step 6: Applying the specific topictopic

Step 7: Finalizing the ruleStep 7: Finalizing the rule

Step 8: Viewing this rule (and Step 8: Viewing this rule (and others)others)

Cautionary notes and Cautionary notes and Advanced featuresAdvanced features Rules are processed in an order that you set up. Rules are processed in an order that you set up. When an email is downloaded it will continue to process When an email is downloaded it will continue to process

rules on that message until it reaches the end unless you rules on that message until it reaches the end unless you tell it to stop processing more rules if it meets one of the tell it to stop processing more rules if it meets one of the requirements. requirements.

In other words if you set up two rules:In other words if you set up two rules:

1. Send an email sent to mom@isp.com to the mom 1. Send an email sent to mom@isp.com to the mom folder folder 2. Send anything with the subject "mortgage" directly to 2. Send anything with the subject "mortgage" directly to the trashthe trash

If you receive an email addressed to mom@isp.com with If you receive an email addressed to mom@isp.com with the subject "Mortgage rates never lower" it will process the subject "Mortgage rates never lower" it will process the first rule but if it matches the second rule it will send it the first rule but if it matches the second rule it will send it to the trash although it is addressed to mom@isp.com. If to the trash although it is addressed to mom@isp.com. If you added "stop processing more rules" to the first rule, it you added "stop processing more rules" to the first rule, it would then stop processing the rule and deliver it to the would then stop processing the rule and deliver it to the mom folder. mom folder.

Management perspectiveManagement perspective

If you set up a folder to capture If you set up a folder to capture topic specific emails, make sure topic specific emails, make sure you ‘visit’ it as often as you have you ‘visit’ it as often as you have indicated. indicated.

Determine to what level (To:, Determine to what level (To:, CC:, and BC) you are filtering CC:, and BC) you are filtering these emails. these emails.

Extra practice – Creating a Extra practice – Creating a rulerule Using your participant guide, Using your participant guide,

create a rule that will;create a rule that will; Forward any email that I receive Forward any email that I receive

addressed to me that concerns addressed to me that concerns SAP, move it to my folder SAP SAP, move it to my folder SAP Stuff where I can view it later.Stuff where I can view it later.

Extra topic summaryExtra topic summary

You should now be able to:You should now be able to: Create a rule in Outlook to Create a rule in Outlook to

automatically categorize email automatically categorize email according to its subject.according to its subject.

Other simple rules might be ‘Out Other simple rules might be ‘Out of office’ notifications and of office’ notifications and actions. actions.

Questions?Questions?

Thank you for your Thank you for your attention.attention.