Microsoft Outlook is a powerful productivity tool, when used correctly. When you aren’t sure how or why to use Outlook, it can be a source of frustration and anxiety! This article is part of a series of articles that will help you on your journey to organizing your Microsoft Outlook.
Categories are a way to group certain contacts together. Using categories makes it easier to find, sort and filter your contacts. For example, you receive a new email from someone you want to add to your contact List. Typically, you would add all their contact information. I suggest that you take it a step further and select a category for the contact, like Vendor, Client, Prospect, Advertising, Resource, Family, Personal, etc. Microsoft Outlook already has a list of categories in the Master Category List. You can add, change or delete any of these categories to suit your unique situation.
Why you should organize Microsoft Outlook Contacts
There are a several reasons for categorizing your contacts. Firstly, you can drag and drop an entire category or several categories over to your Inbox and all the email addresses will automatically appear in the To: field of your message. Make sure you cut and paste these email addresses into the BCC field before you send the email (this is to comply with privacy laws, as well as common courtesy). Secondly, it groups and organizes your contacts for easy retrieval. A group of contacts can easily be selected for a mail merge. Categories are also useful for those times when you export your Contacts into other programs.
The most important reason to categorize your contacts is to help you stay on top of your follow-up. In any business, the fortune is in the follow-up! Categorizing your contacts streamlines your marketing and follow-up efforts. You will also be able to easily sort, filter and print contacts by one or more categories.
For example, create a category called “Prospect” and flag it for follow-up on a specific day, or create an appointment from within the contact and select the date you want to follow up on that valuable lead. You could also create a category for different events that you have (a product launch, fundraisers, Christmas party, grand openings, products customers purchase, etc.). After the event you could sort your contacts by the category and show your appreciation by following-up with a thank you card to each person who attended the event.
How to use Microsoft Outlook Contact Categories:
My three step process when creating your initial categories
1. Plan your categories on paper first
2. Create the new categories in the Master Category List
3. Assign Contacts to the appropriate category or categories
Creating categories:
1. Select Categories from the Edit menu
2. Click Master Category List
3. Type a category name in the New category box
4. Click Add
5. Follow steps 3 and 4 to create additional categories
6. Click OK twice
Assigning a category when creating an item:
1. With the item open, click Categories (in an email click Options, Categories)
2. In the Available categories list, click on the boxes next to the applicable category or categories
3. Click OK
Assigning a category to an existing item:
1. Select the item
2. Click Categories on the Edit menu
3. In the Available categories list, click on the boxes next to the applicable category or categories
4. Click OK
A few quick Time-Saving Tips
1. You can assign several categories to one contact. For example, you may have a client who is in your Client category, as well as you Christmas Card List category.
2. When you export your contacts to other database programs, make sure you export the Category field. The category will map over into the new database and save you data entry time.
3. When you receive emails that are new leads it is important that you create a system to follow-up. Whatever your situation, categories and follow-up is critical to an effective contact list.
Taking the time to organize Microsoft Outlook by planning and creating your categories today will save you time and money tomorrow!