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Managing Your Business with Outlook 2003 for Dummies 2

Contents at a Glance
Introduction .................................................................1
Part I: Managing Any Business......................................5
Chapter 1: Changing Your Outlook on Managing Business...........................................7
Chapter 2: Organizing Yourself with Outlook ...............................................................15
Chapter 3: Automating with Outlook .............................................................................33
Part II: Managing Contact Information ........................45
Chapter 4: Creating an Awesome Customers and Suppliers Database .....................47
Chapter 5: Building Customer Profiles with Forms......................................................69
Chapter 6: Kicking It Up a Notch with the Business Contact Manager .....................81
Chapter 7: Working with BCM Reports..........................................................................99
Part III: Handling Communication
and Collaboration ....................................................119
Chapter 8: Surfing Over the E-mail High Tide.............................................................121
Chapter 9: Managing E-Mail Cleanup ...........................................................................135
Chapter 10: Facilitating Teamwork ..............................................................................143
Chapter 11: Applying Teamwork ..................................................................................161
Chapter 12: Shrinking the Meeting Time .....................................................................175
Chapter 13: Working with Outlook on the Road.........................................................191
Part IV: Controlling Business Processes ......................203
Chapter 14: Tracking Sales Activities ..........................................................................205

Chapter 15: Planning, Prospecting, and Visiting Customers ....................................223
Chapter 16: Minding Your Marketing Methods...........................................................237
Part V: The Part of Tens ...........................................257
Chapter 17: Ten Tips for Keeping Time on Your Side ................................................259
Chapter 18: Ten Sales and Marketing Tips..................................................................267
Chapter 19: Ten Technical Tips for Safeguarding and Mobility ...............................275
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Part VI: Appendixes ..................................................283
Appendix A: Calendar Basics........................................................................................285
Appendix B: Tasks Basics..............................................................................................293
Appendix C: Contact Basics ..........................................................................................299
Appendix D: Journal Basics...........................................................................................309
Appendix E: Shifting from Outlook Express to Outlook 2003 ...................................315
Index ......................................................................319
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Table of Contents
Introduction..................................................................1
About This Book...............................................................................................1
Foolish Assumptions .......................................................................................2
How This Book Is Organized...........................................................................2
Part I: Managing Any Business .............................................................2
Part II: Managing Contact Information.................................................2
Part III: Handling Communication and Collaboration........................3
Part IV: Controlling Business Processes..............................................3
Part V: The Part of Tens.........................................................................3
Part VI: Appendixes................................................................................3
Conventions Used in This Book .....................................................................4
Icons Used in This Book..................................................................................4
Where to Go from Here....................................................................................4
Part I: Managing Any Business ......................................5
Chapter 1: Changing Your Outlook on Managing Business . . . . . . . . . .7
Going Above and Beyond with Outlook ........................................................7
Looking Out for All Parts of Your Business ..................................................9
Customers ...............................................................................................9
Marketing and sales .............................................................................10
Innovation .............................................................................................10
Business goals and objectives............................................................11
Customer contact and education.......................................................12
Sales and fulfillment activities ............................................................12
Procurement .........................................................................................12
Financial and organizational control .................................................12
Making Outlook Your Control Panel ............................................................13
Downloading your memory ................................................................13
Planning your goals and activities .....................................................14
Chapter 2: Organizing Yourself with Outlook . . . . . . . . . . . . . . . . . . . . .15
Planning Your Day with Outlook’s Today Options.....................................15
Customizing Outlook Today .........................................................................16
Working with Dates in Your Calendar..........................................................17
Organizing Your Priorities with Your Tasks List ........................................21
Yikes, what should I do first?..............................................................22
Knowing what’s urgent versus what’s important.............................22
Scheduling a Task.................................................................................23
Estimating your completion time.......................................................24
Viewing all your fields in the same list ..............................................25
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Saving the view .....................................................................................26
Tracking meetings and Tasks..............................................................27
Designating and supervising Tasks....................................................28
Messaging........................................................................................................29
Organizing your mailbox .....................................................................30
Sending messages option ....................................................................31
Chapter 3: Automating with Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . .33
Don’t Waste Time Dialing ..............................................................................33
Saving Time with the Embedded Fax...........................................................36
Setting up the Microsoft Fax console ................................................36
Sending a fax .........................................................................................36
Integrating Communications ........................................................................37
Managing Your Data.......................................................................................39
Downloading the Outlook add-in tool................................................40
Creating a backup file ..........................................................................40
Opening a backup file ..........................................................................42
Minding Your Own Business (Life Balance)................................................42
Part II: Managing Contact Information ........................45
Chapter 4: Creating an Awesome Customers
and Suppliers Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47
Exploring Outlook Contacts..........................................................................47
Importing Contacts from Existing Files .......................................................48
Importing compatible files ..................................................................48
Importing noncompatible files ...........................................................50
Going Beyond Your Little Black Book..........................................................52
Minding the Details ........................................................................................56
Understanding views ...........................................................................58
Creating custom fields.........................................................................59
Displaying the fields in your order.....................................................61
Developing a Customer or Company Profile Checklist .............................62
Looking for company information......................................................62
Developing your own profile...............................................................64
Creating a profile for sales ..................................................................65
Categorizing Your Customers.......................................................................67
Chapter 5: Building Customer Profiles with Forms . . . . . . . . . . . . . . . .69
Exploring the Contact Form and Toolbox...................................................69
Building a Customer Sales Profile Form......................................................72
Cleaning up the standard Contact form ............................................73
Working with frames ............................................................................74
Inserting fields in each frame .............................................................75
Publishing the profile form .................................................................77
Setting Up Your New Form as the Default...................................................78
Managing Your Business with Outlook 2003 For Dummies
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Chapter 6: Kicking It Up a Notch with
the Business Contact Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .81
Introducing BCM ............................................................................................83
Getting Information into BCM.......................................................................84
Entering Account information ............................................................85
Entering the Business Contact information......................................88
Tracking Business Opportunities ................................................................90
Listing Your Products and Services.............................................................92
Importing an existing list.....................................................................93
Linking your proposal..........................................................................95
Overcoming BCM Limitations.......................................................................96
Chapter 7: Working with BCM Reports . . . . . . . . . . . . . . . . . . . . . . . . . .99
Getting Familiar with Your Report Options ................................................99
Accounts reports................................................................................100
Business Contacts reports ................................................................102
Other reports ......................................................................................104
Opportunities reports........................................................................105
Squeezing the Report to Get Action Information.....................................107
Filtering the Opportunities Reports ..........................................................109
Using Views Rather than Reports ..............................................................110
Using the Opportunity By Funnel report.........................................110
Refining your views............................................................................111
Working with BCM Reports in Excel ..........................................................115
Saving reports as Excel files..............................................................115
Designing BCM charts with Excel.....................................................115
Part III: Handling Communication
and Collaboration .....................................................119
Chapter 8: Surfing Over the E-mail High Tide . . . . . . . . . . . . . . . . . . . .121
Understanding Why People Send Messages
(And How to Respond to Them).............................................................121
Separating the wheat from the chaff................................................122
Dealing with unwanted e-mails.........................................................122
Classifying wanted messages............................................................125
Introducing Outlook Rules..........................................................................125
Beginning to organize your e-mails..................................................126
Using rules to eliminate e-mails........................................................127
Attaching previous messages ...........................................................131
The Zen of Inbox Management ...................................................................132
The Art of Sending Messages .....................................................................133
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Table of Contents
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