Managing Your Email Contacts
In business and in life email is becoming increasingly important to manage effectively. Managing your contacts is especially essential as these are the people you have relationships with and that you need to share information with on a regular basis. Within this post we will be looking to help you more effectively manage your contacts to make your email more efficient and secure.
Managing Your Contacts: On a day-to-day basis we come in contact with many people in our digital lives. Unfortunately their different pieces of contact information can be scattered across many platforms from your cell phone contact list, your email account and social media sites. Microsoft Outlook (which comes free with our business email accounts) lets you store all this information into one central location. By entering all of the information of an important contact into your address book you’ll no longer be scrambling when you need to contact them again.
Organizing your Contacts: Your contacts can also be sorted into different files for easy recall. To start it is strongly advised that you don’t mix business with personal contacts as this can create a variety of problems. While Outlook provides a few standard files to organize your contacts with, you can also set your own (these can be done by for example frequency of contact or contact type). By going to the Master Category List under the Edit toolbar you can create personalized listings to make it easy to recall specific contacts.
Syncing With Your Phone: With the use of smart phones on the rise having your contacts with you when you are on the go is important. By using Mail2Web mobile email you are able to send all of your Outlook contacts to your mobile device. Syncing your phone doesn’t need to be a overly technical task. By using Active Sync or manually linking your device to your email server you are able to have all of your contacts with you. We’ve provided an easy to use tutorial here.
Creating a Backup: An important but often overlooked step in ensuring easy access to your contact list is making sure that you have a backup copy. A very easy process, this is just a matter of accessing your Outlook program files and copying all documents with the extension of .pst. By occasionally making a copy of your Outlook contacts you can easily retrieve them should they need to be restored.
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{ 6 comments… read them below or add one }
creating special lists like that is an absolute savior in some situations. i get so many business emails sometimes that it’s virtually impossible for me to keep them straight without using lists and filters.
it’s little things that can make business life really great or really horrible.
I am so glad that you mentioned creating a backup as a step! So many people forget that backups are needed, even in the digital age and end up losing really critical information.
I keep a back up of just about everything I create from blog posts, to documents, to pictures etc.
I really like that you can enter all the information into one central place, store it and access it as needed.
I wish everything in life worked that way because it would certainly make things a lot easier for disorganized people like me.
I like the Palin scandal notation in here, that really drives home the point that security is a big deal, and mixing things can be incredibly detrimental. I do use the same emails for business and personal reasons, but I’m slowly shifting away from doing so.
Yeah, I’ve been tempted to mix business and personal email. Even if you’re sending the same info to your friends and business associates, it’s better to send out two separate emails to two different groups.
I recommend trying out http://www.scrubly.com which helps you remove duplicate contacts