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Outlook 2007 / CRM Training

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SECTION 1 The Four Pillars of RITALKA – Slide 3 (:37) Background of Outlook – Slide 4 (1:16) Functions of Outlook – Slide 5 (1:46) How to Get to Outlook – Slide 6 (2:30) Email – Slide 7 (3:18) Folders – Slide 9 (8:40) Public Folders – Slide 11 (13:48) Calendar – Slide 12 (14:29)SECTION 2 Fields & Forms – Slide 16 (:01) Gold Sheet – Slide 18 (:27)SECTION 3 Contacts – Slide 26 (:01) References – Slide 36 (18:29) Index – Slide 37

Table of Contents

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Global Shop MRP: Quotes, Client Purchase Orders (PO’s),

Sales Orders, Work Orders, BOM’s, Part Master, Routings, Accounting

Functions

Microsoft Office & MS Products:

WORD, Excel, Power Point, Publisher, Project,

Internet Explorer (Chrome/Firefox)

OUTLOOK 2007:Email, Calendar,Contacts, Tasks,Public Folders

Career Specific Needs:CAD, FEA, Peach Tree,

Nesting, Labview, Eprom-Writer,PLC (Controllers), Etc.

The Four Software Pillars of RITALKA

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Currently Ritalka as a whole is using Outlook 2007

Outlook has been there all along but we have fallen away from using it to its fullest

We use outlook as our CRM for managing our clients

1. Technology Side – what it can and can’t do2. Diligence Side - importance of keeping the data current

Background of Outlook

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Email – Internal and External

Tasks

Folders – Employee Folder, Public Folders, Personal Folders, & PST

Calendars – Company calendar & Personal calendar

Notes

Contacts – Internal, vendors, customers, & personal

Gold Sheet – RVI, SpecSys

Functions of Outlook

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From the Office

From VPN

From A Tablet◦ Public Folder App

From Web Via Web Access◦ Need to Use Windows Explorer to get full

functionality

How To Get To Outlook

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Email

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Use good etiquette for e-mails◦ To:◦ CC:◦ Subject: Always have a subject and keep it to the point!

Subject lines are important for search and easy reference at quick glance

Turn on your spell checker◦ Catch your grammatical errors◦ Take the time to re-read your e-mails going out to our customers

Use your Out Of Office when you are truly out ◦ Tell them who to contact and how while you are out◦ Duration of time you will be out

E-Mail Signature

Company Tracking

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Folders

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Creating Folders, Structuring Folders & Creating Rules

PST File◦ Back up and archive for e-mails allows you to free up

your mailbox capacity

◦ IT only backs up what is on the network and they do not back up personal folders that are on your local computer Important to make it a routine to move your items from

your folders to PST files on a routine basis

◦ Remember to delete your deleted items, RSS Feeds, Sync Issues, and your junk folder to free up mail box space.

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RITALKA◦ RIT-Calendar◦ RIT-Contacts◦ RIT-Employee Contacts◦ RIT-Tasks◦ TD-Contacts (Travel Direct Aviation Contacts)

SpecSys◦ Spec-Calendar◦ Spec-Contacts◦ Spec-Tasks◦ Spec-Gold Sheeting (Sales dedicated CONTACTS for client tracking)◦ Spec-Project Tracking (Email storage for projects)◦ Spec-Company Tracking (Email storage for non-projects)

RVI◦ RVI-Calendar◦ RVI-Contacts◦ RVI-Tasks◦ RVI-Gold Sheeting (Sales dedicated CONTACTS for client tracking)◦ RVI-Company Tracking (Email storage)

Public Folders

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Calendars

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Fields of information that are all related together. This is a different form of database just in calendar view

Creating a meeting notice◦ Reserving meeting rooms, company cars, &

GoToMeeting spots◦ Recurring

Categorizing each calendar entry ◦ Colors are assigned to categories for quick visual reference

Red = Hot/High, Blue = Cold/Low

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Calendars (Required Fields)

◦ Fill out in Public Folder First, and then “Copy To My Calendar”

Calendars (Categories To Be Used)

To: Location Reminder Add

Attendees Category

SubjectStart Time

End Time Notes

D-HR D-Safety D-Acct D-Eng D-Mfg

D-Tech D-Quality D-Other D-Fac D-Mat

F-GFalls F-Cloq F-Ben x D-Sales

F-NUlm F-Monte F-RWF x x

Code Description Definition:MAT – Materials Management: Purchasing, Receiving, Shipping, Inventory & Logistics

FAC – Facilities ManagementTech – Technology & IT

D – DepartmentF – Facility

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Calendar, Client & Contact Rating

The document “How to Install CodeTwo Category Manager.docx” in the following location will provide you step-by-step install instructions. In order to install this Outlook add-in, Outlook will need to be closed before running the install file. \\rit-05\IT_Public\Master_Categories_List

CR-A CR-B CR-C CR-D

Code Description Definition:CR – Client Rating

CR – Contact RatingCR – Calendar Rating

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Fields & Forms

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Field – Database information that you can categorize

(contact tab) Form

◦ What is used to put information on Gold Sheets and Contacts Can be customized

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Gold Sheet

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Gold Sheeting replaces the late Companies & Regions

Gold Sheet (Required Fields)

Gold Sheet is for company information and note management◦ Gold Sheet location is based on where majority of economic buyers are

located (Corporate Headquarters) The different locations are accounted for via Individual Contacts, with same

Company Name

Fill in as much information as possible at the time of entry. ◦ Don’t be afraid to ask for missing information

Company NameWeb Page Address

Phone Numbers Address Notes

Department Manager’s

NameCategory

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Company Name

◦ Must be identical across individual CONTACTS and Gold Sheet CONTACTS

Person assigned to COMPANY in Gold Sheet is responsible for individuals of the same Company.

  When COMPANY has several locations, only put in Primary (one listing) in Gold Sheet

◦ Example: COMPANY: IBMSTATE: NY (New York) COUNTRY/REGION: NE (North East USA)DEPARTMENT: NET (Networking & Computers)

 COMPANY: HalliburtonSTATE: OK (Oklahoma) COUNTRY/REGION: MS (Mid South USA)DEPARTMENT: OIL (Oil, Gas & Energy)

  The different locations are accounted for via Individual Contacts, with same Company

Name

Gold Sheet location is based on where majority of economic buyers are located

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COUNTRY/REGION:◦ Logical geographical grouping for travel planning

North East USA: NE (North of D.C., Includes PA NY) South East USA:SE (VA, WV, TN, KY, GA, AL, FL, NC, SC)

  Great Lakes USA: GL (WI, IL, IN, OH, MI) Midwest USA: MW (SD, ND, MN, IA, KS, NE) Mid-South USA: MS (TX, OK, LA, AR, MS, MO)

  North West USA: NW (MT, ID, WY, OR, WA) South West USA: SW (CA, NV, AZ, NM, UT, CO)

Northern California: SW1 (RVI Only) Southern California: SW2 (RVI Only)

◦ International: Need to use specific country – China, Korea, France, Germany, Canada, etc. per contact for international as this is needed on mailing label for foreign mailers (DO NOT JUST USE INT)

◦ Primary purpose of county/region is for travel planning

◦ Regions are not used for Ritalka

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DEPARTMENT: (ON DETAILS TAB)◦ Industry classification (See VP for Latest Classifications)

◦ SpecSys: AG: Agriculture CON: Construction MIN: Mining OIL: Oil, Gas, Energy RR: Rail Road AER: Aerospace and Aviation MAT: Material Handling UT: Utilities IND: Industrial & Automation GOV: Governmental & Defense

◦ RVI: NET: Networking/Computers CES: Consumer Electronics TEL: Telecom MED: Medical CON: Contract Mfg IND: Industrial/Automation/ATE GOV: Governmental & Defense

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OFFICE (ON DETAILS TAB):◦ Clients: Spec-C RVI-C RIT-C Idx-C◦ Vendors/Supplier: Spec-V RVI-V RIT-V◦ Employee: RIT-E

CMW & Wald Holding info will be filed under CMW-C, CMW-V

MANAGER (ON DETAILS TAB): ◦ RVI Account Executives and SpecSys Account Managers utilize three letter initials

(First, Middle, Last) Verify with VP so no duplicates between employees

◦ If not in Sales: Use Department - three letter initials (Example: MAT-XXX, ENG-XXX or MFG-XXX) to identify yourself Verify with VP so no duplicates between employees

ANNIVERSARY (ON DETAILS TAB):◦ Anniversary date is not needed in Gold Sheet just in contacts

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Categories:◦ Client Ratings

Used to determine customer rating

CR-A – Current Clients doing over $20-$25K in business and we are contacting them weekly

CR-B – Clients we have done business with in the past or the potential is great enough and we are contacting them monthly

CR-C – Clients that have potential but we are contacting them more on a quarterly basis

CR-D – Potential clients that are very cold. We contact them annually and visit while attending trade shows

Used to determine where this client is in the sales process

◦ All categories show up on all areas of Outlook By standardizing category codes, all employees communicate same info Used for sorting purposes within any company

◦ One client can have more than one category

CR-A CR-B CR-C CR-D

SM+ SM+/- SM-

FUN-Above FUN-At FUN-In

Code Description Definition:CR = Client Rating

SM+ = Positive Stretch ModeSM- = Negative Stretch Mode

FUN = Funnel

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Notes◦ All notes should be kept under Gold Sheet and not

contacts

◦ Keep notes in Gold Sheet brief and to the point Additional notes can be saved on the sales drive if

needed

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Contacts

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Contacts (Required Fields)

Fill in as much information as possible at the time of entry. ◦ Don’t be afraid to ask for missing information

Person assigned to COMPANY in Gold Sheet is responsible for individuals of the same Company.

Make it a process to put business cards in right away

The different locations are accounted for via Individual Contacts, with same Company Name versus the company information and main location is accounted for via Gold Sheets

First Name Last Name Company Job Title E-mail

Web Page Phone NumbersComplete Address

Office Manager

Category Notes

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OFFICE (ON DETAILS TAB):◦ Clients: Spec-C RVI-C RIT-C Idx-C◦ Vendors/Supplier: Spec-V RVI-V RIT-V◦ Employee: RIT-E

CMW & Wald Holding Info will be filed under CMW-C, CMW-V

MANAGER (ON DETAILS TAB): ◦ RVI Account Executives and SpecSys Account Managers utilize three letter initials (First, Middle, Last)

Verify with VP so no duplicates between employees

◦ If not in Sales: Use Department - three letter initials (Example: MAT-XXX, ENG-XXX or MFG-XXX) to identify yourself Verify with VP so no duplicates between employees

ANNIVERSARY (ON DETAILS TAB):◦ Used to verify that we have a good contact in our CRM system

Utilized for company card mailings and postcard mailed (6 times annually)

◦ Date CONTACT was last verified to be correct by MANAGER

◦ If unknown now: 1/1/2000 (Will show up in Sort at end of list, flagging you to get this resolved)

◦ Sort list on a quarterly basis to always keep up to date. Change anniversary date when you make contact with this person.

◦ System will ask you if you want to put on calendar - NO

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COUNTRY/REGION:◦ Logical geographical grouping for travel planning

North East USA: NE (North of D.C., Includes PA NY) South East USA:SE (VA, WV, TN, KY, GA, AL, FL, NC, SC)

  Great Lakes USA: GL (WI, IL, IN, OH, MI) Midwest USA: MW (SD, ND, MN, IA, KS, NE) Mid-South USA: MS (TX, OK, La, AR, MS, MO)

  North West USA: NW (MT, ID, WY, OR, WA) South West USA: SW (CA, NV, AZ, NM, UT, CO) Northern California: SW1 (RVI Only) Southern California: SW2 (RVI Only)

◦ International: Need to use specific country – China, Korea, France, Germany, Canada, etc per contact for international as this is needed on mailing label for foreign mailers (DO NOT JUST USE INT)

◦ Primary purpose of county/region is for travel planning

◦ Regions are not used for Ritalka

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Categories:◦ Contact Ratings

Used to determine contact rating

◦ Contact rating should coincide with client rating Example: If you have a “B Client” you can not have anything higher can a “B Contact;”

however, you can have a “C contact” or a “D contact.”

One contact can have more than one category

CR-A CR-B CR-C CR-D

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 OFFICE Location (ON DETAILS TAB):◦ CMW-C CMW Client (Formerly RIT-C, now CMW-C)◦ FAC Facility Contact  (Contractors, Suppliers)◦ FIN Finance and Accounting Contact◦ GOV Governmental, Education, EDA, City, County, etc. Contact◦ INS Insurance Contact◦ IS Information System Contact◦ LAW Legal and Lawyer Contact◦ OFFOffice Supplies, Office Equipment Contact◦ PRESS Press, Magazines & Newspaper Contact◦ QUAL Quality Contact◦ RIT-V RITALKA Vendor Contact◦ RIT-E RITALKA Employee Contact

MANAGER (ON DETAILS TAB)◦ Ok to use your initials if you are personally managing the contact ◦ OR, use two letter department code to identify department in charge of contact: HR, QA, IS,

SA, AC, MYB

ANNIVERSARY Date (ON DETAILS TAB)◦ For ease, input 1/1/14 for dates so can be cleaned up each new year.◦ Do not put a date unless you are certain of “Good Contact”◦ System will ask you if you want to put on calendar - NO

RITALKA Contacts Only

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RITALKA Employee Contacts Only

EMPLOYEES (Required Fields)

Full Name Job Title Email AddressCompany

(RIT, RVI, SPEC) Business Phone (Including Extension)

Business FaxBusiness Cell Phone

Category (Department & Facility)

Address (Facility They Work At)

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Categorizing, Sorting, & Grouping

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Categories – Phone List view◦ Easiest view to work with

Sorting◦ Depends on your need for information at that time

Group By◦ Allows you to see exactly what you want◦ Helpful to do periodically to make sure your Gold Sheets and Contacts

are clean

Searching◦ With large amounts of information this can be used to find information

quickly

Any changes that are made while grouping, sorting or categorizing are only set up on your computer and are NOT a system wide change.

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Organization, being proactive and paying attention to detail make Gold Sheets and Contacts a great tool

Success comes from sorting A, B, & C accounts quarterly to keep you on track with your sales efforts.

CRM Tips

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Questions◦ Don’t hesitate to ask ◦ Available for one on one training

References◦ Books and reading material

Available in Human Resources◦ Internet Searches

**This is an overview of Outlook and what it can do, not a step by step process.**

Questions & Resources

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Four Software Pillars of Ritalka Slide 3

Background of Outlook Slide 4

Functions of Outlook Slide 5

How to Get to Outlook Slide 6

E-Mail Slides 7-8

Folders Slides 9-10

Public Folders Slide 11

Calendars Slides 12-15

Fields & Forms Slides 16-17

Gold Sheet Slides 18-25

Contacts Slides 26-30

Ritalka Contacts Only Slide 31

Ritalka Employee Contacts Only Slide 32

Categorizing, Sorting & Grouping Slides 33-34

CRM Tips Slide 35

Questions & Resources Slide 36

Index