Virtual Office is one of the great tools provided to each Consultant to help her run her Thirty-One business. Following are step-by-step instructions on how you can maximize this tool for your business.

Personal Business Tools

Customer Lists and Contacts

Sending an E-mail to Your Customers

1. Under the Order link, click on “Contacts” under Management Options on the right side of the screen.

2. In the search box, type the name of your recipient and click “Search.”

3. Click on the Mail icon and type your message. At the top, it will let you know how many people will receive the e-mail and give you the option of viewing or selecting who within the group will receive the e-mail. You will see a gray “Click Here” link that allows you to add or delete people from the recipient list.

4. Type your subject line and your message.

5. To add an attachment to your e-mail, click the gray “+ Add Attachment” link at the bottom of the screen.

6. Click the “Add Files” button and select the file on your computer you would like to send and click “Open.”

7. Click the “Upload Files button to add the attachment to your e-mail.

8. To add additional files, follow steps 5-7 again. Caution – there is a size limit for e-mail attachments.

9. Attachments will appear at the very bottom of the e-mail when successfully uploaded.

10. Click the “Send E-mail” button at the bottom of the screen.

Knowing When A Customer Last OrderedWhen you find yourself in need of bookings or preparing for a new catalog launch, this is a useful way to reach out to people you haven’t heard from in awhile.

1. Under the Order link, click on “Contacts” under Management Options on the right side of the screen.

2. Click on the Excel icon on the right side of the screen.

3. Click “Open” to view the file immediately or “Save” to keep it for later. If you select to open now, you will still be able to save at a later time.

4. In Column P, you will see the Last Order Date. Column O will have the Order Number…you can look up what they purchased and do a Customer Care call or mail them a postcard.

Virtual Office Instructions

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Merging Contacts

1. Under the Order link, click on “Contacts” under Management Options on the right side of the screen.

2. Click on the “Merge Contacts” link above the ID column in the Contact List.

3. In the “Contact to Keep” row, select the grey “Lookup” link.

4. Type in the name of the contact you want to keep and click on the “Search” button.

5. Select the contact you want to keep from the list.

6. In the “Contact to Delete” row, select the grey “Lookup” link.

7. Type in the name of the contact you want to delete, and click the “Select” link next to their name.

8. Click on “Merge Contacts.”

Helpful Hint – If you click on the Excel or Word icon that appears on the right side of the screen, your contacts will be exported and can then be printed. This will make it easier to determine which contacts will need to be merged, as well as make it easier to look them up.

Order HistoryThe data in the Order History link is a great tool for customer care. You can personalize several reports to easily identify and service your customers.

Customer Search1. Under the Order History link, type in a part of the Customer’s name or state (you can utilize the

auto-fill option as well).

2. Under the Dates section, enter the date ranges you want covered in your search.

3. Select a View Option:

Orders: Shows the results by order type (customers will appear under their Hostess’ party).

Customers: Displays the Order History by the Customer’s name. You can then click on “Orders” in the results field to see the order information for that customer during the date range.

Product Search Enables you to see who has ordered a specific product.

1. Under the Order History link, click on “Item” in the Product Search section.

2. For a product type but not a specific pattern, select “Starts With” in the pop-up list next to “Item.”

3. Type the product number in the next field (i.e. 3196 for the Skirt Purse).

4. Under the Dates section, select the date range you want to search.

5. Under View Options, select “Customers” and click “Retrieve Information.”