Helpful Microsoft Outlook Tips

Posted on February 24, 2010 by Jennifer Gallaher

So, I am loving Microsoft Outlook again. Since things are getting pretty booked up around my house, I thought it best to start utilizing this wonderful program again. Only this time, I am determined to use more of the features Outlook has to offer. This way, I can coordinate both my home life appointments along with my professional appointments. And….I can add all the love to-do tasks that need accomplishing.

For now, I thought I would share a few tips I found, and have actually used, on how to make life easier when using Outlook.

Creating/Using Email Template in Outlook

To save an email message as a template in Outlook:
- Create a new message and enter the subject and content as usual.
- In Outlook 2007, click the Office button and select Save As.
- In Outlook 2003, select File | Save As from the menu.
- Select Outlook Template under Save as type, in the Save As dialog.
- Type the desired template name under File name.
- Click Save.
To compose a message using the new template:
- In the Outlook Inbox, select Tools | Forms | Choose Form from the menu.
- Select User Templates in the File System under Look In.
- Double-click the desired message template.
- Address, edit or change verbiage if needed, then send.

Importing Contacts from Excel or a CSV File into Outlook

To import contacts from a CSV file or from Excel into Outlook:
- Select File | Import and Export from the menu in Outlook.
- Make sure Import from another program or file is highlighted.
- Click Next.
- Now make sure Comma Separated Values (.CSV) is selected.
- Click Next.
- Use the Browse button then select the desired file.
- Choose Do not import duplicate items.
- Click Next.
- Select the Outlook folder you want to import the contacts to. Normally, this will be your Contacts folder.
- Click Next.
- Click Map Custom Field.
- Make sure all columns from the .CSV file are mapped to the desired Outlook address book fields.
- You can also create new mappings by dragging the column title to the desired field.
- Click OK.
- Then, Finish.

Creating an Email Signature in Outlook

Create an Email Signature in Outlook:
- Select Tools | Options from the menu in Outlook.
- Go to the Mail Format tab.
- Click Signatures under Signatures.
- Click New.
- Create a name for this signature.
- You can also set up different signatures for different purposes, like a specific one for work emails and one for personal emails. Just make sure you name them accordingly so you can choose the correct signature when creating the email.
- Click Next.
- Then type the text you would like to see for your email signature.
- This is also where you would format the font itself, the font size and color of text.
- You can also select your business card to add under vCard options.
- Click Finish.
- Then, OK.

As I continue to re-learn Outlook and find more useful tips, I will share them with all of you. I encourage you to try these tips for yourself and share any new ones that you may have found. Let’s help each other become more organized!

Google PageRank

Posted on February 23, 2010 by Amber Whitener

Google PageRank image I am sharing this Google pagerank checker because until about 4 or 5 months ago, I didn’t really understand the whole Google pagerank numbering system.

When I was first learning, I thought if you had a page rank of 1 that it meant you were number 1! (HAHA! – I can laugh at this now ; ) However, that isn’t how it works. If you have a pagerank of 1, that’s 1 out of 10! Being 1 out of 10 isn’t as exciting as being number one right?

Use this nifty tool to see what your business or personal website’s Google pagerank is.

Check Page Rank of any web site pages instantly:

This free page rank checking tool is powered by Page Rank Checker service

That’s my number! -> Kinda sad huh? But it’s only a place to start.

It just means we have some work to do.

Wired Magazine Exclusive: How Google’s Algorithm Rules the Web really gives you some good info on how the whole Google Algorithm/Ranking system works.

How is Your Business Measuring Up?

Posted on February 22, 2010 by Amber Whitener

As a small business owner, you must measure your successes, failures, and most importantly your progress. Even if you are getting reports from your web developer or social media consultant, it’s smart to know how to get some numbers of your own. Consultants and virtual assistants can bring so much value to your business! Make sure you can measure that value.

How much $$$ is your web presence and SEO worth?

This WMtools link tells you what your website is worth based on Google page rank, backlinks, etc.

Try SERP Analytics to see what keywords your website has and how much their worth! See this analysis of a website I was searching for when I first found this tool: http://www.serpanalytics.com/sites/www.softalize.com. You can simply delete the “www.softalize.com” and type in your own web address. (This really only works well for people who own their own domain.)

How much traffic is your message getting?

Alexa tells you where your website ranks on the traffic level. Many sites aren’t large enough to be given a graph, but the historical data will tell you if your business website is becoming more popular.
*It also shows you some of your inbound links.

For more on website traffic analytics, see this article: Histats, Google Analytics, and my favorite URL shortener- bit.ly. If you shorten all of your links with bit.ly, you will be able to keep track of how many hits your links are getting.

Klout.com will measure your influence on twitter.

What is your grade? Graders by

Measures a website’s marketing effectiveness and search engine optimization (SEO).

Get the most out of your press releases.

Measure your twitter network reach.

I love this tool! It measures your personal reach with your Facebook profile and your professional reach with your Facebook fan page.

Does your content have “goggledygook words?” Better check it out!

Numbers are so important. We number almost everything in our lives; just look at our clocks, calendars, price tags, and bathroom scales. Some numbers are easier to remember than others, like our favorite television channel, our favorite football players or our best friends’ phone numbers. Others are a little more forgettable, like the number of Hershey’s Kisses you’ve already indulged in (what’s one more?) or how many boxes you were actually carrying up the stairs when you tripped and twisted that ankle. Some can be scary like our credit score or the percentage of our population that’s unemployed. Regardless of what numbers you’re dealing with, it’s so important to make sure you are dealing with them.

Know your numbers and keep tabs on them constantly. You have to know what you need to work on and what actions you need to take to keep it up.

Next week I’ll bring together an article on backlinks. They are also so important and I’ll explain why. Don’t miss it!

This is who I am. This is what I do.

Posted on February 19, 2010 by Kena Roth

While attending the funeral of a very close friend’s Dad, something was brought to my attention. After the service was over we had the opportunity to visit with friends and relatives we hadn’t seen in a while. A friend’s Dad was chatting with my husband, small talk, you know. Asking if we were still farming? If my husband still worked at Dairy Farmers of America (local plant)? Then he moved on to say, “Is your wife working anywhere?” After stumbling over his words for a bit, in a hesitant tone, my husband replied, “Yes. From Home.” My mind went crazy. “Yes. From Home.” That’s all he could say? Seeing how it wasn’t the appropriate time, I didn’t address the answer he had given nor did I smack him square in the forehead. However, the latter of the two weighed the heaviest.

The more I thought about it, I’d never really explained it “thoroughly” to him. I had never set him down and taken the time to tell him just exactly what it is I do. Yes, he knows I’m a Virtual Assistant. Yes, he knows I work from home (obviously). Yes, he knows I have clients. And yes, he knows I bring in an income. But, what does all this mean? All he knew was when he got home the house was clean, the kids were fed and in between all that, I stared at the computer screen. If you think about it, his not knowing was my fault. I can’t expect him or anyone else to just know what I do. There’s even been times when I beat around the bush to answer the question of “Now what do you do?”

After a discussion and a few clicks of the mouse, he now knows and somewhat understands what I do. He knows I’m on Facebook, Twitter and LinkedIn for a reason. He understands that Excel spreadsheets don’t have information on them unless someone puts it there. Google AdWords, keywords & key phrases, tag words, categories & such did not interest him what-so-ever. But, he now knows and his own terms were this – “So basically you help set-up and establish online presences. You’re the one in the background making it happen.” YES!! You got it, babe. So, the next time someone asks him what his wife is doing now or what his wife does, he has a great answer; one that could also bring in business.

As an entrepreneur, always thinking of ways to get more business or bring in new clients comes naturally. Letting people know, “This is who I am. This is what I do”, simply by using the good old fashion word of mouth advertising, will make a difference. I’ve learned to speak with confidence and self-assurance that I am an independent entrepreneur who works remotely, using technology to deliver services to clients globally.

Now for the why: This was given to me on Valentine’s Day from my 10 year old son. It’s the little things like this that makes me realize, “Who I am, What I do, and Why I do it”, is for all the right reasons.

I LOVE YOU
How do I love you? Let me count the ways.

I love you when – you help me

I love you when – you play with me

I love you when – you are funny

I love you when – your gone

I love you when – your here

I love you when – you love me

How do I love you?

It’s impossible to say.

For if I had a million days, and time enough for all the praise, I could never tell you all the ways…

I LOVE YOU! Happy Valentine’s Day 2010

Tucker

Thank You for letting me share with you!

Blog Tip Suggestions

Posted on February 17, 2010 by Jennifer Gallaher

We here at The Work at Home Life blog are not the only bloggers, by far. Many of you that read our blog are bloggers yourself. Whether you blog for a living, blog as a way to promote your business or blog as just a way to have your thoughts heard, nine times out of ten, you will or already have experienced a mental block. I have and I know I will at some point again in the future. Then I came across an article with some pretty interesting tips and I thought I would share a few with you.

Tell a story from childhood. What a great way to give your readers insight into the real you! You can cite a particular experience you had as the “mini you” and how that has shaped you into the wonderful person you are today. I know we all have at least one defining moment in our lives that could serve as inspiration to others.
Tell a secret. Yes, I said a secret. But then, others will know right? That’s the point. Keep it in perspective, but give your readers an idea of what makes you tick. Something that you did to help advance your career or business…nothing illegal or immoral, mind you, but something that may kick start someone else’s creative juices. Let your readers know that thinking outside of the box is not only okay, but encouraged.
Argue with yourself. If you have changed your mind about the role that Facebook or Twitter plays in social media today that re-blog about it. Link to an old post of yours and debate your new position. Explain to your readers why your opinion has changed. Maybe you have gone through further training in your industry or gained a better understanding of the situation as a whole. Whatever the reason, allowing your readers to see your updated perspective shows you have grown as a person and you’re not afraid of change.
Write a “For Dummies Post”. Sounds silly, right? But how often have you come across others that are either interested in what you do or are just starting out and are looking perhaps for a mentor? Wouldn’t it have been easier if there were manuals or step-by-step instructions around when you first got started with your profession? Why not help someone out? Write a simplified post for those who may not be as familiar with your profession or the subject you chose to blog about. Not only will you be educating a “newbie” but it will also force you to get back to the basics. Everyone needs that from time to time, right? After all, if balancing work and family is your goal, then going back to the basics may just be what’s needed.

Whatever the reason for the mental block, rest assured it will pass and ideas for your blog will again flow. Just because this may be part of your job, there is no reason why it can’t be interesting and fun, right?

Mr Tweet Error Message

Posted on February 17, 2010 by Amber Whitener

So, last night I was checking out Mr. Tweet & I got this error:

LOL! I was so entertained by it, I wasn’t even annoyed that it didn’t load my page right away! (It fixed itself soon after.) But HAD to share!

full view on twitpic: http://www.twitpic.com/13rgt4

Aquarian Strength

Posted on February 15, 2010 by Amber Whitener

Somehow, I came across this article on StumbleUpon:

Hobbies That Could Make Money for Your Zodiac Sign
I am not a true believer in the zodiac stuff, but sometimes it’s a little scary how accurate it can be.

Aquarius

This visionary sign can do very well as a columnist, writer, or illustrator. This is because what they have to say is so unusual and seems to come from “left field.” Many are good at writing metaphysical material or science fiction. They also do well as online psychics or phone psychics. Quite a few Aquarians are inventors and many are able to parlay their creations into a lucrative part time job. They are also natural entrepreneurs so they do well in the virtual sales places of the internet. This sign also loves the photographic arts and can sell their photography or videos online. Along with their business savvy comes many creative talents as well. They are good at doing things such as designing their own websites and building a virtual empire. They can also easily parlay these talents into a career at designing sites or web businesses for others for others. They are also natural cinematographers and editors and some Aquarians are very good at scoring music for videos and movies as well. They do better than most signs at being freelancers because they can handle the stress of waiting to be assigned or paid.

As Entrepreneurs, What Can We Learn From Olympians?

Posted on February 15, 2010 by Amber Whitener

This past weekend the world has tuned in to watch the 2010 Winter Olympics in Vancouver, Canada. We watch the best of the best athletes compete for bronze, silver, and gold medals.

You can’t make it to the Olympics without:

1. The Big Dream – It starts with one person who aspires to be the best in the world at his or her sport. Once you know what you love to do and decide that you are the best at it, then you are ready to prepare for competition.

2. Daily Practice and Preparation - Being this good at what you do is not just an 8 to 5 job. You take every opportunity to grow and try different moves and push the limits: Higher, Faster, Stronger! You have to take care of yourself and make sure you are physically and mentally ready for any competitor’s challenge.

3. A Genuine Belief in Yourself – If you don’t have the confidence in your ability, how can the whole world?

4. The Best Coaching - You get to a certain point in your career where you realize that you need the best coach and training your money can buy. You must invest in yourself as you cannot do this completely alone. Training vs. proper training can be the difference in placing or not placing in the Olympics.

5. Unstoppable Endurance - Even qualifying for the Olympics requires a minimum standard of performance. The true test is to keep your performance high, from start to finish.

Our message to all Virtual Assistants, Virtual Business Owners, and Entrepreneurs:

“Find what you are great at and go for the gold.”

Our best wishes go out to all of the Olympians and their families during these winter games.

We want to share our sympathy to the family of Nodar Kumaritashvili, the young Olympian who passed on far too soon. He will be remembered always.

Social Media Minute: Bringing it All Together

Posted on February 12, 2010 by Kena Roth

When you use social media networking to build a business, your marketing efforts are about relationships. By using social media, you are trying to be everywhere your audience is, but you are also trying to make real connections with real people. It all may seem like a new way to connect, but it’s based on the old-style neighbor relationships we’ve been relying on for years.

Consider a harvest time. When the crop is ready, people rely on the relationships they have with families and friends and their willingness to lend a helping hand to finish the work no one could do on their own. People connect. Then they help each other out, and increase financial stability and potential for themselves and others.

If you think about your social media interactions in the same way, then you’ll naturally understand three of the most important keys to making it work.

Make sure what you’re offering is useful to those interested in your product/service. You can do this by offering links to other blogs and websites you find useful. It is important to be honest about your product and offer content and updates that will benefit your customer and make potential customers want to know more about you.
Lend a helping hand, by helping people get started themselves. Promoting others will be one of the most rewarding ways you can build your own success. When you know someone else is trying to get the hang of social media marketing, let them know what sites or articles you found useful. Connect them with opportunities and take a moment to answer questions. The advantage of social media marketing is that, once you get the hang of it, you have a quick easy way to offer help and pay it forward.
Don’t forget to keep connected. You can join social networking sites, but if you don’t actively participate you will be missing the benefit. It is important to update and network on a regular basis. If the only time a neighbor showed up was at harvest, you might not think they were much of a friend.

Social media marketing, when done right, can have a significant impact on your brand awareness & product popularity.

The Virtual Assistant Journal

Monthly Archives: February 2010