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Being able to separate people into groups within your Address Book allows for quick and easy communications. Depending upon your particular contact management system, assigning labels, groups or categories is one way to differentiate the individuals in your contact database.
Within MS® Outlook, look for this icon in the tool bar when adding a new or reviewing an existing contact:
By clicking on "All Categories" you can customize this list to fit you and your needs. Some of the categories I use to assign to individuals include: Subcontractor, Vendor, Prospect, Personal, Client, and Professional Association.
There may be times when you want to send an email out to everyone within a particular category. For example, if I want to announce a new workshop to my past clients, I can easily pull up the Client Category and then send one email to the entire group. To view a particular category or group, click on the "By Category" viewing option in the left hand Navigation Pane within Outlook Contacts.
Take a few moments to think about the various categories individual fit into for your business. Some contacts may qualify for more than one category. For example, a subcontractor you use may also be a member of a professional association you belong to.
The goal is to make retrieval of contacts quick and easy so that sending emails or making a phone call can happen with little effort or time expensed.
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