How do I keep track an email conversation?

[frankieplus]

Is there an easy way to keep track of an email conversation?

I have prospective clients asking questions, then I reply, then they start a new topic with a new question, then I reply to that etc.

Gets messy when it's not all in the same thread, so I tend to make a folder and put all emails corresponding to that prospective client in that folder.

Problem is, I'm making too many folders now and some of those prospective clients aren't mine anymore but I'd still like to keep a track of the conversation in case they get back to me.

I wish I could link emailes to each other so that I know what's what, and which email belongs to who.

Any suggestions?


-Frankie

 

[Judy Gleeson \(MVP Outlook\)]

The answer depends on your version. Please make an effort to tell us that
basic piece of information when you have a question you're getting answered
by volunteers all around the world!

If you have 2002 or 2003 open the Contact and click the Activities button.
Wait a few seconds. Now can you see all history of communications with that
Contact?

Regards

Judy Gleeson
MVP Outlook
Trainer and Consultant www.pragmatix.com.au
My suggested settings for Outlook 2003 are FREE on my website.

..

 

[frankieplus]

Oops. My appologies.

Am using Outlook 2007.

The email that I'd like to keep track of doesn't belong to a contact. I'm looking for a way to keep track of multiple emails by the same sender who isn't a contact. I'd prefer not to make them a contact either.

Is there any way?

As a side question, can I link emails to a calender date rather than a contact?

-Frankie


judy[

wrote on Mon, 14 April 2008 13:09]The answer depends on your version. Please make an effort to tell us that
basic piece of information when you have a question you're getting answered
by volunteers all around the world!

If you have 2002 or 2003 open the Contact and click the Activities button.
Wait a few seconds. Now can you see all history of communications with that
Contact?

Regards

Judy Gleeson
MVP Outlook
Trainer and Consultant www.pragmatix.com.au
My suggested settings for Outlook 2003 are FREE on my website.

..

Is there an easy way to keep track of an email conversation?

I have prospective clients asking questions, then I reply, then they start
a new topic with a new question, then I reply to that etc.

Gets messy when it's not all in the same thread, so I tend to make a
folder and put all emails corresponding to that prospective client in that
folder.

Problem is, I'm making too many folders now and some of those prospective
clients aren't mine anymore but I'd still like to keep a track of the
conversation in case they get back to me.

I wish I could link emailes to each other so that I know what's what, and
which email belongs to who.

Any suggestions?


-Franki

 

[dlw]

If you don't want to clutter up your contacts with those prospects, make a
new contact folder for that purpose.

Oops. My appologies.

Am using Outlook 2007.

The email that I'd like to keep track of doesn't belong to a contact. I'm looking for a way to keep track of multiple emails by the same sender who isn't a contact. I'd prefer not to make them a contact either.

Is there any way?

As a side question, can I link emails to a calender date rather than a contact?

-Frankie


judy[1

wrote on Mon, 14 April 2008 13:09]The answer depends on your version. Please make an effort to tell us that
basic piece of information when you have a question you're getting answered
by volunteers all around the world!

If you have 2002 or 2003 open the Contact and click the Activities button.
Wait a few seconds. Now can you see all history of communications with that
Contact?

Regards

Judy Gleeson
MVP Outlook
Trainer and Consultant www.pragmatix.com.au
My suggested settings for Outlook 2003 are FREE on my website.

..

Is there an easy way to keep track of an email conversation?

I have prospective clients asking questions, then I reply, then they start
a new topic with a new question, then I reply to that etc.

Gets messy when it's not all in the same thread, so I tend to make a
folder and put all emails corresponding to that prospective client in that
folder.

Problem is, I'm making too many folders now and some of those prospective
clients aren't mine anymore but I'd still like to keep a track of the
conversation in case they get back to me.

I wish I could link emailes to each other so that I know what's what, and
which email belongs to who.

Any suggestions?


-Frankie

 

[frankieplus]

I don't understand. Do you mean to make a new dummy contact and assign emails to this contact? Or an actual email folder and put all those emails in that folder?

-Frankie

dlw wrote on Mon, 14 April 2008 23:25

 

[Judy Gleeson \(MVP Outlook\)]

who said "dummy contact"?

Make a separate Contacts folder (say a sub-folder of Contacts) and make all
people you want to log communications with a Contact (either in that folder
or if you can just use one folder, then in your normal folder).

You didn't explain why you don't want to make these people into Contacts.

Regards

Judy Gleeson
MVP Outlook
Trainer and Consultant www.pragmatix.com.au
My suggested settings for Outlook 2003 are FREE on my website.

..

 

[frankieplus]

Oh I get you. I didn't know you could make another contacts folder. Thanks for that.

I sync Outlook to my PDA/phone - Do you know if it's possible -not- to sync this second contact folder?

The reason I don't want to make these email inquiries into actual contacts is because I tend to limit my contact entries for people who I'm dealing with regularly and these email inquiries I get are just that, inquiries. I still want to keep a track of the emails in case they do become contacts and that way I know what was discussed.

I do wedding photography. I get emails asking what I charge, different packages etc. I don't want to make them a contact in case they never get back to me and I end up with too many unused contacts in my contact list.

Having described my situation, do you feel I'm using contacts correctly by keeping them to a minimum? Or should I be making these inquiries contacts and then deleting them every so often if they've gone elsewhere for their photography?

I tend to use my calender as my main central area where I keep stuff. When I get an email or a phone call, I make notes in the calender on the wedding date rather than making it a contact.

I wish I could assign emails as an activity on a date in the calender just like i can in a contcat. That would be exactly what I'd need. I cant make a calender date behave this way can I?

Sorry to ramble on.


-Frank




judy[1

wrote on Tue, 15 April 2008 14:16]who said "dummy contact"?

Make a separate Contacts folder (say a sub-folder of Contacts) and make all
people you want to log communications with a Contact (either in that folder
or if you can just use one folder, then in your normal folder).

You didn't explain why you don't want to make these people into Contacts.

Regards

Judy Gleeson
MVP Outlook
Trainer and Consultant www.pragmatix.com.au
My suggested settings for Outlook 2003 are FREE on my website.

 

[Judy Gleeson \(MVP Outlook\)]

Hi Frank

Thanks for joining my web site today!

yes one of the benefits of a Contacts sub-folder is that it does not synch.
Call it Prospects.
Make sure to set it to show as an Outlook Address book. Right click it and
in Properties tick the box.
You will find the Contact Lookup Window is very helpful when dealing with
clients - it's in the toolbar. Type a Contact's name in it, hit Enter and
ta daaa there's their Contact card. Use the Notes field to jot down notes,
Insert hyperlinks to Word docs (eg quotes you sent) and images.
Use the Activities Tab to find every email to/from them.
To remember whento follow up each prospect, you could flag them, make a Task
or put a meeting in the Calendar. Meetings are the worst as they do not roll
onto the next day when you don't get hold of that person today.

I hope this helps.

Regards

Judy Gleeson
MVP Outlook
Trainer and Consultant www.pragmatix.com.au
My suggested settings for Outlook 2003 are FREE on my website.

..

Oh I get you. I didn't know you could make another contacts folder. Thanks
for that.

I sync Outlook to my PDA/phone - Do you know if it's possible -not- to
sync this second contact folder?

The reason I don't want to make these email inquiries into actual contacts
is because I tend to limit my contact entries for people who I'm dealing
with regularly and these email inquiries I get are just that, inquiries. I
still want to keep a track of the emails in case they do become contacts
and that way I know what was discussed.

I do wedding photography. I get emails asking what I charge, different
packages etc. I don't want to make them a contact in case they never get
back to me and I end up with too many unused contacts in my contact list.

Having described my situation, do you feel I'm using contacts correctly by
keeping them to a minimum? Or should I be making these inquiries contacts
and then deleting them every so often if they've gone elsewhere for their
photography?

I tend to use my calender as my main central area where I keep stuff. When
I get an email or a phone call, I make notes in the calender on the
wedding date rather than making it a contact.

I wish I could assign emails as an activity on a date in the calender just
like i can in a contcat. That would be exactly what I'd need. I cant make
a calender date behave this way can I?

Sorry to ramble on.


-Frank




judy[1

wrote on Tue, 15 April 2008 14:16]who said "dummy contact"?

Make a separate Contacts folder (say a sub-folder of Contacts) and make
all
people you want to log communications with a Contact (either in that
folder
or if you can just use one folder, then in your normal folder).

You didn't explain why you don't want to make these people into Contacts.

Regards

Judy Gleeson
MVP Outlook
Trainer and Consultant www.pragmatix.com.au
My suggested settings for Outlook 2003 are FREE on my website.

 

[frankieplus]

This is all too interesting, will try what you said. Seems like the answer to my problems. Thanks for all your help!

And your website is cool too. Very informative.


-Frank

 

[rroque2901]

There's an article on using Outlook Activities on roqu3.com

Posts title: Use Outlook Activities to keep track of contact
communications

Link: http://roqu3.com/use-outlook-activities-to-keep-track-of-contact-communications/