Debbie Mayo Smith, International Motivational Speaker
Motivational Speakers, Sales, Marketing, Time Management, Productivity, Technology, Tips

Archive for the ‘Outlook’ Category

Five Permission Email Tips For Marketing

Friday, April 23rd, 2010


1. Only email those who have asked. It’s the law

If someone hands you their business card, don’t assume you can just add them to your email list. Ask first – the best time to mention it is when you get the card in your hand. Say something like: ‘I’ve got a great online newsletter, would you like to get a free subscription? You can leave it if it doesn’t appeal.’ Nine out of ten times you’ll get an affirmative answer.

 2. Always honour their requests to opt-out.

Make it a simple process. Since people often have multiple email addresses, include on your email the address you have sent it to. This can eliminate a lot of angst on their side and frustration on yours.

3. Allow your customers and prospects to give you their preferences.

Information: how much and how often do they want it? For example, if you’re doing a daily email – cater to those who might prefer to have only some of the information. This makes it more relevant for them instead of having to scan through the entire email.

4. Do not sell or rent your lists.

Your email list can be your goldmine, one of the most valuable assets of your business. Don’t ruin it by selling or renting your email list. 

5. Give and take.

You don’t think people give you their email addresses out of the goodness of their hearts do you? They do it in exchange for something of value to them. A gift, Information. Education. White paper.Chance to win. Be creative, but truly add value. 

6. Respond to customer email inquiries promptly.

Why is it that once someone hits that send key on their computer, they expect an immediate reply? They expect that someone is sitting at a computer ready to read and respond to their email. Have an email policy and enforce it. Ensure that you have a 24-hour turnaround if at all possible.

Persistency Pays Heaps

Monday, April 19th, 2010


Let me tell you about Wayne McCarthy, a top real estate agent with Barfoot and Thompson in Auckland. Wayne worked with a couple from England for two years house hunting in Auckland during the summers. Several months into year three they bought a home online from England from another agent & company. For most, the contact would have ended then and there. However Wayne continued to stay in touch with them with a regular, five monthly “good day, how are you, need a tradesman or anything let me know” email. Yes, Even though they weren’t clients. He never mentioned in any of the emails “Do I have a house for you, told of an open house or suggested they might want an investment property. He simply sent them a can I help you email.

Five years pass

Wayne gets a call from the English couple. “Wayne, we are not coming to New Zealand as often as we would have liked. Please sell the house for us.” “Of course,” Wayne replies “but what about the agent you bought your home from?” “We never heard from him again. You’ve been loyal so we’ve called you”.

What’s the point?

  • Persistence – 5 years
  • Continued though business was lost
  • System
  • Relationship building – NOT BUGGING

Your System

To build a similar reminder system for yourself – why not create a recurring Task in Outlook (To Do in Lotus Notes) to remind yourself to call, visit, follow up on important clients and prospects?

Your Secret for Coping with 100s Emails?

Wednesday, February 24th, 2010

You know how important it is to save time. It’s one of the most valuable commodities today. As you know your Inbox can be a great time waster. You can have significant numbers of emails to read and answer every day. Wouldn’t it be nice to have your own inbox secretary? Someone that would read your emails and answer, file, forward, delete – well manage them for you. Bingo! You do. Let me introduce you to “Rules”, your personal inbox secretary. Rules could be a life changing experience for you. Every email (and most webmail programs) will have a Rule function. For emails you send and receive, you tell Rules what to look for and then what to do with the emails. It’s hands off for you saving you time and repetitive actions. You can have as many or as few as you desire. Rules won’t eliminate the actual number of emails you receive. They will help you prioritise which get your attention and eliminate the unnecessary ones. There are four steps to create each rule: 1.  Set what to look for. For example from a certain address, not directly addressed to you, certain words in the subject line or the body of the email. 2.  What to do with the email when the condition is met (move to a folder, forward to another person or your cell phone, answer it, delete it. 3. Specify if there are any exceptions. 4.  Finally turn it on and yes – the best part of all – click to additionally run it through your existing inbox/sent emails. See how wonderful rules can be? So How Do I Create One? 1. Select the Rule icon from your Toolbar (Outlook only) 2. or right click somewhere on the email and select create Rule 3. Or right click the email (Outlook Only) Outlook on the Tools menu, click Rules and Alerts .Outlook Express on the Tools menu – click Message Rules – select Mail. 4. Click New Rule. Follow the wizard from this point. Bonus: Often rules can be found in webmail programs under options

Video: Using The Shortcuts Feature In Outlook

Sunday, September 20th, 2009

Video: Thankyou Signatures

Sunday, September 13th, 2009

Boost your networking and relationships with this clever email trick.

Controlling Your Inbox Size

Monday, August 10th, 2009

Your Email folders grow as you send and receive emails. Create appointments and meetings. Set Tasks. Not only does the information become dated, it slows down the performance of your Inbox and wastes time when you search for items.

Your inbox also becomes dated, yet it’s important to keep records. And if you’re in a corporate environment with a limited mailbox size – dollars to doughnuts you’re always pulling your hair out to get under limit so you can receive emails again.

There is an answer to this problem. Plus it’s automatic and can be customized to a “T”. Your solution is called Archives (note – Outlook Express does not have this function).

Why is archiving such a great solution?

1. Effective record keeping
By archiving instead of deleting messages, you’ll keep records

2. Save disk space
Archiving uses compression, so archived items use less storage space. It is stored in a separate mail file, yet it opens and displays fully in your inbox..

3. Your inbox opens quicker
Because it’s lost weight. My cheeky way of saying you’ve shifted file size out.

4. Cut down on your clutter

Archiving removes items from your mailbox and puts them in the archive file.

5. Automatic

Archiving works automatically. You’ll get a little prompt saying “Want to archive your old items now?” And all you have to do is say yes.

6. Individual settings
In Outlook each folder can have it’s own archive settings allowing you to archive more or less frequently or not at all.

AutoArchive is on by default and runs automatically at scheduled intervals, clearing out old and expired items from your folders (except Contacts). Old items are those that reach the archiving age you specify. It could be 4 months, it could be 2 months, a year. The choice is yours.

What AutoArchive does with items
AutoArchive can do one or both of the following things for you:

1. Permanently delete expired items
2. Delete or archive old items to an archive file.

The archive file is a special type of data file.
The first time AutoArchive runs, Outlook creates the archive file automatically in the following location:

C:\Documents and Settings\yourusername \Local Settings\Application Data\Microsoft\Outlook\Archive.pst

If you don’t see the Local Settings folder, it may be hidden. See Microsoft Windows Help for information about showing hidden folders.

Mirror image of your folders
When Outlook archives, it will set up a list of folders that directly match what you have in Outlook. They’re all nested under Archive Folders in your Folder List. You work with the Archive emails the same way you work with items in your main Inbox.

If you decide you want archived items moved back into your main mailbox, you can import all the items from the archive file into their original folders or into other folders you specify. Or you can manually move or copy individual items.

Automatic Memory

Monday, May 18th, 2009

We all have a ‘To Do’ list. Most maintain it mentally. Some write down a list, or have 17 half crossed out lists scattered. You might use your software calendar to prompt you. Wrong place. The calendar is built for appointments and meetings only. Reminders make you look unnaturally busy.

Only a minority use their Task function, but even then only as a short term reminder system.

Look at Tasks another way. For long term persistency. Tenacity.

Most people in business are interested only in nurturing prospects that will do business with them instantly.  If someone is not ready to do business with you when you first meet, send out a proposal – do you forget about them, moving on to the next prospect?

This is where Tasks can make you a sales superstar. Helping you to remember to stay in touch, to follow up – every few months, every year. Until they are ready to do business with you.

Once you create a Task, on the appointed day at the appointed time – a small box will open on your screen telling you the Task is due. You can also set a recurring task and assign a task.

How can you use Tasks to raise the bar of your business performance?

To follow up:

  • In the long term on quotes or proposals that didn’t eventuate; when a client will need your services again (such as annual conferences, parties, meetings)
  • On current quotes, proposals, emails you sent that have remained unanswered
  • On customer service problems (especially if they are not expecting a future call/contact)


  • Staff when reports, items are due
  • Yourself to renew – such as domain names, licensing, contracts
  • Use recurring Tasks to remember to call important clients every 12 weeks or so.

With Staff

  • Project management – including assigning Tasks to staff
  • Following on from meetings- Task action items to the people who are responsible for them

In the cluttered mind space we all maintain today, Tasks / To Do is a place to park something, then let it go to free up your mind. Let your computer remind you when the time has come.

Video: Clever Outlook Significant Time Saver

Tuesday, May 5th, 2009

How to save a fabulous amount of time writing repetitive emails over the year – watch this!

Video: How To Save Time Managing Emails

Tuesday, April 28th, 2009

Save so much time with this simple inbox click.

Video: Clever Outlook Significant Time Saver

Tuesday, April 14th, 2009

How to save time replying to your emails.



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