Keep all your contacts in one Contact folder! Here is a quick tip that I wanted to post because I run into it a lot. Don’t confuse folders with views. A lot of people who want to organize their contacts in Microsoft Outlook create separate folders for different types of contacts for example, a Vendor folder for Vendors or a Mail List folder for contacts that are subscribed to their mailing list. This practice is actually a big no-no for several reasons, but here are a few:
So how can you use views to replace your multiple contact folders? First of all, go into each contact folder and assign all the items within it to a new master category with the same name as the contact folder. Then move all those contacts back into your main Contacts folder. Now that you have got all your contacts back where they belong (in the main Contacts folder) it is time to create a new view so that you can see them segregated from your other contacts just as you did before. Repeat this process with each of your contact folders.
Is it ever appropriate to use a contact sub folder? Actually I do believe in segregating dormant or disqualified contacts. Here is a great example, I have some clients that are paying monthly fees to webmasters who send them referrals. Unfortunately the quality of those referrals is not always that great so rather than just delete the bad ones, we send them to a Disqualified Leads folder where we track reason disqualified and provide feedback to the webmaster. But these are contacts that my clients will not want to include in their marketing materials or have synched to their smart phones.
Have other scenarios for keeping contact records in separate contact folders? Please leave me a comment and let’s discuss!
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