Now you have created a shortcut for your contacts base. If you look in Outlook bar (the column entitled “Outlook Shortcuts”), your shortcut will appear as a Rolodex icon with “Contacts” written beneath it.

Suppose you want to e-mail all your client prospects a self-marketing letter. Let’s make a distribution list.

Making a distribution list in MS Outlook

1.Click on Contacts shortcut icon to open your contacts database. 2.Click on File (at top of program, located on menu bar). A box will open up. 3.Click on New. (Another box will open.) 4.Click on Distribution List. (A file card will open.) 5.In Name box, type name of your group, for example “Client Prospects”. 6.Click on Select Members. Your address book will open. 7.Select client prospect names from your address book. You’ll see them being added below in a list, consisting of names and e-mail addresses. 8.If a name isn’t in your address book, you can still add it to your group list now. Click on Add new. Fill in name and e-mail address, and then click on OK. 9.When you finish compiling your list, click on Save and Close icon.

Now you’re ready to e-mail your self-marketing letter. In your e-mail, click On To: and your address book will open. As you scroll down, you’ll see, Client Prospects. Point to it and click. Client Prospects will fill in To: space on your e-mail. However when your clients receive e-mail, it won’t say “Client prospects”. Clients will merely see their names along with other individual names to which email was sent.

That’s all there is to it. Making distributions lists will save you time. Have fun!

5.I will understand that not everyone will have same opinions as I do and that is A.O.K.! I will make a point of only sending e-mail that clearly states my opinions without personalizing issues at hand. Constructive conversation and exchange of ideas is one of great things about being online and not everyone will agree with my POV. Boy, wouldn't that be boring!?

6.There is no place online for profanities, accusations or rudeness. If I run into problems with another onliner in a chat room, message board or by e-mail who does not communicate with clarity and courtesy, I will simply cease communicating with them. If I need to respond, I will take high road and not stoop down to level of personal digs and innuendo. I will report ongoing abusive e-mails or threatening behavior to my ISP for proper handling.

7.I will be very respectful about how I use my employer's technology resources understanding they are paying bill and I am on their time. I will make a point of reviewing my employer's policies then following them to avoid any problems.

8.I will avoid formatting my e-mails with colored text, bolding, italics because I know it may not look same as I intended when received on other side. I understand that many prefer plain text in their communications and that if I communicate with clarity formatting really is not necessary.

9.If I do use my "leave mail on server" feature of my e-mail program, I will be diligent about unchecking it and clearing my e-mail account's inbox so that my e-mail box does not become full and bounce/return e-mails to those making an effort to communicate with me.

10.I will make a point of understanding each online service or Web site I choose to use by reading their Frequently Asked Questions or Help area. I understand that if I do not review these areas, I could misunderstand or do something incorrectly and need to eliminate my actions or lack thereof as a possible cause of a perceived problem before pointing fingers at others. If in fact something does appear amiss, I will e-mail with courtesy asking for their assistance in resolving my difficulties rather than making blunt demands or accusations.

There you have it! Your 10 Little Courtesies to work on for year ahead so that folks don't cringe when they see your name in their inbox. Just imagine if everyone online made these efforts? Joy, joy! ;-)