Connecting to Your Database #63726 · 2016 . Georgia REALTORS® partners with the Local Boards and...

2016

Georgia REALTORS® partners with the Local Boards and

REALTOR® Firms to provide quality, affordable continuing education courses.

Connecting to Your Database

#63726

Sponsored by:

Georgia Association of REALTORS®, GREC School #271

Partners in Education Program

Visit the Georgia REALTORS® website to learn about

membership benefits, continuing education opportunities,

networking events, and more!

(www.garealtor.com)

NOTICE: The following material is copyrighted and is provided to you for one-time use only in this GAR-sponsored course.

You may not reproduce or redistribute any portion of this packet

without the express written permission from the GAR Professional Development Department.

http://www.garealtor.com/�

STUDENT NOTICE

The Georgia Association of REALTORS®, Inc. is approved by the Georgia Real Estate Commission (GREC) to offer continuing education, sales postlicense, and broker prelicense courses. The GREC school code number is 271 with a renewal date of December 31, 2019. The Georgia Real Estate Commission has approved this course for three (3) hours of continuing education credit. GAR school policy defines an instructional hour as 50 minutes. To receive continuing education (CE) credit for this in-classroom course, the student must:

be on time

sign in with the course facilitator before the course begins

be present in the course during all instruction periods

return a completed evaluation to facilitator at the end of course

not have taken this course for continuing education credit within the past 366 days. There is no make-up session for this course. Cell phones and other electronic devices can be distracting. Use of communication methods such as text messaging, E-mailing, web surfing, etc. is prohibited while class is in session if it poses a distraction to other attendees and shall be grounds for dismissal. Taking pictures of PowerPoint slides requires the permission of the instructor. Entrance qualifications and standards of completion will not be based on race, color, sex, religion, national origin, familial status, handicap, sexual orientation, or gender identity. No recruiting for employment opportunities for any real estate brokerage firm is allowed during this course or on the premises while this course is in session. Any effort to recruit by anyone should be promptly reported to the Director of Professional Development; Georgia Association of REALTORS®; 770-451-1831; 6065 Barfield Road; Sandy Springs, GA 30328; or to the Georgia Real Estate Commission; 404-656-3916; International Tower; 229 Peachtree Street, NW; Suite 1000; Atlanta, GA 30303-1605. 1-20-16

Table of ContentsNotes from PowerPoint Presentation

Module I – Excel – The Master Tool 3

Basics - User Interface 3

How to Create a Worksheet 3

How to Set up a Simple Database in Excel 3

Rules of the Road 3

Database Set-up Directions 3

Entering Data - Hints and shortcuts: 4

Data Validation – Save Time Entering Data 4

How to Filter and Sort Data Quickly 4

Importing and Exporting Data into Excel 5

How to Freeze Panes 5

How to Hide Columns and Rows in Excel 5

Module 2 – Outlook for Communication and Contact Management 5

2 Quick Ways to Get Contacts in your Outlook Contact Database 6

How to Categorize Contacts 6

How to export selected contacts from Outlook to Excel based on Categories 6

How to import contacts into Outlook from Excel – see video on YouTube 7

How to Create a Regular Distribution Lists 7

How to Create an Email Merge Using Microsoft Outlook 2007 8

Module 3 – Features and Benefits of Gmail 9

Where are Contacts and How to add a contact (simple) 9

Importing and Exporting Contacts 9

Creating Personal Distribution Lists 10

Managing contact groups (From Google/The New Interface) 10

Extra Gmail Tips 11

How to create a filter 11

How to create a label 11

© Copyrighted material. No reproduction allowed without permission from InMotion Real Estate Institute 1

Google Calendar 11

GMAIL Tools and LABS 11

Notes from PowerPoint Presentation

Real estate applications for Excel

• Rent vs. Buy Calculations• Buyer or Seller closing cost estimate• Offer Comparison Worksheets• Pipeline Management

2 Useful Smartphone Apps

• Scanbizcards ($6.99) - Demo

• Edit/Save Contact Info• Send Quick Intro Email• Connect on LinkedIn• Forward/Export to (Evernote)• Add Follow-up Reminder

• Contacts2Excel (FREE)

• Exports your contact(s) to an Excel Spreadsheet

EXCEL 101 – Dos and Don’ts for Spreadsheets

• Don’t leave empty rows or columns

• Do have a single title row at top of sheet (Field Names)

• Do put minimal information into a sheet (better for sorting and filtering)

Additional Notes:

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Module I – Excel – The Master Tool

Basics - User Interface

If you are new to Excel, I recommend that you first get acquainted with a few common terms and features.

Cells: At the intersection of each row and column is a cell. You may enter your content into a cell by clicking the cell and then typing.

Name box: The active cell’s name appears here. For example, if the selected cell is at the intersection of column A and row 1, A1 appears in the name box. When you select a group of cells you can assign a name to them, called “a range”.

Formula Bar: The contents of the selected cell appear in this bar. If the content is a formula you have input, that formula will appear here, and the result of the formula appears in the cell (see above).

How to Create a Worksheet1. Open Excel. It automatically gives you a blank worksheet.2. Click in cell A1 (where column A meets Row 1). Start typing.3. When you’re finish typing you know – but Excel doesn’t. In order to tell Excel

you’re done and you want to make this permanent, you have to press the _______ key. Want to cancel? Hit ________ key, then it goes away.

4. If you ever need to see how big your spreadsheet it – First hit __________5. Hit __________ a few times. This moves the active cell around the corners of the

range.

How to Set up a Simple Database in Excel

Rules of the Road1. In Excel 2003 users have a List feature, in Excel 2007/2010 a Table feature.2. Fields names (Headers) must be in the first row (no blanks) on your table/list.3. Records are in rows (no blanks).4. Other data in the sheet cannot be next to the Table/List (at least one blank row

or column between other data and the Table/List).

Database Set-up Directions


1. Type in Field Names across the first row. (FName, LName, Email, Telephone Number, Address, City, State, Zip, Homebuyer Type, Date Contacted)

2. Next row, type in information3. After you enter your data in the second row, highlight/select it. Time to convert. 4. There are 2 ways to convert it to a Table. Go to Insert Tab, Table Group, and

Select Table. Or use Keyboard shortcuts: Excel 2003 List: Ctrl + L. Excel 2007/2010 Table: Ctrl + T.

5. Table Tools appears and you now have a Design Tab. You can do this now or wait until later.

6. Continue entering your data. Go to each cell (across the row) using the Tab key.7. Go to Table Styles and select a color

Entering Data - Hints and shortcuts:• If you need to edit a cell, Hit F2 and make changes. Press <Esc> to get out.• You don’t need to bold the Field Name, a Table will do that for you.• To add Telephone Numbers with proper formatting: (1)CTRL+1 shortcut to format

cells. Select Special, Select Phone Number. Now type in the digits without formatting. After you hit ENTER, it adds the proper formatting for you.

• To add dates, remember these three tips: o To make permanent, Press CTRL + ; (semi-colon) No matter when you

open it …that’s the date)o To enable a change, based on when you open it, Type =today() (Excel

reads the date that it is in your clock)• Use Data Validation Trick discussed in the next section.

Data Validation – Save Time Entering Data

1. Add the Form Command to your Quick Access Toolbar (QAT)2. To do this, right click on the QAT and select Customize Quick Access Toolbar3. Choose Commands from Commands Not on the Ribbon4. Select Form and hit Add. 5. Return to spreadsheet. You can now see a record without moving across the

sheet and getting lost.6. You can also select Criteria to see all of the records.

Create your column of entries. When adding to your worksheet, simply provide a selection.

How to Filter and Sort Data Quickly

1. When you select this, Excel is going to automatically give you a Create Table dialog box where the range will default to the area you have on your spreadsheet.


2. Make sure the My table has headers box is checked3. Click OK.4. Your table is created. You can rename the table in the Table Name box. Click

on the downward pointing arrow and you can filter and see only the data you want to see.

Need to hit return action within a cell? Hit ALT + ENTER

Importing and Exporting Data into Excel1. Will depend on the source2. Go to Data Tab3. Find the Get External Data Group4. Select where you data is coming from5. Will discuss Outlook and Gmail import/export in later modules.

Additional Excel Tricks

How to Freeze Panes1. Go to the View Tab2. Select Freeze Panes

How to Hide Columns and Rows in ExcelOne reason you may want to hide columns and rows because they will not print.

1. Highlight the column or row you want to hide.2. Right click and select Hide3. Another way: Home Tab>Cells Group>Format Command>Hide4. CTRL+0 is your shortcut key5. To bring back, highlight the column before and the column after6. Right click, Unhide

Module 2 – Outlook for Communication and Contact Management

How to Create a Contact

You may want to store frequently used email addresses in a Personal Address book. As a real estate professional you should consider creating groups of contacts that coincide with your target market. To use the Contact feature of Outlook you need to do the following:

1. Go to Contacts in the Navigation Pane, select CTRL+N. The Contact dialog box will appear.


2. Type the name of the contact. Complete as much information as you can. If this is a potential real estate client you may want to mail them something later either electronically or hard copy.

3. Select a Category for this contact (Prospect, Referral partner). See below.4. When done, click Save>Close.

5. To view this contact and others, click Contacts in the Navigation Pane. 6. You can view by Business cards. Go to Home Tab>Current View Group and

select your option for viewing. Or, if you’re planning to make phone calls to your database, use the List view. This view puts many contacts up at one time. However, it’s not very organized.

7. Tip: Group them together by Category or location or company.

2 Quick Ways to Get Contacts in your Outlook Contact Database

1. Drag and Drop an email message into Contacts2. You can also capture contact information on email signatures using a plugin

called Copy2Contact.

How to Categorize ContactsColor adds visibility to Outlook items. Color categories can be assigned to contacts and calendar items and email messages in Microsoft Outlook, which enables you to quickly identify them and associate them with related items.

Sample Categories include:

• Past clients• Referral Sources• Vendors• Co-op Agents• 1st Timers• Expired Listings• FSBOs• Investors• Current Clients

How do you do this?

Contacts - Right-click the contact, point to Categorize, and then click a color category. Or, Open Contact - On the Contact tab, in the Tags group, click Categorize, and then click a color category.

How to export selected contacts from Outlook to Excel based on Categories

1. First categorize the contacts you want to send to Excel using the steps above.


2. Create a new folder by Right-clicking on the Contacts folder and selecting New Folder. Give it a name. It’s a good idea to give the folder and category the same name. OR, use an existing folder. 3. Go to the View Tab, Current View Group, Select By Category. You’ll see all of the separate categories listed.4. Select the Header containing the category name. Hit CTRL+C to copy. Navigate to your designated folder, paste. Copying because we want the contacts to remain in our general contacts folder.5. Once you have moved all of your contacts to the designated folder. Go to File Tab and select Open>Export to a File. 6. Select Comma Separated Values for Windows. Select the Folder you have created (not Contacts). Determine where you would like your CSV file to save and what you’d like to call it.7. Click OK and Finish. This will export those specific contacts to a CSV file.

: When could you use this feature?_______________________________

Hint: Remember Excel is a great in-between platform. Once you have a CSV file, you can move contacts to a variety of different places—like Gmail.

How to import contacts into Outlook from Excel – see video on YouTube1. EXCEL WORK FIRST. Open the file, define a range, and close the workbook.

Save the file as an Excel 97-2003 file.2. OUTLOOK. Create a new Contacts Folder in Outlook first by right-clicking

the Contacts folder, and then click New Folder, type a name for the new folder, and then click OK.

3. On the File menu, click Import and Export, click Next, click Excel 97-2003, and then click Next.

4. If the file that is displayed is not the correct file, click Browse, browse to the folder noted in step 1, and then double-click the file to select it.

5. Decide if you want to Allow duplicates then click Next.6. Click the Contacts folder, or other contacts-type folder that you have created, to

import into, and then click Next.7. Map the fields on your Excel spreadsheet with the fields in Outlook.8. Click OK9. Go to http://youtu.be/Rtel6MmYAp4 for 2010

How to Create a Regular Distribution Lists(2007 or 2010) Use shortcut Ctrl-Shift-L (think L for List)

1. Type the desired name under Name:a. The list name is what you will use to address messages to the list.

2. Now, you can add new members immediately using the Add New... and Select Members...buttons.


3. Click Save and Close.

A Word on CAN-SPAM ActKey items to remember:

1. Don’t use false or misleading header information2. Don’t use deceptive subject lines3. Identify the message as an ad4. Tell recipients where you’re located5. Tell recipients how to opt out of receiving future email from you6. Honor Opt-out promptly

Penalties for breaking this law: Up to $16,000 (Reference www.business.ftc.gov)

Outlook Add-ins to Investigate: • Active Agent (CRM integrates with Outlook)• Skype (Now Integrates with Outlook)• Realty Juggler

How to Create an Email Merge Using Microsoft Outlook 20071. Open Word 2007 or 2010. Create a new email message in Word. Leave open

spaces for where you want to customize the email.2. Go to the _______ Tab, ________ Group.3. Click on Start Mail Merge button. It will show a list of mail merge options

available. You can choose Letters, E-Mail Messages, Envelopes, Labels or Directory. In this case we want to send an email. Click on _________.

4. Next you need to select the recipients of your email merge. These names could come from any number of sources. In our example we will use an Outlook Contact folder. Click on the __________ box and Select from Outlook Contacts.

5. Outlook will give you a choice of available contact list in your Outlook. Check the list for errors, duplicates, and then click OK.

6. Personalize the email and add the appropriate fields to the document. You can find the appropriate fields in the Write and Insert Field Group, Insert Merge Fields button. Place the cursor where you want the field to go in the document.

7. Continue on through the email adding raw data and merge fields until you are happy with the document.


8. Now you can preview your results to ensure that everyone’s name is coming up correctly. Go to the ________ Group and click the ________ button. Use the forward and back arrows beside it to run through your recipient list.

9. If you are happy with the preview, now is the time to finish things off and complete the merge. In the ______ Group, click on the Finish and Merge button. Click on this, then click ________________. This will send the email so make sure you are ready!

10.Now Word 2007 automatically generates the individual emails and sends them.

NOTE: Attachments are not an option in an email merge. All data must be within the body of the email message.

Module 3 – Features and Benefits of Gmail

This module will help you understand the features and benefits of Gmail as an alternate tool to Outlook

Two Important Tabs First –General Tab and Accounts and Import

(Instructor will review)

Where are Contacts and How to add a contact (simple)1. Where are Contacts hiding? Go to the top left corner of the Gmail Page and click

the Mail Drop Down box.2. Click Contacts. Gmail automatically creates Friends, Family and Co-workers.

Note: You can import contacts and create new Groups from the Contact Manager.

To add a contact1. Click Contacts2. Click “Add to My Contacts” icon

Importing and Exporting Contacts

You can sync your contacts from Outlook one of many ways. You can use a free app called GOSyncMod, or use a paid app called Gsyncit ($19.99):


1. You want your Outlook contacts to be in a CSV file first. See page 8-9. Afterwards. Go to Google Contact manager. From the More Menu, Click Import.

2. Browse for the file on your computer. Click Open. 3. Click Import.

You can import your contacts from Outlook, Yahoo!, or POP3 Accounts

1. Go to Settings2. Accounts and Import. Select Import mail and contacts. 3. Follow the steps (enter your email and password)

Creating Personal Distribution Lists1. (a) Select the contacts you want first for this new List (or Group as it’s called in

Gmail)2. When you begin selecting the contacts you want, a top menu will appear. Click

on the groups icon.

3. Give the group a name and click Create New (you can also do this in reverse).4. The group now appears in the left menu.

Managing contact groups (From Google/The New Interface)

To edit the contact group name:1. Click Contacts on the side of any page.2. Select the group you'd like to edit.3. Click More actions and select Rename group.4. Enter the new name and click OK.

To add a contact to a contact group:1. Select the Group on left navigation bar2. Click the Add + person icon3. To remove a contact, select the person you want to remove. Click More and

select Delete Contact.


Note: You can also delete the group from this menu. This will delete the group but not the actual contacts themselves. Those will remain in your Contacts list.

Extra Gmail Tips

How to create a filter1. Go to Settings. Click on Filters. Scroll to bottom and select Create Filter.

How to create a label1. One way to create a label, (a) Open Message. Select the label drop down

menu. Give it a name and click Create. You’ll see the label with the message. When you return to your Inbox you see it.

2. Select a color from the Left Navigation bar. You can also create a custom color, in which you can select font color as well as background color.

3. Try this. Don’t open the message or conversation. Click on the small box next to the message in the Inbox. A top menu bar will appear. Click on the Label Icons. Assign a label this way.

4. You can create sub-labels as well. Click on any Label and scroll to the bottom and click Add Sub label.

Google Calendar

1. Click on Calendar from left navigation to view upcoming events.2. Click on Calendar from the Google bar at the top navigation.3. Click Create4. Click the Downward point arrow and try Quick Add (nice feature in Gmail)

GMAIL Tools and LABS

Labs

Create Custom Keyboard Shortcuts

1. Settings>Labs2. Select Custom Keyboard shortcut Lab3. Once enabled you have a new tab Keyboard Shortcuts label

Create Quick Links – JM favorite

1. Go to Settings>Labs2. Look for Quick Links


3. Enable this lab4. Go to any part of your mailbox and save it as a Quick Link

Explore Additional Labs – Homework

Add these under the 'Labs' option in 'Settings':

____Undo Send____Google Docs gadget____Google Voice player in mail____Green Robot! - (Android fans!)____Message Sneak Peek____Unread message icon____Send and Archive (now under Settings)

Other Gmail Tools:

Need a CRM in Gmail? Use a 3rd part contact manager – STREAK

Visit www.streak.com

NOTES:

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Questions? Let’s connect

Scan the code to access Juanita McDowell’s social media channels. (LinkedIn, Facebook, Twitter, YouTube, and more)


© 2017 Inspironix, Inc. (916) 4883222 InspiroScan Survey Form PIE Instructor / Course Evaluation v5 Side 1

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Connecting to Your Database #63726 · 2016 . Georgia REALTORS® partners with the Local Boards and...

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