Hot App Alert: Postagram
Q/A Friday: Content Curation for Every Digital Lifestyle
Q: I know it's important to be in-the-know and share useful content with my friends and fans, but I just don't have the time to write my own stuff or spend hours searching for valuable articles. I also prefer [email/websites/social networks/using my mobile device]. Isn't there a better way?
A: Regardless of how you prefer to consume information, there's a method to fit your needs. A lot of the options are crossovers as well. For example, you may prefer email, but you probably also receive your email on your smart phone, where you likely also access your social networks. Keep in mind also that this list is by no means exhaustive!
If you prefer... EMAIL
About You: You live in your inbox. It's the one place where you know you can find anything, any time. If someone needs to get in touch with you, shooting you an email is the best way to do it.
Ways to Curate:
If you prefer... WEBSITES
About You: You prefer the convenience of a full keyboard, standard mouse and larger screen. You may not always be with your laptop or PC, but you favor its company to a mobile device.
Ways to Curate:
About You: You are a champion Facebooker, Tweeter, Pinner or Blogger. Email generally feels clunky, and you tend to keep in contact with people on these sites instead.
Ways to Curate:
About You: You are a person on the go and hate being tethered to a desk. You likely access all of the above options through apps on your phone or tablet.
Ways to Curate:
So, how do you have content delivered to you? Share with us in the comments!
All images courtesy FreeDigitalPhotos.net.
A: Regardless of how you prefer to consume information, there's a method to fit your needs. A lot of the options are crossovers as well. For example, you may prefer email, but you probably also receive your email on your smart phone, where you likely also access your social networks. Keep in mind also that this list is by no means exhaustive!
If you prefer... EMAIL
About You: You live in your inbox. It's the one place where you know you can find anything, any time. If someone needs to get in touch with you, shooting you an email is the best way to do it.
- Newsletter Subscriptions. Find websites that create content you appreciate and find useful and subscribe to receive their regular newsletter. This can come in the form of a blog (like Houzz) or a news website (like NBC San Diego).
- RSS Email Notifications. You can receive email updates from nearly any website that updates regularly using RSS, or Really Simple Syndication. These feeds can come directly to a special folder in your inbox in Outlook or delivered as an email via a third party service such as FeedMyInbox or Feed2Mail.
About You: You prefer the convenience of a full keyboard, standard mouse and larger screen. You may not always be with your laptop or PC, but you favor its company to a mobile device.
- YouTube Subscriptions. Even if you don't create content on YouTube, having your own account has its perks. When you subscribe to a channel, not only can that content be emailed to you on a weekly basis but you are able to access it in the Subscriptions section of YouTube.
- Blog Subscriptions. Similar to YouTube, you can subscribe to blogs when you have an account with either WordPress or Blogger. Simply log into your account and look for the "Blogs I Follow" section (WordPress) or "Reading List" section (Blogger).
- RSS Feeds. RSS is a simple and expedient way to have content from various websites delivered to you in one centralized location. Google Reader and FeedReaderOnline are two good choices.
- Personalized Landing Page. Unfortunately, iGoogle will soon be extinct however there are other sites waiting to take its place. NetVibes and Protopage are functional as both an iGoogle replacement or a first-time user landing page.
About You: You are a champion Facebooker, Tweeter, Pinner or Blogger. Email generally feels clunky, and you tend to keep in contact with people on these sites instead.
- Twitter Lists. If you've ever used Twitter, you know how quickly information can pile up. Make sense of the noise by separating who you follow into lists. Lists can be public or private and there's no limit to how many users you can place in a list, or what topics you create. Bonus: Hootsuite can help you digest your Twitter lists even more efficiently.
- Facebook Lists & Interest Lists. Similar to Twitter lists, Facebook allows you to sift through the noise and focus on the accounts you want to hear. Friend lists are private and allow you to filter your friends into separate groups. Interest lists are more about topical content.
- Paper.li. Paper.li takes your Twitter lists and formats the content into a digital newspaper. Not only can this make it easier for you to digest information, but it also can share with the public via Twitter.
About You: You are a person on the go and hate being tethered to a desk. You likely access all of the above options through apps on your phone or tablet.
- Preferred Source Apps. Many content creators have their own mobile phone apps that will even notify you when there is new content available. Mashable, TechCrunch, CNN and MSNBC are good places to start.
- Aggregation Apps. If you'd rather streamline the number of apps you have running, an aggregator is your best option. Check out Zite, Flipboard, Pulse or Google Currents. Besides having an assortment of pre-selected sites available, these apps also allow you to customize your content by adding RSS feeds from your favorite sites or your social media connections.
So, how do you have content delivered to you? Share with us in the comments!
All images courtesy FreeDigitalPhotos.net.
Hot App Alert: Sandicor
Q/A Friday: 5 Ways to Enhance Your Open House With Tech
Q: I have an upcoming open house. How can I improve the experience for potential buyers by using technology?
A: That's a great question! These days, we have so many technological tools at our disposal to upgrade the entire customer experience from start to finish. Here are five ideas for you to implement at your next open house.
A: That's a great question! These days, we have so many technological tools at our disposal to upgrade the entire customer experience from start to finish. Here are five ideas for you to implement at your next open house.
1. Capitalize on video, before & after.
Virtually every home is posted online these days, an a virtual tour can help set your listing apart. Create a virtual tour video and use that to enhance your marketing (Craigslist, email, social media, etc.) Be sure to include information about the neighborhood and community in addition to the home itself. Your video will help familiarize people with the property, but it will also help people get to know you as a person. Check out this great example from Tom Koel:
Virtually every home is posted online these days, an a virtual tour can help set your listing apart. Create a virtual tour video and use that to enhance your marketing (Craigslist, email, social media, etc.) Be sure to include information about the neighborhood and community in addition to the home itself. Your video will help familiarize people with the property, but it will also help people get to know you as a person. Check out this great example from Tom Koel:
Post-open house, shoot a quick recap of the open house events, thank anyone who attended (either in general or specific), and if appropriate, let the viewers know that there was interest in the house and it won't last long.
2. Get connected.
If the home doesn't have internet access readily available, bring your mobile hotspot/stick and have your computer available. There are multiple benefits to having a computer with internet access at an open house:
If the home doesn't have internet access readily available, bring your mobile hotspot/stick and have your computer available. There are multiple benefits to having a computer with internet access at an open house:
- Enable visitors to email or share the property website with others who aren't at the open house
- Showcase the features of searching on your site and allow people to register
- If you have the time, set custom searches through your website or the MLS
- Give people directions to their next location or direct them to a restaurant or shop nearby
- If the opportunity presents itself, sign an Exclusive and write an offer
Bonus! There are many people who use devices, like tablets, but do not have a data plan and rely on WiFi to be connected. If you have the ability to share your network, let them know that there is free WiFi available. This is especially a bonus for tech savvy clients who use services like Evernote to keep track of homes and details.
3. Take attendance with your iPad.
I've never personally used the Open Home Pro app, but from what I've heard from people like Chris Smith, it's the best $3.99 you'll ever spend. This iPad app will allow you to take attendance & receive a visit report, share mobile-enabled listings to any mobile device, automatically send a thank you email & information on price reductions and more.
I've never personally used the Open Home Pro app, but from what I've heard from people like Chris Smith, it's the best $3.99 you'll ever spend. This iPad app will allow you to take attendance & receive a visit report, share mobile-enabled listings to any mobile device, automatically send a thank you email & information on price reductions and more.
*Note: An Android version is planned although no timeframe has been set.
4. Add a little mood music.
As we all know from the movies, music can make an experience truly magical. Did you know that CENTURY 21 Real Estate has created a Pandora online radio station specifically to enhance the atmosphere of your open house, office or special event. The music is a customized selection of contemporary songs and includes a custom skin (background) that features the Smarter. Bolder. Faster. theme:
Click here to access the station now. Add it as a saved station to access it on your mobile phone or tablet. Don't forget speakers!
Want to create your own custom radio station? Sign up for a free account with Pandora.
5. Follow-up in seconds (and in style).
The Postagram App for iPhone and Android provides a unique opportunity to connect with a potential client both at the open house and again a few days after:
Does your home have a great backyard or fireplace? Offer to take a family photo or couples portrait and collect their mailing address. Include a thank you message on the postcard and voila! You've created a unique memory, followed up with something tangible, and provided your contact information all in one quick, easy and cheap motion.
*Note: at time of this posting, Postagrams cost $0.99 each with discounted multi-packs available.
So tell us, how do you enhance your open house with technology?
Q/A Friday: 3 Times It's Acceptable to Put a QR Code on a Computer Screen
Q: I've seen QR codes all over the place... is it ever a good idea to put one on a website or in an email?
A: Excellent question! The whole point of a QR code is to make it quick & easy to get some kind of data on your mobile device, so naturally it doesn't really make sense to include them on your website or in your email signature. However, here are three instances in which it might make sense to include one:
1. Sharing an App
If I read about an amazing app, either on the app developer's website or in another user's review, I want it NOW! Sure, I could take out my phone, navigate to my app store and search, but it's much easier to just point and download. For example, the list of apps on my Android page are all instantly accessible by scanning:
2. Share a Map
Many people now use their smart phone as their GPS unit. Include a map link in a QR code to make it easy for them to get where you need them to go, whether it's an event, open house or meeting point.
3. Create a Text Message
If you're requesting a text message or want to let people know they have the option of texting, take the work out of it by creating a QR code that will generate a text message.
How To Create These QR Codes:
It's easy to make QR codes that perform a specific function using a QR Code Generator. I recommend QRStuff.com, which has an easy-to-use interface:
Are there other times you think it's appropriate to use a QR code on a computer screen? Let us know in the comments!
A: Excellent question! The whole point of a QR code is to make it quick & easy to get some kind of data on your mobile device, so naturally it doesn't really make sense to include them on your website or in your email signature. However, here are three instances in which it might make sense to include one:
1. Sharing an App
If I read about an amazing app, either on the app developer's website or in another user's review, I want it NOW! Sure, I could take out my phone, navigate to my app store and search, but it's much easier to just point and download. For example, the list of apps on my Android page are all instantly accessible by scanning:
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| Scan this code to download Glympse on your Android phone. |
2. Share a Map
Many people now use their smart phone as their GPS unit. Include a map link in a QR code to make it easy for them to get where you need them to go, whether it's an event, open house or meeting point.
3. Create a Text Message
If you're requesting a text message or want to let people know they have the option of texting, take the work out of it by creating a QR code that will generate a text message.
How To Create These QR Codes:
It's easy to make QR codes that perform a specific function using a QR Code Generator. I recommend QRStuff.com, which has an easy-to-use interface:
Are there other times you think it's appropriate to use a QR code on a computer screen? Let us know in the comments!
Q/A Friday: 5 Social Media Faux Pas to Stop Making NOW!
Q: Every once in a while, I see things on social media sites that make me go, "Huh?!?!" What things might I be doing on social media that make me seem out of touch?
A: Brilliant question! Just like the "Update your Digital Appearance" post from a few weeks ago, there are definitely things that I see frequently on social sites that make the poster seem, well, a little behind. Here are five things you should stop doing immediately!
1. Liking your own status
This goes double for business pages!
2. Responding to something without using the Comments section
Admittedly, these are some of my favorite faux pas to see because I get to guess what exactly they're talking about.
If you're responding to something someone wrote to you, be sure to use the "Write a comment" box underneath the post and not the "What's on your mind box," which makes a completely new wall post:
3. Posting pictures sideways
Please don't make your friends suffer Taco-Neck symptoms because you didn't rotate your pictures! This is an easy fix to make. Simply click on the offending photo and hover your mouse until you see "Options". Click on "Options," then use the "Rotate Left" or "Rotate Right" button to fix the orientation.
4. Copy/Paste Statuses
This includes two different types of statuses:
This rule holds especially true when they are related to Facebook changes. 90% of the time, the information contained in the copy/paste is false or misleading. Mashable is an excellent source to verify whether there is any truth to these viral statuses. For example, they debunked the recent "Publicly Traded Entity and Privacy" status:
5. Posting only about real estate
I'm not necessarily talking about listings/open houses only... this also includes making posts that *only* relate to real estate/home improvement. We're connected on Facebook to make a connection, which means you should share a little about what makes you tick. We don't need all the gory, personal details... just enough to get a feel for your personality.
So, what awkward things do you see on social media sites? Share with us in the comments!
Special thanks to the incredible Tech Support for Real Estate Agents Facebook group for adding their invaluable insight to this post!
A: Brilliant question! Just like the "Update your Digital Appearance" post from a few weeks ago, there are definitely things that I see frequently on social sites that make the poster seem, well, a little behind. Here are five things you should stop doing immediately!
1. Liking your own status
This goes double for business pages!
2. Responding to something without using the Comments section
Admittedly, these are some of my favorite faux pas to see because I get to guess what exactly they're talking about.
 |
| "It" could be anything! And who are you talking to? |
3. Posting pictures sideways
Please don't make your friends suffer Taco-Neck symptoms because you didn't rotate your pictures! This is an easy fix to make. Simply click on the offending photo and hover your mouse until you see "Options". Click on "Options," then use the "Rotate Left" or "Rotate Right" button to fix the orientation.
4. Copy/Paste Statuses
This includes two different types of statuses:
- Copy and paste this treatise for an hour if you're not a dirtbag! -Coleen from the Tech Support for Real Estate Agents Facebook group
- Copy and paste this status to protect yourself from a major Facebook change that they're not telling you about!
This rule holds especially true when they are related to Facebook changes. 90% of the time, the information contained in the copy/paste is false or misleading. Mashable is an excellent source to verify whether there is any truth to these viral statuses. For example, they debunked the recent "Publicly Traded Entity and Privacy" status:
Keep in mind that when you post something to a site like Facebook, regardless of your privacy settings, it immediately becomes (potentially) public. Remember to use common sense in the things that you post!
5. Posting only about real estate
I'm not necessarily talking about listings/open houses only... this also includes making posts that *only* relate to real estate/home improvement. We're connected on Facebook to make a connection, which means you should share a little about what makes you tick. We don't need all the gory, personal details... just enough to get a feel for your personality.
So, what awkward things do you see on social media sites? Share with us in the comments!
Special thanks to the incredible Tech Support for Real Estate Agents Facebook group for adding their invaluable insight to this post!
Hot App Alert: Kies Air
Q/A Friday: 5 Ways to Instantly Up Your Digital Appearance
Q: I think I need a digital makeover... what do you suggest?
A: Sometimes, things that were considered acceptable or even fashionable at one time can make you appear grossly out-of-touch. Exhibit A:
Get the picture? I'm going to be completely blunt here: It's no longer cute or funny to just say that you don't understand technology and are unwilling to change. There's not a snowball's chance that we're going to revert to the Yellow Pages and poofy sleeves any time soon.
If you're in, here are my top five tips for those of you looking to update your digital wardrobe.
1. Make your old email go A(OL)WOL.
Having an AOL, Hotmail or Yahoo email address is the 2012 equivalent of walking around looking like the big-haired, 80's nightmare pictured above. Transitioning to a new email address can be daunting, but it's surprisingly similar to changing your real-life address. With time and patience, it will get done.
Take a gander at this data released by the International Data Corportation on May 24, 2012:
I'm sorry, Blackberry lovers (and Symbian and "Other"), it's time to jump shark and join the Androids and iPhones of the world. Certainly, the Blackberry was a game changer when it was first released and I will admit to envy when my brother got one and I didn't, but let's look at the glaring truth: Lesser market share means less interest from app developers, which means that your phone will quickly become less capable to the point of eventually being obsolete. Take the plunge and join the cults of Android or iOS. I promise you won't regret it.
3. Upgrade your internet experience
There is a saying among tech people: Internet Explorer is great... for downloading another browser. Like Blackberry, Internet Explorer has seen a steady decline over the past few years and currently holds an 18% market share, due mostly to its notoriety as a slow and clunky browser. There are 5 main browsers for you to choose from, though my personal recommendation would be Google Chrome. Check out your options here.
PS... if your MLS is what's holding you back, try using the Fusion version or an Internet Explorer extension (available for Chrome or Firefox).
4. Make your MVI (most valuable info) available anywhere
Account information, passwords, emergency info... never be at a loss for information again. Use a cloud-based system such as Google Drive or Dropbox to keep this information available to you at all times. Information at your fingers = faster = looks more competent = instant gratification = welcome to 2012.
5. Get familiar with a cool app, site or idea
Choose one thing that's "hip" and just be with the times. First-time homebuyers made up 37% of the market for 2011, and these are the things they tend to thrive on and feel connected through. A few suggestions:
Perception is reality... so stop spreading the notion that you are a digital dinosaur! Make friends with Google and be a sponge for knowledge.
A: Sometimes, things that were considered acceptable or even fashionable at one time can make you appear grossly out-of-touch. Exhibit A:
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| Image via LikeTotally80s |
If you're in, here are my top five tips for those of you looking to update your digital wardrobe.
1. Make your old email go A(OL)WOL.
Having an AOL, Hotmail or Yahoo email address is the 2012 equivalent of walking around looking like the big-haired, 80's nightmare pictured above. Transitioning to a new email address can be daunting, but it's surprisingly similar to changing your real-life address. With time and patience, it will get done.
- Create your new email address. Might I suggest Gmail, or purchasing your own domain and running your email through Google Apps (free version)?
- Create an email signature that draws attention to your new email address:
- If you subscribe to any newsletters, update your email address in the subscription preferences
- Update any accounts that are linked to your old address
- If possible, forward your old email addresses to your new email address, or add additional accounts to your Gmail. Just make sure that you always respond from your new address.
- If you cannot do either of these things with your old email account, continue checking your inbox. If something needs a response, you can either respond from your old email and notate that you have an updated address or forward the email to your new email address and respond from there.
- Send an email to your database informing them of your new email
- When you feel enough time has passed, delete your old email account.
Take a gander at this data released by the International Data Corportation on May 24, 2012:
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| Chart by PC World |
3. Upgrade your internet experience
There is a saying among tech people: Internet Explorer is great... for downloading another browser. Like Blackberry, Internet Explorer has seen a steady decline over the past few years and currently holds an 18% market share, due mostly to its notoriety as a slow and clunky browser. There are 5 main browsers for you to choose from, though my personal recommendation would be Google Chrome. Check out your options here.
PS... if your MLS is what's holding you back, try using the Fusion version or an Internet Explorer extension (available for Chrome or Firefox).
4. Make your MVI (most valuable info) available anywhere
Account information, passwords, emergency info... never be at a loss for information again. Use a cloud-based system such as Google Drive or Dropbox to keep this information available to you at all times. Information at your fingers = faster = looks more competent = instant gratification = welcome to 2012.
5. Get familiar with a cool app, site or idea
Choose one thing that's "hip" and just be with the times. First-time homebuyers made up 37% of the market for 2011, and these are the things they tend to thrive on and feel connected through. A few suggestions:
- Shazam - mobile app which identifies a song's name, artist and other info
- Pandora or Spotify - music services which allow for personalized radio or "every song at your fingertips."
- Pinterest - A social website dedicated to sharing and organizing with imagery (see this post).
- Memes - in today's culture, a meme is an internet phenomena such as a viral video, catchphrase or image macro and a key way in which Millennials share humor and ideas. For example, this is "Condescending Wonka":
There are hundreds of memes in all shades of humor. Learn more at Know Your Meme.
Perception is reality... so stop spreading the notion that you are a digital dinosaur! Make friends with Google and be a sponge for knowledge.
You will get the hang of it... I know it.
Thumbs up for Rock and Roll!
Q/A Friday: 5 Ways to Make Google Even More Useful
A: Excellent question! There are literally thousands of ways to tweak Google products, but you'll find my top five below. If you're looking for a tip or trick that's not listed... Google it!
1. Google Calendar: Get your day delivered.
If you're anything like me, the first thing you do in the morning is check your email and day's schedule on your phone. Kill two birds with one stone by setting up Agenda Delivery in your Google Calendar. Once this is set up, you will receive an email at 5am with the day's plan.
Step 1: Click the drop-down arrow next to My Calendars and select Settings.
Step 2: Click on Notifications for the calendars that you would like to receive daily emails for. In my case, I keep separate calendars based on the activity type.
Step 3: Check the box for Daily Agenda and click Save. Repeat for as many calendars as you want in your agenda.
Step 1: Click the drop-down arrow next to My Calendars and select Settings.
2. YouTube Subscriptions: Content you need comes to you.
Are there certain YouTubers that you can't get enough of? These are people or businesses who provide useful videos that are central to your success (or just make you laugh... I won't judge!). When you're logged into YouTube, just look for the Subscribe button:
You will get an email once a week with any new videos uploaded by the channels you subscribe to:
Consider subscribing to:
Are there certain YouTubers that you can't get enough of? These are people or businesses who provide useful videos that are central to your success (or just make you laugh... I won't judge!). When you're logged into YouTube, just look for the Subscribe button:
You will get an email once a week with any new videos uploaded by the channels you subscribe to:
- Companies or products you use, such as Google Chrome or Samsung Mobile
- Any trainers for your company, both at a franchise and enterprise level
- Hint: Century 21 YouTube and C21Award Social Marketing YouTube :)
- Your local association, the California Association of REALTORS®, and other real estate sources such as Trulia or Zillow.
- Any sources creating video for your area, like a community newspaper or local businesses
3. Google Alerts: Keep your finger on the pulse.
We all know that it's good practice to know what is out there about ourselves on the internet. Make this easier than ever by setting up a Google Alert! Rather than needing to search the web on a regular basis, the Alert does the scouring for you and will email you when something comes up. Just go to Google.com/Alerts to get started.
Consider creating a Google Alert for:
Consider creating a Google Alert for:
- Your name, phone number, email, address, etc. (Same thing for your kids or spouse)
- Your business' name and contact information
- Your town or community
- Any key words or topics that you would like to keep tabs on
- The address of any properties you have listed
- This is especially useful if you are worried about Craigslist rental scams on your vacant properties
4. Google Chrome: Work smarter and faster.
We talked earlier in the week about why using Google Chrome with your Android phone is amazing, but there are plenty more ways to make this sleek browser work for you. For example, did you know that if you share a computer, you can add multiple Google Chrome users so you each get your own experience?
Never accidentally lose a session again. My favorite Chrome feature by far is the Recently Closed section in the bottom right of every new tab. Even if you accidentally closed an entire mountain of tabs, you can recover them in a snap!
Extensions and Plug-Ins. A few of my favorites include IETab, JoinTabs, the Hootsuite Hootlet, Evernote Web Clipper, Turn off the Lights, and Chat for Google. See all the options in the Chrome Web Store.
Pin Tabs. If you tend to keep multiple tabs open during the day, you can Pin them (make them less conspicuous):
Start from scratch, with familiar tabs, or return to your last session. Did you know that when you start Chrome, you can start at a blank page, the tabs you had open when you closed your last Chrome session, or with a specific set of pages (Facebook, your company website, the MLS, etc.)? Pick your poison in your Chrome Settings- just click on the wrench on the upper right corner.
Never accidentally lose a session again. My favorite Chrome feature by far is the Recently Closed section in the bottom right of every new tab. Even if you accidentally closed an entire mountain of tabs, you can recover them in a snap!
Extensions and Plug-Ins. A few of my favorites include IETab, JoinTabs, the Hootsuite Hootlet, Evernote Web Clipper, Turn off the Lights, and Chat for Google. See all the options in the Chrome Web Store.
Pin Tabs. If you tend to keep multiple tabs open during the day, you can Pin them (make them less conspicuous):
Start from scratch, with familiar tabs, or return to your last session. Did you know that when you start Chrome, you can start at a blank page, the tabs you had open when you closed your last Chrome session, or with a specific set of pages (Facebook, your company website, the MLS, etc.)? Pick your poison in your Chrome Settings- just click on the wrench on the upper right corner.
5. Google Talk: Keep the convo going.
If you work with a team or have clients who favor Android*, Google Talk is one of the most efficient ways to connect. Reasons I prefer GTalk over texting:
- Start a chat on your computer, pick it up on your phone/tablet (and vice versa)
- All chats are logged in a special section of your Gmail account ("Chats")
- Video chat from your computer or compatible Android phone/tablet
- Adding additional chat participants is simple and doesn't result in unwanted text spamming
- Desktop version allows sending of files
- Faster than texting
- It's free with your data plan
- *iPhones welcome! Just got to http://www.google.com/talk in your iPhone browser to get rolling.
So, do you feel faster and more efficient yet?!?
Hot App Alert: Chrome (Beta)
Hot App Alert: Photoshop Express
Q/A Friday: 5 Ways to Backup Outlook
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| Image via Microsoft |
A: Excellent question! I can’t stress enough how important it is to backup your files, just in case something goes wrong. Backing up your Outlook files will also make for a seamless move to a new computer, without having to reconfigure your calendar or contacts.
Here's what you need to know first:
Outlook data is stored in what's called a Personal Folders (PST) file, which can grow to be rather large depending on how many emails/attachments/calendar events/contacts/other data you have. If your email account is set up as POP (see below), your emails are stored in this PST file also. If your account is set up as IMAP, your emails are not stored in Outlook (see below).
Outlook data is stored in what's called a Personal Folders (PST) file, which can grow to be rather large depending on how many emails/attachments/calendar events/contacts/other data you have. If your email account is set up as POP (see below), your emails are stored in this PST file also. If your account is set up as IMAP, your emails are not stored in Outlook (see below).
The PST file is meant to be difficult to find so that it will also be difficult to delete/move/corrupt. As stated above, it can also be quite large, meaning that some storage services (for example, Carbonite) will not automatically backup this file. Also, a PST file can also only be opened in Outlook. If you need to create an electronic communication log that can be opened without Outlook, see Option 5 below.
It is also recommended that you clean up your emails before backing up. Empty your Deleted Mail folder (after verifying that you’re totally done with whatever’s in there), sort your mail into folders (for example, keep all your buyers/sellers/etc emails together on your transactions) and just make sure that everything is in order. However you back it up is how you’ll get it back if you need it at a later time. Once you’re happy with your organization, time to do the actual backup.
And now, without further ado, here are 5 ways to backup Outlook.
1. Use IMAP instead of POP
Congratulations; you did it! Now sit back and relax, knowing that your data is safe :)
And now, without further ado, here are 5 ways to backup Outlook.
1. Use IMAP instead of POP
*Note: This isn't a true backup, but it's a good start!
There are two mail ways to have mail delivered into Outlook: IMAP and POP.
POP: Outlook downloads your email from the server and removes them, making those emails accessible only from the computer in which Outlook is installed.
IMAP: Outlook accesses your emails directly from the server. This is especially handy if you use multiple devices (Outlook, online log-in, cell phone, tablet, etc.) as it will mark those same messages as read, deleted or moved to a folder.
Should something disastrous happen to your computer and your email is set to POP without being backed up, those emails are lost forever. However, when your email is set to IMAP, you will still be able to access them from the server. Recreating your account in Outlook will bring back all those old emails as well as their organization.
2. Manually backup your entire PST File (calendar, contacts, emails, etc.)
Use this method for: Moving to a new computer, Manual data backup any time, Manual backup of POP emails
- In Outlook, select “File” and “Import and Export.” This will open the Import and Export Wizard.
- Select “Export to a File” and click “Next.”
- Under File Type, select “Personal Folder File (.pst)” and click “Next.”
- Under Select Folder to Export From, select “Personal Folders” and check the “Include Subfolders” box below. Click “Next.”
- On the Save Exported File As page, click the “Browse” button. In the browse window, navigate to your Desktop, and name the file OutlookBackup[Date] (IE: OutlookBackup05312012). Click the “OK” button. Click the “Finish” button.
Depending on the size of your file, it may take a little bit to complete the backup. Let your computer work and don’t interrupt this process!
Once the backup is complete, you will see the file on your desktop. Simply burn this file to a CD (if less than 700MB), DVD (if less than 4.7GB) or to your external hard drive or thumb drive.
3. Automatically backup your entire PST File
Use this method for: Knowing your data is safe anytime
If you are using an automatic backup system such as Carbonite, you can include your PST file in your regularly scheduled backups. Since it is very likely that your PST file will be larger than 4GB, you will most likely need to manually include that file for backup. Each cloud-based back up system is different, but adding any file larger than 4GB to Carbonite is as easy as Right Click > Carbonite > Back This Up:
If you are using an automatic backup system such as Carbonite, you can include your PST file in your regularly scheduled backups. Since it is very likely that your PST file will be larger than 4GB, you will most likely need to manually include that file for backup. Each cloud-based back up system is different, but adding any file larger than 4GB to Carbonite is as easy as Right Click > Carbonite > Back This Up:
Since there are so many different configurations, the easiest way to find your Outlook file is to Google "Access PST Outlook [year] [Operating System]".
4. Manually backup a portion of your emails or data
Use this method for: Manually backing up specific pieces of data, Manually backing up specific files (IE, a seller file after a transaction is closed)
Repeat the steps from Manually back up your entire PST File, with this exception:
Repeat the steps from Manually back up your entire PST File, with this exception:
- 4. If you only want to backup one folder, select that folder. IE: If your client John Smith has closed escrow and you don’t need his emails any longer, select the “Smith, John” folder that you have been keeping his emails in.
A few examples:
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| Backing up only the Calendar in Outlook |
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| Backing up only the Contacts in Outlook |
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| Backing up only a specific folder in Outlook |
5. Manually backup a portion of your emails to PDF
Use this method for: Creating an easily accessible communication log of emails
Sometimes, you need a backup that can be opened outside of Outlook. For example, your real estate broker might require you to submit a communication log for your transaction. *Note: if you have a large amount of emails that you are including in the PDF, this process might take a little time!
Sometimes, you need a backup that can be opened outside of Outlook. For example, your real estate broker might require you to submit a communication log for your transaction. *Note: if you have a large amount of emails that you are including in the PDF, this process might take a little time!
- Install a PDF Printer on your computer. I like PrimoPDF, NitroPDF or CutePDF.
- Select the emails that you would like to include in your PDF. The fastest way to do this is huge amounts of email is by using Ctrl+A to select all:
- Ctrl+P or File>Print. Instead of selecting your normal printer, select your PDF printer. I'm using PrimoPDF:
- Each PDF Printer is a little different. PrimoPDF will bring up the following screen. Make sure to select Print quality:
- Your PDF will be created. Save it, store it, share it, upload it, or back it up.
Congratulations; you did it! Now sit back and relax, knowing that your data is safe :)
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Q/A Friday: What are 5 ways to save time in my day?
Q: I feel like there's never enough time in the day! How can I save small bits of time that will add up?
A: In today's fast-paced world, literally every second counts. There are tons of ways to save time here or there, but here are the five that I depend on most frequently:
1. Hack Microsoft's Autocorrect
Traditionally, autocorrect is a system that will change spelling errors like "teh" to "the," but did you know that you can manipulate this system to create an abbreviation for something you type frequently? Watch this tutorial to learn how you can shave TONS of time from writing repetitive emails:
2. Use Quick Keys
3. Dual Monitors
4. Use Google Products
5. Keep all your To-Dos in one place
A: In today's fast-paced world, literally every second counts. There are tons of ways to save time here or there, but here are the five that I depend on most frequently:
1. Hack Microsoft's Autocorrect
Traditionally, autocorrect is a system that will change spelling errors like "teh" to "the," but did you know that you can manipulate this system to create an abbreviation for something you type frequently? Watch this tutorial to learn how you can shave TONS of time from writing repetitive emails:
2. Use Quick Keys
| By now you are probably familiar with copy and paste with CTRL+C and CTRL+V, but did you know that you can switch back and forth between windows using ALT+Tab? What about ALT+F4 to close a window or CTRL+T to create a new browser tab? Keeping your hands at the keyboard and away from the mouse can shave off tons of time over the course of your day if you live at your computer. Click here to download a printable quick keys cheat sheet (2 per page so you can share with a friend!) |
3. Dual Monitors
 | Double your screen's real estate, double your productivity! Dual monitors are great for a number of reasons. Here are some sample ideas:
Adding an additional monitor to your laptop is a relatively cheap and insanely easy way to increase your productivity. You can connect via VGA or HDMI (if you computer and monitor support an HDMI connection). And yes, that's my actual work station.
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4. Use Google Products
| Part of Google's philosophy is Focus on the user, Fast is better than slow and You don't need to be at your desk to need an answer, all of which are reflected in the products that they create. Use Google to manage your contacts & calendar as well as keep them in sync across your computer and devices. Use Google Docs (transitioning to Drive) to work collaboratively or gather information. Use Chrome to Phone to send important information from your browser to your Android phone (like a detailed map of a property tour), or Google Voice to manage your voicemail. On a personal or business level, Google has the tools to make your life easier, from your desk or your phone. |
5. Keep all your To-Dos in one place
| With today's cloud and smartphone technology, there's simply no reason to make your life difficult by keeping your to-dos scattered across notebooks, Post-Its and random scraps of paper. Find a cloud- and app-based solution that works for you and your team (or family) and watch your productivity soar! My team and I are currently using Astrid to manage our group tasks, but I also like Producteev and Wunderlist. |
So tell me: How do YOU save time in your day?
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