OverHall IT! 
Computer Corner Issue 13

Catch me on WFHN 107 FM out of New Bedford, MA
or on the Internet 

Nov. 18, 2001
Become a Money Magnet & Maximize Your Time --
Even When You Never Have Enough $39
Unity Church of Durham
DURHAM, NC
To register or 800-687-3040 
Session 1118: 1pm-4pm

If you know of any organizations, spiritual groups,
schools, associations or corporations that are looking for
a speaker or who might like to host a seminar, please have
them call 800-687-3040 for booking information.

Looking for a presenter for your next event?
Janet delivers one-of-a-kind, customized workshops.
Call 800/687-3040 and book her today for your next event.
For a list of her seminars  
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
3. Organizing and Cleaning-up Your Electronic Address Book
By: Janet L. Hall

(Editors Note: This article includes instructions for Outlook Express,
Netscape Communicator, AOL, and ACT! users).

Has your online address book become unmanageable?

Do you ever look at all the email addresses and wonder, "Who are
all these people?"

Do you have difficulty locating someone in your address book that
you need to send mail to NOW?

Do you know you can sort your addresses by first and last name,
name, email address and more?

Set a date and time with yourself that you will do the following
exercises to organize and clean-up your electronic address book.

First you want to go and view your address book, see what kind of
shape it's in.

Mine, for example, had 755 email addresses. Some had first
name, some last, but most of them just had email addresses. One
reason for that is that I have selected the option to automatically
add the email address of anyone that sends me email (I've since
turned this option off). I also found numerous duplicates and
people that I didn't even know, let alone communicate with.

First let me demonstrate all the different ways you can view or sort
your address book:

OUTLOOK EXPRESS Users:

>>Open Outlook Express
>>CLICK Tools at the top of screen
>>CLICK Address Book

A new window opens and you are presented with your Address
Book.

Notice the columns have headings of NAME, E-MAIL Address,
Business Phone, and Home Phone. Note: Don't worry if yours are
a little different.

>>Place your mouse pointer at the top of the E-Mail Address
column and CLICK. Now all your E-Mail addresses will be sorted in
either ascending or descending order. CLICK again, and the
reverse happens.

Each column can be sorted in ascending or descending order by
placing your pointer on the top of the column you want to sort by
and CLICKING. You can also do this by CLICKING on VIEW (while
in your address book) and CLICK Sort By.

Now, you can simply arrow down through each E-Mail address,
deleting or editing as you go.

To DELETE an E-Mail Address:

>>CLICK on the "person" to highlight and CLICK Delete at the top
of screen or the DELete key on your keyboard.

To EDIT an E-Mail Address:

>>Double CLICK on the "person" and CLICK on the NAME Tab to
edit any information.

Now you might be like me, and not want to sit in front of the
computer screen to edit and delete, although you will have to do
this eventually. When I was cleaning up mine, I was getting ready
to go to the doctors where I knew I would have to sit and wait. So I
Exported my address book, printed it out, and did my editing on
paper while sitting at the doctors. When I came back to my office I
simply went through my edited list, deleting and editing my address
book on the screen.

To EXPORT your address book:

>>While in your E-Mail Program, CLICK File and CLICK Export
>>CLICK Address Book
>>CLICK on Text File (Comma Separated Values)
>>CLICK Export
>>CLICK Browse (This is to locate what folder you are going to
store it in; I use TEST, and to assign it a name; I use address book)
>>CLICK SAVE

Now go and open the new file, it will be in EXCEL, adjust the
columns and print out.

NETSCAPE Users:

Basically you use the same steps to sort as an Outlook Express
user; however, the wording is slightly different:

>>CLICK on Communicator
>>CLICK on Address Book
You will have more columns and you can even add more columns
to sort on by clicking the side arrows at the bottom of your address
book.
You can also use VIEW.
I did not see an Export Function in Netscape.

AOL Users:

I used a friend's AOL account to check out AOL's email functions
and found the email addresses were already sorted in ascending
order. I did not find a way to sort or export. However you can edit
and delete.

ACT! Users:

More then an E-Mail program, yet you can sort by CLICKING on
EDIT and then CLICK SORT. You can sort your people up to three
different ways, either in ascending or descending order. To
EXPORT, go to FILE, CLICK Data Exchange, CLICK Export and
follow the wizard instructions.

Organizing Mass E-Mails:

If you find that you need to send the same mail message to several
people all the time, such as a team at work, or a committee you're
on, you can put them in a Group (Outlook Express, AOL, and ACT!)
or List (Netscape) so you don't have to look for or type their E-Mail
address all the time.

Create a group in Outlook Express:

>>Open your E-Mail program
>>CLICK on TOOLS
>>CLICK on Address Book
>>CLICK on NEW and CLICK NEW GROUP
Name your Group (this is what you will type into the TO: when you
want to send them all the same E-Mail).
Now just follow the instructions on your screen and start adding the
people you want to be in this group.

AOL, ACT!, and Netscape programs have similar steps for creating
groups. If you are using one of these programs, check out their
HELP feature if you need help creating groups.

I have found that most E-Mail programs contain the above basic
functions for organizing your E-Mail addresses; however, it would
be next to impossible to try and include them all here. You can
discover what your E-Mail program can do by checking out their
HELP Section and you just might stumble across some neat "stuff."

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
To schedule a needs assessment or coaching session
for your life or computer, call Janet at 800-687-3040 or
mailto:janet@overhall.com
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
4. Excerpt from "Click:
The Ultimate Guide to Electronic Marketing"
Advanced E-Mail Link Tricks
By: Tom Antion

When you really want to get fancy, you can make an email link
automatically include the subject line too. This will presently work
about 95 percent of the time.

After the main email address you put a question mark, then the
word "subject" then an equal sign, and finally the information you
want included in the subject line. You can't have any spaces in the
entire string. Anywhere you want a space in the actual subject you
put "%20". I don't know why and I don't want to. I just know it's a
handy thing to know.

<mailto:tom@antion.com?subject=SUBSCRIBE%20GREAT%
20SPEAKING>

Here's another trick: On long clickable links like the one above ( I
turned the actual link function off for illustration purposes) you
should put < > symbols around the entire link. If you don't and the
links are so long that the recipient's email reader wraps them to the
next line, it is very likely they won't work. The < > keeps them
working. Again, I don't know why and I don't care. If you know you
have very short links that are on the left side of the page, then you
don't have to worry about the brackets. They do, however, make a
link that needs punctuation after it look a little nicer. Example:
<mailto:tom@antion.com>.

When you don’t use these formatting techniques, you are making it
harder for people to do business with you. You want them to be
able to click links quickly and go to your web site to buy and/or be
able to email you quickly by clicking on the link.

TOM’S GREAT TIPS:
Now it really gets crazy
When doing this forced link, the first forced item begins with a
question mark "?". Second, third and fourth forces (I don't know
why you would want more) each begin with an ampersand "&". The
forced item itself is the header line name (or "body" to automatically
fill in body text), followed with an equals sign (=), followed by the
content.

So, if you want the "to:" address to be tom@antion.com, a carbon
copy sent to janet@overhall.com, with "Send speaking info" as the
subject, and body copy of "I want to be a professional speaker,"
your link would be:

mailto:tom@antion.com?cc=janet@overhall.com&subje
ct=Send%20speaking%20info&body=I%20want%20to%20be
%20a%20professional%20speaker

I told you this would get crazy. :)

Notice that the blank spaces in the subject and body are replaced
with the code "%20" For some reason, (don't ask me why) anything
that is not a number or a letter must have a special code. To
complicate things more, question marks, ampersands, percent
signs, and equals signs have specific meanings so if you want to
make them actually display you have to give them a code.

The code is a percent sign followed by something else. I think they
call it a hexidecimal equivalent . . . it's too deep for me. :) If you
want to display a space you insert "%20" If you want to display a
quotation mark, you insert "%22" and so on. Here are some
common codes:

space = %20
" = %22
% = %25
& = %26
; = %3B
= = %3D
? = %3F
new line = %13%10 (you insert both of these codes, and this only
works, of course, in the body area)

Special Note about AOL:
AOL is always a concern because their proprietary system can be
troublesome sometimes. We do need to address AOL though
because it has close to 30 million subscribers who we don't want to
miss. The reputation of AOL is that many of the people using their
system are not very Internet savvy, i.e., they are newbies. In some
instances you may want to give extra instructions for these people.

For instance: Some AOL people would see the
mailto:tom@antion.com and try to cut and past the entire thing into
their email program. They don't know that they only needed to cut
and past the email address. So, they dutifully put the entire thing
including "mailto:" in the "to" area of their email address and try to
send the email. Well it won't work like that. The "mailto:" is only
designed to make an automatic system recognize the fact that this
link was an email. You can't actually send an email with the "mailto:
term in the address.

If you have quite a few AOL members on your list, you might have
to put a note next to the link that says something like this: "AOL
users just copy the email address -- not the 'mailto' into the 'to' line
of your email program."

Or you can include an extra HTML markup that will allow AOL
users to click your links. This is done as follows:

<A HREF=" http://www.yourweb site.com/ ">AOL
Users Click Here</A>

Remember if you do this, you will sacrifice some of the nice look of
your document because you'll have to put every link in twice just to
satisfy AOL folks.

To read more great tips like this, check out Tom’s Electronic
Marketing E-book, Click 
~~~~
Tom Antion and Associates Communication Company
provides entertaining and informative keynote speeches and
educational seminars. Check out his web site 
mailto:Tom@antion.com
All Rights Reserved. Permission is granted to reproduce,
copy, or distribute this article so long as article is kept intact,
this copyright notice, and full information about the author is
attached.

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Have you gotten your * tickle * for the day? Check out the
secret organizing tool that ALL organized families and
successful people use on a daily basis
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
We offer several audiotapes to help you organize your office,
your home, your children, and your LIFE! Check them out!
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
5. Jokes, Quotes, and Anecdotes

>> Disney virus......................
Everything in the computer goes Goofy

>> Tim Allen virus.........................
Appears helpful, only to destroy your hard drive upon contact

>> X-files virus..............................
All your Icons start shape shifting

>> Dr. Jack Kevorkian virus...........
Searches your hard drive for old files and deletes them

>> Martha Stewart virus...............
Takes all your files, sorts them by category and folds them
into cute little doilies to be displayed on your desktop

~~ If you have a joke, quote, or anecdote that would fit well
into OverHall IT!, please feel free to email
mailto:janet@overhall.com to find out how
you can FINALLY get organized!
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Looking for a new way to add revenue to your business
or to improve your web site? Check out Tom Antion's
Electronic Marketing Butt Camp CD  
Text Cleanup (formerly Text Cleaner) is a program to clean
up badly formatted text from a variety of sources, such as:

E-mail messages containing forwarded or replied-to text. These
typically have reply marks (> symbols) and unwanted line breaks
in them, sometimes making them difficult to read. You can
download for FREE and try for 30 days, after that the cost is $19.95.
http://www.overhall.com/issues_and_articles.htm
Thanks
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
That's it for this issue of computer corner, the balance issue
will be here before you know it!

Smiles, not Piles,
Janet L. Hall
Professional Organizer, Speaker, and Author
Authorized Paper Tiger Consultant-
Find ANYTHING in 5 seconds or Less-Guaranteed!
http://www.overhall.com
"If your current systems aren't working for you... get an
"OverHall"!"

Janet L. Hall is the owner of OverHall Consulting,
Organizing By Phone, and co-owner of Enough is
Enough International Organization, which is
based out of Southern Maryland and can be reached at
800-687-3040 or 410-586-9440, or e-mail her at
mailto:janet@overhall.com

Janet can "OverHall" your office, home, and computer
clutter and can deliver a customized speech or seminar
for your next event.

Copyright (c) 2001 by OverHall Consulting
P.O. Box 263,
Port Republic, MD 20676
All Rights Reserved. Permission is granted to reproduce,
copy, or distribute OverHall IT! or any articles by Janet L.
Hall so long as article(s) is kept intact, this copyright notice,
and full information about the author is attached.

ISSN # 1533-0702.

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