Contact Management System QuickStart Guide

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Jessie Barber
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1 Contact Management System QuickStart Guide The Windermere Contact Management System (CMS) is a collection of tools to help you stay in touch and stay organized. With CMS, you can maintain a list of contacts and numerous details about each, prepare correspondence and address labels, schedule tasks and reminders, keep track of birthdays and anniversaries, and more. Signing up for CMS Signing up for CMS is a simple, online process and includes a one-time activation fee. To sign up for CMS: 1. In the upper right corner of the WORC, click Admin. 2. Under Account, click Edit Your Subscriptions. The Subscriptions Manager page appears. 3. Next to CMS, click Click to sign up. 4. Verify the information and click Next. 5. Verify the information and click Proceed to Payment. 6. Complete the credit card payment process. 7. Log out of the WORC and then log back in to begin using CMS. Adding Contacts The first step to using CMS is to add contacts to the Address Book. Contacts can be manually added and they can also be imported. To manually add contacts: 1. In the Contacts menu, click Address Book. The Address Book appears Windermere Services Company 1

2 2. Under Edit/Update/Add, enter the information for your contact. 3. Click Save As New Contact. 4. To add another contact, return to Step To add more information about a contact: a. In the alphabet at the top of the Address Book, click the first letter of the last name. b. In the list on the left, click the contact s name. c. When the contact s information appears on the right, click Go To Contact. d. Scroll down the page, enter the information, and click Save Changes. Note This is only one of the methods for adding and editing contacts. For other methods, go to New > Contact and Contacts > View/Search. To import contacts: 1. With your previous contact management system, export your contacts to a CSV or vcard file. This is the file that you will import into CMS. For more information, see the documentation that came with your previous contact management system. 2. In the Contacts menu, click Import/Export. The Import and Export contacts page appears Windermere Services Company 2

d. Scroll down the page, enter the information, and click Save Changes. Note This is only one of the methods for adding and editing contacts.

3 3. On the Import tab, click Browse and then select the file that you want to import. This is the file that contains your contacts, which you exported from your other contact management system. It must be in CSV or vcard file format. 4. Once the file name and location are displayed on the Import tab, click Continue. 5. If the data fields in your contacts file need to be mapped to corresponding CMS data fields, the following page appears: The first column shows the data fields from the contacts file that you are importing. In the second column, you select the closest match for each data field. When you are finished, click Continue. If you do not see this page, the mapping was done automatically and you can skip this step. Note If first name and last name are not listed separately in the first column, you must match the single "Name" field in the first column with lastname in the second column, as illustrated above. 6. If any contacts in your CMS appear to be duplicates of contacts that you re importing, the Possible Duplicates Found page appears: Select the action you want to take. If you select Choose individually, a page appears that allows you to specify the action to take for each individual contact. If you do not see this page, that means you have no duplicates and you can skip this step Windermere Services Company 3

If the data fields in your contacts file need to be mapped to corresponding CMS data fields, the following page appears: The first column shows the data fields from the contacts file that you are

4 7. Click Continue. The Categorize Contacts page appears. 8. Use the Categorize Contacts page to add your imported contacts to a new CMS category, an existing category, or no category. Note In CMS, adding your contacts to categories is useful because you can then search for contacts by category, send correspondence by category, and export contacts by category. Every contact can be included in up to five categories. There are preexisting categories in CMS and you can also create your own. 9. Click Continue. The Import Complete page appears. 10. To view or edit your contacts, click Go To Address Book or open the Contacts menu and click either View/Search or Address Book. Note For more detailed instructions, please click Help in the CMS Import tool. Using Mail Merge CMS Mail Merge can be used to print mailing labels and letters, prepare fax covers, send group s, and more, for all or part of your contact list. The most common use of Mail Merge is to print mailing labels, as described below. To use Mail Merge for anything else, use this procedure as a general guide. For more detailed instructions, go to WORC > Resources > Education > Technology Class Handouts > CMS Handout. To print mailing labels: 1. In the Contacts menu, click Mail Merge. The Mail Merge page appears Windermere Services Company 4

Every contact can be included in up to five categories. There are preexisting categories in CMS and you can also create your own. 9. Click Continue. The Import Complete page appears. 10.

5 2. In the Contacts list, select the category of contacts for whom you want to print labels. To print a label for every contact in your Address Book, click All. 3. In the Address list, select which address to use for each contact. 4. In the Sort By list, specify whether to sort the labels numerically by zip code or alphabetically by last name. This is the order in which they will be displayed for printing. 5. In the Type of Mail list, select Labels: Avery Click Merge. The confirmation page appears. Note If the confirmation page appears blank, it might just be scrolled down too far. Use the scroll bar to go up to the top of the page. 7. Verify the accuracy of the information on the confirmation page. To change anything, click your browser s Back button. 8. If you use the Internet Explorer browser, click Help on Printing Labels to display instructions for setting up your browser to print correctly. 9. Click Merge. A new browser window opens displaying the mailing labels. 10. Use your browser s Print Preview function to view the labels. Note If you use Internet Explorer, follow the instructions that you just displayed. If you use IE7, you must display the Print Preview window, open the menu that says Shrink to Fit and select 100%, and then print directly from this window. 11. When you are satisfied with the layout and content, load the labels into your printer and use your browser s Print function Windermere Services Company 5

This is the order in which they will be displayed for printing. 5. In the Type of Mail list, select Labels: Avery 5160. 6. Click Merge. The confirmation page appears.

6 Using the Calendar With the calendar, you can schedule tasks, attachment them to contacts, and set reminders. Tasks include appointments, to-do s, showings, ads, calls, letters, s, faxes, and reports. To schedule a task: 1. In the New menu, click Task. 2. Under Task Description, describe the task in 100 words or less. The shorter the description, the easier it will be to read on the calendar and elsewhere. Please note, however, that this is the only field where you can write anything about the task. 3. To associate this task with a contact, select a name in the Contact list. This allows you to view the task in the contact s record in the Address Book, and also to retain it in the contact s History. 4. In the Type list, select the type of task that your scheduling. 5. Under Priority, specify the importance of this task. 6. Under Date, select the month, day, and year for this task. 7. Click Save. Note This is only one of the methods for scheduling a task. There are other methods are available through the New menu, the Contacts menu, and the Calendar menu. Frequently Asked Questions We want to hear from you! If you have questions about this document or how to use CMS, please send to techsupport@windermere.com. Not only will we send you an answer, but we will also add your frequently asked questions to this document for future reference. Thank you for helping us provide the best possible documentation Windermere Services Company 6

Under Task Description, describe the task in 100 words or less. The shorter the description, the easier it will be to read on the calendar and elsewhere.

Avery Wizard: Using the wizard with Microsoft Word. This is a simple step-by-step guide showing how to use the Avery wizard in word

Avery Wizard: Using the wizard with Microsoft Word This is a simple step-by-step guide showing how to use the Avery wizard in word Open up a blank document in Microsoft Word and click the Avery Tab at