Agent Office Frequently Asked Questions

1. When I install the program I am given the option of installing Blank Data or Demonstration Data.  Which one should I choose?

Either option is fine, however, if you install the Demonstration Data it will add some pick list items and additional Action Plans that I find useful.

If you have already installed the software, don’t worry about it.  If you installed the Demonstration Data you can add your contacts right away and delete the demonstration contacts, listings and sales at any time by following the instructions on Disc 1 of my A to Z Training DVDs for AgentOffice.

2.  I bought AgentOffice and your A to Z Training DVDs.  What should I do first?

Watch the first Chapter on the Set-up and Utilities DVD to see tips on installing and registering the software.

Next, install, register and unlock your AgentOffice software.

Then, watch the entire Set-up and Utilities DVD and complete the recommended setup in your own copy of the software (you can run the training DVD and the AO software at the same time if your computer has a DVD drive).

Backup your software (See backup instructions on the Set-up and Utilities DVD or the Backup Addendum of Jim Casey’s Training Manual on CD).

Begin watching the A to Z DVDs beginning with Disc 1.  Discs 1 and 2 of the A to Z series will teach you the basics of adding and searching contacts, scheduling and completing activities and using the Listing and Sales modules.  When you are ready, move on to the more advanced features of the program on discs 3 and 4.  The entire A to Z series takes about 8 hours.

Try an hour a day and you’ll be up and running in about a week.  If you also purchased the JumpStart DVD, put it aside to train your buyer agents or a team leader who doesn’t want to get bogged down with the details of the program and just wants to get the basics.

3. How do I get my e-mail leads to import into AgentOffice?

If you own a Successwebsite you will need to activate the feature in your Successwebsite control panel that attaches V-cards (.vcf) with your e-mail leads.

If you have another website, ask your webmaster if he/she can send your leads in a V-card (.vcf) format, which is the Microsoft standard as established in Outlook.

Once your leads are coming into Outlook with the V-cards attached you are ready to import them by opening the E-mail Module of AO and double-clicking on each e-mail lead.  When you open the e-mail lead you should see an attachment ending in .vcf in the upper right-hand corner of the View Inbox E-mail window in the Attachments field.

Click on the attachment to highlight it, and then click on the Create Contact from V-card button.  Follow the on-screen instructions and your new contact will be created in AO and the original e-mail will be permanently attached to the contact in the E-mail tab of the Contact Manager module.  If, by clicking on the attachment, the Create Contact from V-card button does not activate (remains grayed out), check to see if the attachment is in the correct format (ending in .vcf).  If it does not, contact your webmaster.

4. When I installed Agent Office I chose the option to install Demonstration Contacts. Now that I am ready to use the program, how do I delete them?

You can begin adding your contacts at any time without fear of losing them when you delete the demo contacts if you follow my directions on Disc 1 of the A to Z Training DVDs for AgentOffice.

The directions are under the heading of Contact Look-up, Finding/Deleting Demo Contacts.  You will be able to delete all the demo contacts at once.  You may delete the demo listings and sales one at a time by simply opening up each module, look up the demo listing or sale and then click the word Edit in the main menu and select Delete Listing or Delete Sale from the pull-down menu.

5. I am considering purchasing a new phone.  Which PDA would you recommend if I want to synchronize with AgentOffice?

Good News!  AO is compatible with just about every PDA out there so pick the one that has all the other features you desire except the iphone.

If you have a Blackberry PDA you will not need any additional software to synchronize with AO.

However, if you wish to synchronize AO with your calendar in Outlook or a Palm or Pocket PC (Windows CE) device, you will need to purchase a copy of the Intellisync software for a one time fee of $59.

If you do not have any preference for a PDA or do not want to do a ton of research, I would recommend the TREO phones for real estate.  I know many users who rave about the phone and love the synchronization with AO.  I love the TREO as it allows me to take real estate pictures, open infrared lockboxes, synchronize with AO, access my e-mail, surf the web, access MLS, and most recently, I’ve begun using Telenav which converts my phone into a portable navigation system.

6. The form letters in AO need to be re-formatted so that they work with my company letterhead.  Is there a way to reformat all the letters at once?

Yes.  Agent Office includes a utility that allows you to change the font type and size, page setup and alignment of all the form letters in the software, including form letters you create or form letters you purchase for the program such as Dave Beson’s LetterWriter.  The instructions for reformatting all the letters can be found in the Jim Casey’s Set-up and Utilities DVD for AgentOffice.

7. Can I create my own Stationary/Letterhead in AO which would also include my company logo?

Yes, but I don’t recommend it.  If you want to use the form letters included with AO you would need to revise every single letter to add your “Letterhead information.”  In other words, there is no way to edit all the form letters to include your address block and company logo.  You would have to open every single form letter and copy and paste all that information on each letter and re-save it.

I recommend getting your letterhead pre-printed at a local printer and load the stationary in your printer paper tray.  This way you only use AO to print the body of the letter and you don’t eat up a lot of expensive color cartridges to print your company logo and graphics.

8. I have Agent Office installed on my office computer, but I would also like to work from my home computer.  How can I setup the program so I can work from either location?

Depending upon the number of “remote” users and how many of them would like to work simultaneously, the costs and options range from free and easy to expensive and sophisticated.  I answer all your questions about this topic in my FREE article: The TOP 5 Ways to access your real estate database.

Other resources for Agent Office users:

Agent Office training DVD’s

Agent Office Marketing Flyers and Postcards

Craig Proctor’s Gold Letter Campaign letters

Dave Beson’s Letter Writer for Agent Office

If you have further questions, you can always e-mail Jim directly at JimCasey@TopAgentTechTools.com

If you are NOT a current user of Agent Office, and have questions, you might to check out a good review of Agent Office here.

What about Training for Agent Office?

Like any great piece of technology, the program is only as good as the training you receive.

We offer the only DVD training program for Agent Office and it allows you to learn on your own computer, at your own pace.  The comprehensive A to Z training program includes over 90 minutes of setup tips and 8 hours of instruction so you can learn the entire program in a single day.

The Jumpstart DVD is a short-course designed to give a quick overview of the program for a buyer agent who only needs to know how to add contacts, search contacts, schedule and complete activities. We also offer live webinars and on-site consulting for Agent Office.