1. Saving and Updating Contact Information
You save contact information for people and companies by
creating a contact record in an address book.
You can store the following types of contact information in a contact record:
-
Name, company name, and job title -
Business, home, and alternate addresses -
Business, home, mobile, pager, and other telephone
numbers -
Business, home, and alternate fax numbers -
Web page address (URL), instant messaging (IM) address, and
up to three e-mail addresses -
Photo or other identifying image -
General notes, which can include text and illustrations such
as photos, clip art images, SmartArt diagrams, charts, and
shapes
You can also store personal and organization-specific details
for each contact, such as the following:
-
Professional information, including department, office
location, profession, manager's name, and assistant's name -
Personal information, including nickname, spouse or
partner's name, birthday, anniversary, and the title (such as
Miss, Mrs., or Ms.) and suffix (such as Jr. or Sr.) for use in
correspondence
1.1 Creating Contact Records
You typically create a contact record by displaying the
Contacts module and then clicking the New Contact button in the New
group on the Home tab. In the contact record window that opens, you
insert the information you want to save. After you save the contact
record, it is displayed in the Contacts pane.
You can create a contact record containing only one piece of
information (for example, a name or company name), or as much
information as you want to include. You can quickly create contact
records for several people who work for the same company by
cloning the company information from an existing
record to a new one. And of course, you can add to or change the
information stored in a contact record at any time.
The order in which Outlook displays contact records in the
Contacts pane is controlled by the File As
setting. By default, Outlook files contacts by last name (Last,
First order). If you prefer, you can change the order for new
contacts to any of the following:
-
First, Last -
Company -
Last, First (Company) -
Company (Last, First)
To set the filing order for all your contacts, display the
Backstage view, click Options, and then on the Contacts page of the
Outlook Options dialog box, click the Default "File
As" Order arrow and select an order from the list. You can change
the filing order for an individual contact by selecting the order
you want in the File As list in the contact record.
Tip
In addition to individual contact records, you can create
groups of contacts so that you can manage messaging to multiple
people through one e-mail address.
Outlook stores contact information from different sources in
separate address books. Some are created by Outlook, some by your
e-mail server administrator, and others by you.
Contacts and Suggested Contacts Address Books
Outlook automatically creates a Contacts address book and a
Suggested Contacts address book for each account you
connect to. These address books are available from the My Contacts
list in the Navigation Pane of the Contacts module.
The Contacts address book of your default e-mail account is
your main address book, and it is the address book that appears by
default in the Contacts module. The Contacts address book is empty
until you add contact records to it.
If you correspond with someone who isn't already in your
Contacts address book, Outlook automatically adds that person to
the Suggested Contacts address book. You can work with
the contact information saved in this address book, or you can
move the information from the Suggested Contacts address book to
create an official contact record for that person in a different
address book.
Tip
If you have an Outlook Mobile Service account, Outlook
automatically creates a Mobile Address Book containing all the
contacts in your Contacts address book for whom mobile phone
numbers are listed. For more information, refer to Microsoft Outlook 2010 and Office
Communications Server Inside Out by Jim Boyce
(Microsoft Press, 2010).
You can create additional address books; for example, you
might want to keep contact information for family and friends in
an address book separate from client contact information, or you
might maintain an address book for team members working on a
specific project.
You create an address book by creating a folder and specifying that the folder
will contain contact items.
When you display the Folder List in the Navigation Pane,
your custom address books appear along with other folders you
create, and you can organize them in the same manner—for example,
at the same level as your Inbox, as a subfolder of the Contacts
address book, or inside a project folder. All address books are
available from the My Contacts list in the Navigation Pane of the
Contacts module.
Tip
If your organization stores contact information in a
SharePoint Contacts List, you can import the list contents from
SharePoint into Outlook as an address book.
If you have an Exchange account, you also have access to an
official address book called the Global Address
List (or GAL). The GAL is
maintained by your organization's Exchange administrator and may
include information about individuals within your organization,
distribution lists, and resources (such as conference rooms and
media equipment) that you can reserve when you schedule meetings.
It can also include organizational information (each person's
manager and direct subordinates) and group membership information
(the distribution lists each person belongs to).
The GAL doesn't appear in the My Contacts list shown in the
Navigation Pane of the Contacts module. To display the GAL, click
the Address Book button located in the Find group on the
Home tab of the Contacts module or the Address Book button located
in the Names group on the Message tab of a message composition
window. Outlook users can view the GAL but not change its
contents.
In this exercise, you'll create and edit a contact
record in your main address book.
Note
SET UP You don't need any
practice files to complete this exercise. Display the Contacts
module, and then follow the steps.
-
On the Home tab, in the New group, click the New Contact
button.
A new contact record window opens.
-
In the Full Name box,
type Sara Davis, and then press
the Tab key to move to the Company box.
Outlook transfers the name to the File As box and
displays it in the default order (Last, First). The name also
appears on the contact record window title bar and in the
business card representation.
Note
Troubleshooting The
appearance of buttons and groups on the ribbon changes
depending on the width of the program window or item window.
-
In the Company box, type
Wingtip Toys. -
In the Job title box,
type Assembly Plant
Manager. -
In the Internet area,
type [email protected] in the E-mail box, and press Tab.
Outlook automatically formats the e-mail address as a
hyperlink and then enters the contact's name, followed by the
e-mail address in parentheses, in the Display As box. This box indicates the way the
contact will appear in the headers of e-mail messages you
exchange with this contact. -
In the Display as box,
select the e-mail address inside the parentheses and then type
Work. -
Click the E-mail arrow
(not the button).
A list displays the e-mail address fields available in
the contact record.
-
In the E-mail list, click
E-mail 2.
The E-mail 2 field replaces the E-mail field. The e-mail
address you entered in the E-mail field, and its associated
Display As text, disappears. -
In the E-mail 2 field,
enter [email protected], and then press
Tab.
Outlook enters the original name and the second e-mail
address in the Display As field. Although the field name
doesn't change to indicate it, this information is specific to
the E-mail 2 field. -
In the Display as box,
select the e-mail address inside the parentheses and then type
Personal.
The business card representation displays both
e-mail addresses. -
In the Web page address
box, type www.wingtiptoys.com.
Outlook automatically formats the text as a
hyperlink. -
In the Phone numbers
area, type 9725550101 in the
Business box, and then press
Tab. If the Location
Information dialog box opens, enter your country and
area code, and click OK. Then
in the Phone and Modem dialog
box, with the location associated with your area code
selected, click OK.
Note
See Also For
information about the Location Information dialog box, see
the sidebar Dialing Rules earlier in this
topic.
Outlook formats the series of numbers you entered as a
telephone number, using the regional settings governed by
Windows. -
In the Addresses
area, click in the text box to the right of
Business, type 4567 Main Street, press the Enter key,
and then type Dallas, TX
98052.
Tip
In a new contact record, a selected check box to the
left of the Business address field indicates that it is the
default mailing address for the contact.
-
Click the Business arrow
to display the Addresses
list and then, in the list, click Home.
The button label changes to indicate that you are
displaying Sara's home address information. -
In the text box, type 111 Magnolia
Lane, press Enter, and then type Flower Mound, TX 98053.
The contact record now contains both business and
personal contact information.
Tip
If you record multiple addresses for a contact and
want to specify one as the default mailing address, display
that address and then select the This Is The Mailing Address
check box.
-
On the Contact tab, in the Actions group, click the Save & Close
button.
The contact record window closes. The Contacts pane now
includes the new contact record for Sara Davis.
-
In the Contacts pane,
double-click the contact record for Sara
Davis. -
On the Contact tab, in the Show group (or in the Show list, if the Show group is compacted), click the
Details button.
Outlook displays the Details page of the contact
record.
Tip
You can assign follow-up flags to contact entries, and link
contact entries to e-mail messages, appointments, tasks, and
other Outlook items.
-
In the Spouse/Partner
box, type Andrew. -
Click the Birthday
arrow, scroll the calendar to July, and then click 31.
The Birthday box displays the day and date information
for July 31 of the current year.
Tip
The birthday or anniversary date you select in
the calendar defaults to the current calendar year. You can
change the year by selecting it in the text box and then
typing the year you want.
-
In the Actions group, click the Save & New arrow (not the button),
and then in the list, click Contact from
the Same Company.
Note
Troubleshooting
Clicking the Save & New button rather than the Save
& New arrow opens a new, blank contact record. If this
occurs, close the new contact record window to return to
Sara Davis's contact record, and repeat step 21.
Outlook creates a new contact record that already
contains the company name, Web page address, business phone
number, and business address from Sara Davis's contact
record.
Because no person's name has been provided, the File As
name is currently set to the company name. -
In the Full Name box,
type Andrea Dunker, and in the
Job title box, type Sales Associate. -
In the E-mail box, type
[email protected]. Leave the default
Display As text. -
Save and close the open contact records. -
Use the techniques described in this exercise to create
contact records for the following people:
The Contacts pane now includes the five records
you've created.
Note
CLEAN UP Save and close any
open contact records to return to the Contacts pane. Retain the
Nancy Anderson, Andrew Davis, Sara Davis, Andrea Dunker, and
Idan Rubin contact records for use in later exercises.
Tip
You can create a contact record for the sender of a
message you have received by right-clicking the sender's name in
the message header—either in the Reading pane or the open
message item—and then clicking Add To Outlook Contacts. Outlook
creates a contact record with the name and e-mail address
already filled in. Add any other information you want to record,
and then save the contact record.
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