Outlook Contacts Microsoft Outlook ‐‐ Desktop Version

 Contact Basics  Adding  Changing Categories  Adding Through Email

Contact Basics

The Contacts area is Microsoft Outlook’s address book. This area is for storing addresses, distribution lists, and phone numbers, along with all kinds of additional information about each one of your contacts.

The Contacts area is Microsoft’s version of an address book.

 To move to the Contacts List, click on the Contacts icon on the Outlook Shortcuts bar.

 The Contact List area has an alphabetical listing that works like an address book with tabs. Click on the letter and eth list will move to that part of the alphabet among your contact list.

 The Contacts Toolbar provides quick buttons to:

View Address Book Find Or Organize Contacts Dial New Message to Contact Flag A Contact As A Reminder Delete A Contact From Your Address Book Area Move A Contact Out Of This Area To A Folder Print Your Contact List Add New Contacts top

Frederick County Public Schools TechnologyServices5.10 Adding New Contacts

The Contacts area is Microsoft Outlook’s address book. This area is for storing addresses, distribution lists, and phone numbers, along with all kinds of additional information about each one of your contacts.

 Using the Outlook Shortcut bar, move to the Contacts area

 Click on the New button on the toolbar

 An Untitled Contacts box will appear for completion of the contact information.

 Be sure to fill in either a Full Name or Company. If you have both, select File As and specify which format to use to alphabetically file the Contact information.

 When you have completed as much information as you wish to enter:

1. Select either the Save and Close button to return to the Contacts address book area ‐‐ OR 2. Select Save and New to get a new Untitled Contact box to continue adding more contacts.

 A new contact may be flagged for further action or contact.  Display Map of Address button will launch the Internet to a website for viewing or printing a map of location or directions to that address. The map can be viewed, printed, enlarged, or zoomed in or out from the selected area.  Once a contact is opened, the Mail to Contact button will generate an Email based on the address stored in the Contact Email field.

Hint: Phone numbers can be typed in without dashes or parenthesis. When you move out of that field, the phone number will automatically format correctly! top

Frederick County Public Schools TechnologyServices5.10 Changing Available Categories

Each field has a pre‐selected category. These categories can be changed at each area to meet your personal needs for storing information for that Contact. (Example: this would allow you to have several business numbers or add a pager number with a car number.

 Click on the down arrow beside an available field.

 A list of alternative selections will appear.

 Click on the desired field.

 Complete the Contact information appropriately. top

Adding a Contact Through Email

If you receive an Email from someone not already in your Contacts List, you can add them directly to your Contacts List from within the opened Email.

 Open the Email you have received from the person

 In the gray area at the top at the To line, right click on the person’s name

 Select Add to Contacts from the menu

Frederick County Public Schools TechnologyServices5.10  Enter additional information if desired

 Select the Save and Close button

 If the system finds a duplicate entry, it will notify you that a duplicate has been detected. You can select OK and the two contacts, the old one and the new one you are trying to create, will merge into one contact.

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Frederick County Public Schools TechnologyServices5.10