MICROSOFT OUTLOOK 2010 WORK WITH CONTACTS

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1 MICROSOFT OUTLOOK 2010 WORK WITH CONTACTS Last Edited:

2 Access to Outlook contacts area... 4 Manage Outlook contacts view... 5 Change the view of Contacts area... 5 Business Cards view... 6 Sort Outlook contacts... 6 Expand contact details... 8 List view... 9 Sort Outlook contacts by field columns... 9 Remove, change field columns Add a field column Sort contacts by criteria Change the display of fonts Add a new contact quickly with a little details Add contacts Organize with Outlook contacts Manage by contact folders Create a contact folder Rename a contact folder Rearrange the contacts folders Delete the contact folder Move existing contact(s) to another contact folder Copy of an existing contact to another contact folder Last Edited:

3 Manage by contact groups Create a Contact group (distribution list) Edit members in the Contact group Send an through the Contact group Work with Business Cards Edit information field Add a new field Reorder fields Label the field in the Business Card Reset the display of fields to default a Business Card Save attached Business Cards Search for contacts Use Global Address List (Recommended) Open the GAL Find the contact in the GAL Use Quick Search Bar The following training document is using information from Microsoft Office Outlook 2010 Help Last Edited:

4 Access to Outlook contacts area In Outlook 2010, the Contacts area can be access via the Navigation Pane. In this area, users can find complete information on any of the Outlook contacts. Click on Contacts icon on the Navigation Bar There are two sets of Contacts on the Navigation Bar by default Suggested Contacts folder is created automatically by Outlook which fills with any of the contacts that users recently because Outlook thinks users might want to create contact information for Last Edited:

5 Contacts folder is the user s main contacts which are entered manually Manage Outlook contacts view Change the view of Contacts area Click on Contacts icon on the Navigation Bar Do one of the following: Go to Home tab Current View group click the arrow in the View Gallery, and select a desired view option Go to View tab Current View group click on Change View, and select a desired view options from the list (by default, it s a Business Card view) Last Edited:

6 Business Cards view Sort Outlook contacts Outlook sorts the contacts alphabetically according to the last name. To change the field in sorting contact, do the following: Click on the Contacts icon on the Navigation Bar In the Contacts area, go to View tab Current View group click on View Settings In Advanced View Settings Business Card dialog box is displayed, click on Sort button Last Edited:

7 The Sort dialog box is displayed Select the desired sort option by click on any down arrow in the box click OK to confirm Click OK to close the dialog box Last Edited:

8 Expand contact details To expand more information about any individual selected contact, do one of the following Go to View tab Layout group click on Reading Pane, and then select the desired position to place the Reading Pane Click on the little arrow minimize button to turn off the To Do Bar runs along the right hand of the screen and maximize contact information on the Reading Pane Last Edited:

9 List view Sort Outlook contacts by field columns Move the mouse to the field column you want to sort Click one time on its column heading Last Edited:

10 Remove, change field columns To remove a field appeared on the List View, grab and drag the field up until see an X, and then release the mouse button Last Edited:

11 To change the order of a field, grab and drag the field to the left or right Add a field column Right click on any one of the field column headings Choose Field Chooser from the shortcut menu The Field Chooser Box is displayed, grab and drag any field listed in the box and place to an appropriate position Last Edited:

12 Sort contacts by criteria Go to View tab Arrangement group Click on a desired criteria in the criteria groups gallery Change the display of fonts To change the font displayed in the List View, go to View tab Current View group View Setting In Advanced View Settings: List dialog box, click on Other Settings Last Edited:

13 In Other Settings dialog box, make any change in the font size Add a new contact quickly with a little details Switch the Contacts area from Business Card View (default view) to List View In the List View, point the cursor to the field called Click here to add a new,,,, under Full Name column, and click to other field to enter additional information as much as needed Last Edited:

14 Add contacts In Outlook 2010, contact information can be added as much or as little as needed because Outlook allows users to go back and add additional contact information again later if needed Click on the Contacts icon on the Navigation Bar Go to Home tab New group click on New Contact Enter the contact information in the contact blank form Last Edited:

15 Outlook recognizes the Suffix entered at the end of the full name in the Full Name field. To edit the Full Name display option, click on Full Name button make any changes in the Full Name dialog box click OK Any of the field that have dropdown arrows allow to add multiple entities to them Last Edited:

16 To add the picture to the contact information, click on the Picture icon on the Contact form and locate the picture to add into it If necessary, enter any additional information in the Notes field Last Edited:

17 To enter more detail about the contact, in the contact form, go to Contact tab Show group click on Details To categorize the contact, in the contact form, go to Contact tab Tags group click on Categorize and select a desired category color To communicate with the person, in the contact form, go to Contact tab Communication group, and select a desired communication channel in the group To save a contact, in the contact form, go to Contact tab Actions group click Save & Close or Save & New to save and add other new contact Last Edited:

18 Organize with Outlook contacts Manage by contact folders Create a contact folder Click on the Contacts icon on the Navigation Bar Right click on the any contacts folder on the Navigation Bar, and choose New Folder In the Create New Folder dialog box, do the following: Under Name field, enter the name of the new contact folder Under Folder contains field, make sure select Contact Items Under Select where to place the folder field, select Contact Click OK Last Edited:

19 The new contact folder will be displayed in the Navigation Bar Rename a contact folder On the Navigation Bar, right click on a contact folder you want to rename Choose Rename Folder from the shortcut menu Last Edited:

20 Rearrange the contacts folders On the Navigation Bar, select a contact folder, Drag and drop it to a desired order Delete the contact folder Deleting folder will delete all the contact contained in the folder, if needed move on the contacts into the main Contact folder before delete it On the Navigation Bar, right click on the contact folder choose Delete Folder from the shortcut menu Click Yes to confirm Last Edited:

21 Move existing contact(s) to another contact folder Click on a contact, drag and drop it to the destination folder on the Navigation Bar To select multiple contacts in the list at the same time, select the first contact, hold the SHIFT and click on the last contact in the list To select random contacts at the same time, select the first contact, hold the CTRL and click on other contacts If the destination contact folder contains the existing contact(s) with the same name with the new contact(s), the Duplicate Contact Deleted dialog box is displayed to make sure no duplicate records created. Do any of the following: Select Update or Update All to the existing contact(s) with the new one Click Skip to not copy the new record to the destination folder Copy of an existing contact to another contact folder Do one of the following: Click on the contact, hold right-mouse button and drag it over the destination folder Right click on the contact, select Copy on the shortcut Last Edited:

22 Manage by contact groups In Outlook 2010, the contract group, replaced the traditional distribution list, is a list of names to which the user is going to sending out a communication, typically an message Create a Contact group (distribution list) Click on Contacts icon on the Navigation Bar Go to Home tab New group click on New Contact Group Enter the name of the new Contact group in the Name blank Enter the underscore ( _ ) in front of the name of the new Contact Group in order to keep the all the contact groups at the top of the Contacts list to access easily Go to Contact Group tab Members group click on Add Member and select the desired options of the sources of contact member Last Edited:

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24 In the Select Members Contact window, do the following: Double click to contacts on the list to add to the Contact group Click OK to add all the selected contacts to the group All the selected contacts are displayed in the new Contact Group window, click Save and Close to save the new Contact group Last Edited:

25 Edit members in the Contact group Double click a Contact group to open the contact group window Do any of the following: To add more contacts to the group, click Add Member To remove contacts from the group, select a contact and click Remove Send an through the Contact group Do one of the following: Click on the Contact icon on the Navigation Bar and do one of the following: Right click on the Contact Group Create click on Last Edited:

26 Double click the Contact Group to open, go to Contact Group tab Communicate group click Click on the Folder List icon on the Navigation Bar, drag and drop the Contact Group to Inbox on the Navigation Bar Last Edited:

27 Click on Mail icon on Navigation Panel and do the following: Select Home tab New group click New Click To button enter first couple letters of the Contact group name (start with _Contact group name) in the field Work with Business Cards By default, the view of Contact area is the Business Card View Last Edited:

28 Edit information field Double click in a Business Card to edit In the contact information form, double click on Business Card image In the Edit Business Card dialog box, do the following: Under Fields section, click on any of field name in the box to change the information such as name, phone, or address Under the Edit section, make any format to apply for the field edited Last Edited:

29 Add a new field Click on Add button Select a desired information field from the menu Reorder fields Select the information fields you want to re-arrange Use the up and down arrow button below the field name box under Fields section to rearrange Last Edited:

30 the order of the field on the Business Card Label the field in the Business Card Under Fields section, choose the fieldname to label on the Business Card Under Edit section, click the arrow next to No Label select a desired position to place the label Under the Label field, enter the label name Last Edited:

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32 Reset the display of fields to default Click Reset Card button Click OK to accept all the changes Click Save and Close to complete the edit a Business Card Go to Home tab New group click on New to compose a new In the new message window, enter the recipient s address and subject line Go to Message tab Include group click on Attach Item, point to Business Card and then click on Other Business Card Last Edited:

33 In the Insert Business Card dialog box, select the Business Card to in the box click OK to insert The Business Card is attached in Attached field as well as in the body of the If desired, click on the Business Card in the body of the and press DETELE key to remove it from the body of the without any effect on the Business Card attached in the Last Edited:

34 Save attached Business Cards Open the contained the Business Card attached Double click on the attached Business Card icon under the Subject line The contact information form is displayed Click Save & Close to save the new contact in the Outlook Contacts Last Edited:

35 Search for contacts Use Global Address List (Recommended) The Global Address List (GAL) also known as Microsoft Exchange Global Address Book directory service within the Microsoft Exchange system. The GAL contains information for all users, distribution groups, and Exchange resources in the organization Open the GAL Click on the Mail icon or Contact icon on the Navigation Bar Go to Home tab Find group click on Address book. In the Address Book dialog box, click the down arrow select Global Address List from the drop-down list Last Edited:

36 Find the contact in the GAL Click on Advance Find Enter the first name and last name in the First name and Last name field in Find dialog box click OK Double click on any contact in the list for more detail Last Edited:

37 Use Quick Search Bar Click on the Contacts icon on the Navigation Bar Click on the Quick Search Window and enter the criteria text to the blank to search First/ Last name Company Category Color Click the Close Search or the X button in the Quick Search Window to return to see all the contacts Last Edited: