MS Outlook Address Book and Phone Directory Features

Transcription

1 MS Outlook Address Book and Phone Directory Features Information Technology has implemented a process to automatically update employee information in Microsoft Outlook; specifically in the Outlook Address Book and Departmental Lists. Information such as business, direct, and PTC cell phone numbers, job title, department, and building location is now being updated on a regular basis for employees who have PTC Network user IDs. Outlook Address Book Here s how to view employee related information in the Outlook Address Book: Click on Address Book in the Outlook Ribbon located at the top of the Outlook Home screen. The Outlook Address Book will open: o Scroll down to the individual needed; in my example I wanted information about Edith Bunker. As you can see below, the information displayed about Edith Bunker is: Title Business phone, this is her direct phone number. If the person does not have a direct number, this field will be blank. Location Department E mail Address Company Alias

2 To view additional information about Edith Bunker, simply highlight her record and press Enter or double click on her record and a pop up will appear that contains additional information about her. o There are five tabs, as highlighted below, available in this pop up: General, Organization, Phone/Notes, Member Of, and E mail Addresses. Any information that you are looking for will most likely be stored under the General and Phone/Notes tabs. The General tab is initially displayed when you open someone s record. The General tab contains all the information that was displayed on the main page of the Address Book and may contain some additional information. Selecting the Phone/Notes tab displays the following information: o Business Phone This is the person s direct phone number, if he/she has one. o Business 2 This is the person s business office extension. o Mobile This is the person s PTC Cell number, if he/she has one.

3 PTC Phone Directory (Outlook Public Folder) A copy of the Outlook Address Book will also be available in the Outlook public folder called PTC Phone Directory. The PTC Phone Directory folder also contains a number of static phone numbers for various Maintenance and Interchange facilities. Here s how to access the PTC Phone Directory Outlook Public Folder: Click on the Outlook Folder List icon located at the bottom left side of your Outlook Home Page. Click on Public Folders Click on All Public Folders Select PTC Phone Directory Various Views of the information are available; the one shown below is the Phone view.

4 Distribution Lists Information Technology is also implementing a process to automatically update PTC organizational distribution lists. Various lists have been created, based on the PTC organizational structure, to address departments and physical locations, e.g. Operations Review, Human Resources, Fare Collection District 1, ERO, and Central Office Campus, and these lists will be updated when employee information, such as work location or department, is modified. The repository for the new lists can be found under the heading Department Lists. Please note that the old department lists which were located under the heading Departments will no longer be available, since these lists were not completely accurate. Here s how to use Departmental Distribution Lists when sending e mail: The new Department Lists can be seen below.

5 The process for sending an e mail to departmental distribution lists hasn t changed. You will simply: o Create an e mail. o Select To. o Select the distribution list from: The Global Address List main page. Or,

6 The Department Lists drop down. Updating Your Outlook Personal Contact List In order to maintain its accuracy, information in the Outlook Address Book will be updated nightly. You will have the option of updating, on a case by case basis, any individual who is listed in your Outlook personal contact list and the Address Book. This will apply only to contacts that have a PA turnpike e mail address listed. With this in mind, if you open a contact in your personal contact list and the individual s information has been updated in the Outlook Address Book you will be asked if you would like to update this information. Here s how to update a personal contact with updated information from the Outlook Address Book: Open your personal contact list. Select and open one of your personal contacts. If the Outlook Address Book has been updated since the last time you used this contact, you will receive the following prompt: You now have the option to View Updates, Cancel, or Save Updates: o If you click View Updates The updated detailed information will be displayed on the contact screen. o After viewing the information you will have the option of: Saving the updated information to your personal contact list. Closing without saving the updated information to your personal list.

7 If you chose to save the updated information to your personal contact list you will receive the following prompt: If you choose Update Automatically, all of your personal contacts that have PA turnpike e mail addresses will be updated. If you choose Ask Before Updating, you will be prompted to update each contact individually. Accessing Address Book Information From a Smart Phone To access the Address Book/Phone Directory from a PTC smart phone: From an HTC Device: Click on People Click Search button Type an individual s name or part of their name Hit Search Company Directory Hit name of person to display their information From a Blackberry: Go into Contacts Select Search Type an individual s name or part of their name Go to Menu Select Lookup

8 PTC Intranet Phone Directory The PTC Intranet Phone Directory is a manually updated phone listing that can be accessed from the PTC Intranet home page. Please note that the Staff Listing will no longer be listed in the Intranet Phone Directory, since it does not contain accurate, up to date information. A link to the Outlook PTC Phone Directory will be added to the PTC Intranet Phone Directory web page, to provide an accurate listing of staff contact information. PTC PHONE DIRECTORY