Microsoft Outlook 2010 Chapter 3 Managing Contacts and Personal Contact Information with Outlook

Create a new contact Create a contact from an message Modify a contact Manipulate attachments to contacts Display your contacts in different views Find contacts using complete or partial information Objectives Managing Contacts and Personal Contact Information with Outlook2

Find contacts from any Outlook folder Create a contact group Modify a contact group Add and remove names in a contact group Preview a contact list Print a contact list Managing Contacts and Personal Contact Information with Outlook3 Objectives

Managing Contacts and Personal Contact Information with Outlook4 Project – Contact List with Groups

Determine whom you want to have as contacts Determine the information you want to store for a contact Determine how you would like to view your contacts Determine what groups you may need Determine the best method for distributing a contact list Managing Contacts and Personal Contact Information with Outlook5 General Project Guidelines

Click the New Contact button (Home tab | New group) to display the Untitled – Contact window Type the desired contact information in the respective text boxes Click the Save & Close button (Contact tab | Actions group) to save the contact and close the Contact window Managing Contacts and Personal Contact Information with Outlook6 Creating a New Contact

Managing Contacts and Personal Contact Information with Outlook7 Creating a New Contact

Click the message header from the message from which you want to create a contact to preview the message in the Reading Pane Right-click the address to display a shortcut menu Click Add to Outlook Contacts to display the Contact window Click the Save & Close button (Contact tab | Actions group) to save the contact and close the Contact window Managing Contacts and Personal Contact Information with Outlook8 Creating a Contact from an Message

Managing Contacts and Personal Contact Information with Outlook9 Creating a Contact from an Message

Click the contact from which you want to create the new contact Click the New Items button (Home tab | New group) to display the New Items menu Click Contact from the Same Company to display a new Contact window with selected information from the previously selected contact Type the desired new contact information, and then click the Save & Close button (Contact tab | Actions group) to save the contact and close the Contact window Managing Contacts and Personal Contact Information with Outlook10 Creating a Contact from an Existing Contact

Managing Contacts and Personal Contact Information with Outlook11 Creating a Contact from an Existing Contact

Double-click the contact to edit Edit the desired information in the Contact window Click the Save & Close button (Contact tab | Actions group) to save the contact and close the Contact window Managing Contacts and Personal Contact Information with Outlook12 Editing a Contact

Managing Contacts and Personal Contact Information with Outlook13 Editing a Contact

Double-click the contact to which you wish to add an attachment Click Insert on the Ribbon to display the Insert tab Click the Attach File button (Insert tab | Include group) to display the Insert File dialog box Navigate to the location of the file you wish to attach, and then click to select the file Click the Insert button to attach the document to the contact Click the Save & Close button (Contact tab | Actions group) to save the contact and close the Contact window Managing Contacts and Personal Contact Information with Outlook14 Adding an Attachment to a Contact

Managing Contacts and Personal Contact Information with Outlook15 Adding an Attachment to a Contact

Double-click the contact for which you want to change an attachment Click the attachment to select it Click Insert on the Ribbon to display the Insert tab Click the Attach File button (Insert tab | Include group) to display the Insert File dialog box Navigate to the location of the new file, and then click the file to select it Click the Insert button to change the attachment for the contact Click the Save & Close button (Contact tab | Actions group) to save the contact and close the Contact window Managing Contacts and Personal Contact Information with Outlook16 Changing an Attachment to a Contact

Managing Contacts and Personal Contact Information with Outlook17 Changing an Attachment to a Contact

Double-click the contact containing the attachment to remove Click the attachment to select it Press the DELETE key to remove the attachment Click the Save & Close button (Contact tab | Actions group) to save the contact and close the Contact window Managing Contacts and Personal Contact Information with Outlook18 Removing an Attachment to a Contact

Managing Contacts and Personal Contact Information with Outlook19 Removing an Attachment to a Contact

Click the More button (Home tab | Current View group), and then click the desired view Managing Contacts and Personal Contact Information with Outlook20 Changing the Current View

Click the Reverse Sort button (View tab | Arrangement group) to display the contact list in reverse alphabetical order Click the Reverse Sort button (View tab | Arrangement group) to display the contact list in the original order Managing Contacts and Personal Contact Information with Outlook21 Sorting Contacts

Managing Contacts and Personal Contact Information with Outlook22 Sorting Contacts

Click the Search Contacts text box to display the Search Tools Search tab Type the desired search text in the Search Contacts text box to search for all contacts containing the search text Click the Close Search button in the Search Contacts text box to close the search and return to the Contact folder Managing Contacts and Personal Contact Information with Outlook23 Finding a Contact by Searching for an Address

Managing Contacts and Personal Contact Information with Outlook24 Finding a Contact by Searching for an Address

Click the Search Contacts text box to display the Search Tools Search tab Click the More button (Search Tools Search tab | Refine group) to display a list of common properties for refining a search Click the property by which you wish to search Type the desired search text Double-click the desired search result to open it Managing Contacts and Personal Contact Information with Outlook25 Refining a Search

Managing Contacts and Personal Contact Information with Outlook26 Refining a Search

Click the Mail button in the Navigation Pane to display your mailbox Type the search text for the contact in the Find a Contact search box (Home tab | Find group) to search for contacts containing the search text Press ENTER to display the Choose Contact dialog box Select the desired contact, and then click the OK button to display the contact record Managing Contacts and Personal Contact Information with Outlook27 Finding a Contact from any Outlook Folder

Managing Contacts and Personal Contact Information with Outlook28 Finding a Contact from any Outlook Folder

Click the New Contact Group button (Home tab | New group) to display the Untitled – Contact Group window Type the desired name for the group in the Name text box Click the New Contact Group button (Home tab | New group) to display the Untitled – Contact Group window Click From Outlook Contacts to display the Select Members dialog box Managing Contacts and Personal Contact Information with Outlook29 Creating a Contact Group from Existing Contacts

Click the first contact to add, press and hold the CTRL key, and then click the remaining contacts to add Release the CTRL key Click the Members button to move the information to the Members text box Click the OK button to add the contacts to the group Click the Save & Close button (Contact Group tab | Actions group) to save the contact group and close the window Managing Contacts and Personal Contact Information with Outlook30 Creating a Contact Group from Existing Contacts

Managing Contacts and Personal Contact Information with Outlook31 Creating a Contact Group from Existing Contacts

Click the Mail button in the Navigation Pane to display your mailbox Click the message header for the message you wish to add to a new contact group In the Reading Pane, right-click the address to display a shortcut menu Click Copy to copy the name and address Click the New Items button (Home tab | New group) to display the New Items menu Click More Items to display the More Items submenu Managing Contacts and Personal Contact Information with Outlook32 Creating a Contact Group from an Existing Message

Click Contact Group to display the Untitled – Contact Group window Type the desired contact group name in the Name text box Click the Add Members button (Contact Group tab | Add Members group) to display the Add Members menu Click From Outlook Contacts to display the Select Members dialog box Managing Contacts and Personal Contact Information with Outlook33 Creating a Contact Group from an Existing Message

Right-click the Members text box to display a shortcut menu Click Paste to paste the copied name and address Click the OK button to add the contact to the group Click the Save & Close button (Contact Group tab | Actions group) to save the contact and close the window Managing Contacts and Personal Contact Information with Outlook34 Creating a Contact Group from an Existing Message

Managing Contacts and Personal Contact Information with Outlook35 Creating a Contact Group from an Existing Message

Double-click the contact group to which you want to add a name Click the Add Members button (Contact Group tab | Add Members group) to display the Add Members menu Click From Outlook Contacts to display the Select Members dialog box Click the name of the contact you wish to add Click the Members button to add the contact to the Members text box Click the OK button to add the contact to the contact group Click the Save & Close button (Contact Group tab | Actions group) to save the contact and close the Contact Group window Managing Contacts and Personal Contact Information with Outlook36 Adding a Name to a Contact Group

Managing Contacts and Personal Contact Information with Outlook37 Adding a Name to a Contact Group

Double-click the contact group containing the name you wish to remove Click the member you wish to remove Click the Remove Member button (Contact Group tab | Members group) to remove the member from the contact group Click the Save & Close button (Contact Group tab | Actions group) to save the changes to the contact group and close the window Managing Contacts and Personal Contact Information with Outlook38 Removing a Name in a Contact Group

Managing Contacts and Personal Contact Information with Outlook39 Removing a Name in a Contact Group

Managing Contacts and Personal Contact Information with Outlook40 Printing Your Contacts

Click the contacts you wish to preview Click File on the Ribbon to open the Backstage view Click the Print tab in the Backstage view to display the Print gallery Click the desired print style Managing Contacts and Personal Contact Information with Outlook41 Previewing a Contact List

Click the Print Options button to display the Print dialog box Click the ‘Only selected items’ option button to preview only the selected contacts Click the Preview button to close the dialog box and preview only the selected contacts Managing Contacts and Personal Contact Information with Outlook42 Previewing a Contact List

Managing Contacts and Personal Contact Information with Outlook43 Previewing a Contact List

Click the Print button to print the selected contacts Managing Contacts and Personal Contact Information with Outlook44 Printing the Contact List

Create a new contact Create a contact from an message Modify a contact Manipulate attachments to contacts Display your contacts in different views Find contacts using complete or partial information Chapter Summary Managing Contacts and Personal Contact Information with Outlook45

Find contacts from any Outlook folder Create a contact group Modify a contact group Add and remove names in a contact group Preview a contact list Print a contact list Managing Contacts and Personal Contact Information with Outlook46 Chapter Summary

Chapter 3 Complete Microsoft Outlook 2010