Outlook Lesson 5 Managing Contacts

1. Outlook Lesson 5Managing Contacts Microsoft Office 2010 Advanced Cable / Morrison

2. Objectives • Create new contacts. • Edit existing contacts. • Create a contact group. • Assign categories to contacts. 2 2

3. Objectives (continued) • Find contacts. • Forward contact information. • Communicate with contacts. • Create a mail merge. 3 3

4. Vocabulary • contact group • distribution group • electronic business card • vCard 4 4

5. Introduction • Outlook offers several features so you can keep your contacts up to date and organized. • You can share your contact information with others. • You can use Outlook features to initiate communication with your contacts.

6. Updating Contacts • Creating New Contacts • An electronic business cardis a file that provides contact information in a business card format • Can be used to create anew contact • When you send an e-mail message to someone who is not in your Outlook Contacts list, Outlook automatically stores the e-mail information in the Suggested Contacts folder.

7. Updating Contacts (continued) • Creating New Contacts (continued) • If you have contact information stored on another computer or device, you can use the Import and Export command. Suggested Contacts folder contents

8. Updating Contacts (continued) • Editing Existing Contacts • The Contact window includes fields for personal information about the contact. • You can add a photo of the contact person or a company logo to the contact information.

9. Updating Contacts (continued) • Managing Duplicate Contacts • By default, a prompt will appear to alert you about a possible duplicate contact. • You can: • Replace or update the existing contact, or • Add a second e-mail address to the contact information

10. Organizing Contacts (continued) • Creating a Contact Group • A contact group is a grouping of contacts collected under one name. • Often referred to as a distribution group • A message sent to a contact group goes to all members of the group. • Contact groups can be used in messages, task requests, and meeting requests.

11. Organizing Contacts (continued) • Assigning Categories to Contacts • You can assign categories to help you identify and sort contacts. Contacts arranged by category

12. Organizing Contacts (continued) • Finding Contacts • You can use the search tools to quickly find contacts. Results for contacts containing keyword Elliott

13. Forwarding Contacts • You can choose to forward contact information as a business card, a vCard file, or an Outlook Contact. • The vCardfile format is a standard format used for sharing contact information on the Internet.

14. Communicating with Contacts • Initiating Communication • With the Contact window open, a single click will open: • A new e-mail message window • A new meeting invitation window • If your computer has a connection to a phone line, you can click a button and let the computer dial the phone number and create the connection for you.

15. Communicating with Contacts (continued) • Creating Mail Merges • You can use your Contacts list to prepare form letters, mailing labels, envelopes, or catalogs. • You can merge the data to a new document, to a printer, or to an e-mail message.

16. Communicating with Contacts (continued) • Deleting Contacts and Categories • When you remove a member from a group, the contact still remains in your Contacts folder and your Address Book. • When you remove a group, all the contacts remain intact. • To remove a contact or a group, you must delete the item from your Contacts folder.

17. Summary In this lesson, you learned: • Outlook features several shortcuts for creating new contacts. You can quickly create multiple contacts for the same company without re-entering the company information for each contact.

18. Summary (continued) • The Contact window includes numerous fields for recording the contact’s information. Personal information such as spouse’s names and dates for special occasions are also available.

19. Summary (continued) • Organizing contacts in groups can make it more convenient for you to access them. Groups also allow you to add multiple names to the To box of an e-mail message with a single click. • Another way to organize contacts is to assign categories, which you can then use to arrange or search for contacts.

20. Summary (continued) • Outlook includes several advanced features you can use to help you quickly locate contacts. • You can also share contact information by forwarding it to others via e-mail. You can send the information as an Outlook Contact, or you can save the information in a standard format so the recipient can use it in other applications.

21. Summary (continued) • Shortcuts in the Contact window enable you to quickly set up meetings, make phone calls to contacts, and send e-mails. • Contact data can be merged into form letters, mailing labels, envelopes, or catalogs, and you can set up the mail merge process in Outlook.