Outlook Lesson 5 Managing Contacts

Outlook Lesson 5Managing Contacts

Microsoft Office 2010 Advanced

Cable / Morrison1

Outlook Lesson 5

Cable / Morrison Microsoft Office 2010 Advanced2

Objectives

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

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Outlook Lesson 5

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Objectives (continued)

Find contacts. Forward contact information. Communicate with contacts. Create a mail merge.

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Vocabulary

contact group distribution group electronic business card vCard

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Outlook Lesson 5

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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.

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Updating Contacts

Creating New Contacts An electronic business card is a file that

provides contact information in a business card format– Can be used to create a new 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.

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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.

7Suggested Contacts folder contents

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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.

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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

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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.

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Organizing Contacts (continued)

Assigning Categories to Contacts You can assign categories to help you

identify and sort contacts.

11Contacts arranged by category

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Organizing Contacts (continued)

Finding Contacts You can use the

search tools to quickly find contacts.

12Results for contacts containing keyword Elliott

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Forwarding Contacts

You can choose to forward contact information as a business card, a vCard file, or an Outlook Contact.

The vCard file format is a standard format used for sharing contact information on the Internet.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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