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WindowsHandy shortcuts and file handling
OutlookContacts
Organize contacts (1)
• Folder group• New
Right click an existing folder group (e.g. ‘My Contacts’, next select ‘New Folder Group’
• Enter a name and press Enter
• Arrange• Drag and drop to desired place
• Delete• Right click an existing folder group, select
‘Delete Group’.• Note: existing items will be deleted
• (Ex. 1.1)
Organize contacts (2)• Contact folder
• New• Right click existing folder (e.g. ‘Contacts’), select
‘New Folder’ and enter a name• ‘Folder contains: Contact Items’• Select were to place the folder and press the OK
button• E.g. select your e-mail account (top folder) or select
an existing folder (sub folder)
• Arrange• Right click, select ‘Move Folder’, next follow the
‘New’ steps from above.
• Delete• Right click folder > ‘Delete Folder’
• (Ex. 1.2)
Create contacts• Select your desired contact folder
• New Contact• <CTRL + N>
• Ability to add multiple phones, e-mail addresses and normal addresses
• Show• General: primary information• Detail: secondary information• All fields: access other fields
• Communicate• Send e-mail• Create a meeting• Assign task• Start IM (e.g. Lync)• …
• (Ex. 2)
Edit & delete contacts
• Edit• Double click on contact in your contact view
• Change desired info• Save and close
• Delete• Select contact & press the <Delete> key• Right click contact > Delete• Home > Delete > Delete
View contacts (1)
• Select your contact folder
• Select view• Contacts > Home > Current View
• E.g. Business card, list, …
• Edit View• Right click current view > View Settings
• Show/hide columns• Grouping, sorting, filtering, …• Mark-up
• (Ex. 3)
View contacts (2)
• Manage views• Home > Current View > bottom right
arrow > Manage Views• Add or modify views• Apply current view to all contact folders
• Create new view• Type of view• Apply parameters
• E.g.• Which columns?• Mark-up• Group-by• Sort
Searching contacts
• Select your contact folder
• Enter your criteria in the quick search bar or use the shortcut <CTRL + E>
• Use more criteria or filters by using the Search Tools ribbon (see LnL – Outlook Miscellaneous)
Contact groups
• When?• Frequently communicate to same group
of people (internal and/or external contacts).
• Save time
• Similar to distribution lists
Create a Contact group
• Select your contact folder
• Home > New > New Contact Group
• Options• Add members• Remove member• Update now
• Update contact details if contacts are added from an address book (e.g. global adress book).
• (Ex. 4)
Sending messages to contacts• Contacts are a part of your address book
• Set-up a new mail• Mail > New E-mail > To…• Select a contact folder• Select a contact group or individual contacts
• In case a contact folder is not listed in address book
• Right click your contact folder• Select Properties > Outlook Address Book• Select the checkbox ‘Show this folder as an
e-mail Address Book’.
• (Ex. 5)
Export & import contacts• This is not the same as contact sharing
• (see LnL – Outlook - Share info with your colleagues)
• Export• File > Options > Advanced > Export
• Export to a file > Comma Separated Values• Select Contact folder
• Contacts groups and members are only exported when ‘Outlook Data File’ is selected
• Import• File > Open > Import
• Multiple import options• Commonly used: ‘Import from another program or file’ >
‘Comma Seperated Values’ (.CSV)
• (Ex. 6)
Q&A
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