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

Outlook Lesson 5 Cable / MorrisonMicrosoft Office 2010 Advanced Objectives Create new contacts. Edit existing contacts. Create a contact group. Assign categories to contacts. 222

Outlook Lesson 5 Cable / MorrisonMicrosoft Office 2010 Advanced Objectives (continued) Find contacts. Forward contact information. Communicate with contacts. Create a mail merge. 333

Outlook Lesson 5 Cable / MorrisonMicrosoft Office 2010 Advanced Vocabulary contact group distribution group electronic business card vCard 444

Outlook Lesson 5 Cable / MorrisonMicrosoft Office 2010 Advanced 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. 5

Outlook Lesson 5 Cable / MorrisonMicrosoft Office 2010 Advanced 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 message to someone who is not in your Outlook Contacts list, Outlook automatically stores the information in the Suggested Contacts folder. 6

Outlook Lesson 5 Cable / MorrisonMicrosoft Office 2010 Advanced 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. 7 Suggested Contacts folder contents

Outlook Lesson 5 Cable / MorrisonMicrosoft Office 2010 Advanced 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. 8

Outlook Lesson 5 Cable / MorrisonMicrosoft Office 2010 Advanced 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 address to the contact information 9

Outlook Lesson 5 Cable / MorrisonMicrosoft Office 2010 Advanced 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. 10

Outlook Lesson 5 Cable / MorrisonMicrosoft Office 2010 Advanced Organizing Contacts (continued) Assigning Categories to Contacts You can assign categories to help you identify and sort contacts. 11 Contacts arranged by category

Outlook Lesson 5 Cable / MorrisonMicrosoft Office 2010 Advanced Organizing Contacts (continued) Finding Contacts You can use the search tools to quickly find contacts. 12 Results for contacts containing keyword Elliott

Outlook Lesson 5 Cable / MorrisonMicrosoft Office 2010 Advanced 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. 13

Outlook Lesson 5 Cable / MorrisonMicrosoft Office 2010 Advanced Communicating with Contacts Initiating Communication With the Contact window open, a single click will open: – A new 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. 14

Outlook Lesson 5 Cable / MorrisonMicrosoft Office 2010 Advanced 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 message. 15

Outlook Lesson 5 Cable / MorrisonMicrosoft Office 2010 Advanced 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. 16

Outlook Lesson 5 Cable / MorrisonMicrosoft Office 2010 Advanced 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. 17

Outlook Lesson 5 Cable / MorrisonMicrosoft Office 2010 Advanced 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. 18

Outlook Lesson 5 Cable / MorrisonMicrosoft Office 2010 Advanced 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 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. 19

Outlook Lesson 5 Cable / MorrisonMicrosoft Office 2010 Advanced 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 . 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. 20

Outlook Lesson 5 Cable / MorrisonMicrosoft Office 2010 Advanced Summary (continued) Shortcuts in the Contact window enable you to quickly set up meetings, make phone calls to contacts, and send s. Contact data can be merged into form letters, mailing labels, envelopes, or catalogs, and you can set up the mail merge process in Outlook. 21