Microsoft Office Outlook 2013 Microsoft Office Outlook 2013 Courseware # 3252 Lesson 3: Working with People

Microsoft Office Outlook 2013 tag contacts import contacts from other sources share contacts create a contact group add and remove group members update member information create a new contact create several contacts from the same company update a contact save a contact in a different format edit and format contacts use or manage address books © CCI Learning Solutions Inc. 2 Lesson Objectives

Microsoft Office Outlook 2013 Working with Contacts © CCI Learning Solutions Inc. 3 IndexContacts ListsReading Pane

Microsoft Office Outlook 2013 Working with Contacts Default view shows contacts in simple alphabetical list with index Use to add another language for index characters To change view: – Click Home tab, in Current View group, click view; or – on View tab, in Current View group, click Change View © CCI Learning Solutions Inc. 4

Microsoft Office Outlook 2013 Working with Contacts Managing Address Books Main purpose to make it easier to manage addresses, change format, create groups of addresses, and to use different sources of addresses Can have more than one address book for different purposes depending on work environment © CCI Learning Solutions Inc. 5 Global Address Book Must be in networked environment with Microsoft Exchange account. Outlook Address Book Most common type of address book for stand-alone computers and networks not using Microsoft Exchange.

Microsoft Office Outlook 2013 Working with Contacts By default, stand-alone uses Contacts as main address book To switch address books, in new message, click To; in Select Names: Contacts window, click arrow for Address Book field, or type person’s name if unsure which address book included © CCI Learning Solutions Inc. 6

Microsoft Office Outlook 2013 Working with Contacts To add information from sender to Contacts list, select message and then right-click sender’s name in message Click Add to Outlook Contacts for quick entry into new contact window as available via message © CCI Learning Solutions Inc. 7

Microsoft Office Outlook 2013 Working with Contacts Importing Contacts Can add contacts by importing from other sources into Contacts element; only network administrator can change Global Address Book Can import or open Outlook Personal Folders file from another source to reuse Address Book Can import contact lists from other programs, or from delimited text files If use web-based mail program, can export individual or all contacts from address books to.csv (Comma Separated Values) file format and import file Import wizard makes importing contact files or individual contacts easier © CCI Learning Solutions Inc. 8

Microsoft Office Outlook 2013 Working with Contacts Creating a New Contact To create new contact: – On Home tab, in New group, click New Contact; or – on Home tab, in New group, click New Items and click Contact; or – press CTRL+N © CCI Learning Solutions Inc. 9

Microsoft Office Outlook 2013 Working with Contacts To change default settings used for name/filing options in File as field, click File, click Options, and make changes in Contact category – Dialog box may appear asking for location when you first enter a phone number Whenever field displays as button, choose to enter full information directly in text box to right of button, or click button to see specific fields for information – Can enter appropriate information into fields – Outlook provides option to assist should address be incomplete or unclear © CCI Learning Solutions Inc. 10

Microsoft Office Outlook 2013 Working with Contacts Arrow for button displays menu with list of other information you can enter for this category Generally only most common fields used to enter contact information; however, Outlook provides additional options to help identify or associate with contact Can apply tags to contact to track activities for contact To apply tag for contact, on Contact tab, and in Tags group, click appropriate tag to use © CCI Learning Solutions Inc. 11

Microsoft Office Outlook 2013 Working with Contacts To associate picture with contact: – Click picture in contact window, then navigate to location of picture, select it and click OK; or – on Contact tab, in Options group, click Picture and click Add Picture. Navigate to location of picture, select it and click OK To add further details, on Contact tab, in Show group, click Details © CCI Learning Solutions Inc. 12

Microsoft Office Outlook 2013 Working with Contacts To insert one contact, enter information, then on Contact tab, in Actions group, click Save & Close To insert multiple contacts, enter information for first contact and, on Contact tab, in Actions group, click Save & New – To enter another new contact, click Save & New; or – to enter another contact for same company, click Contact from the Same Company If in main Contacts screen, create new contact who works at same company as another contact; select contact and then on Home tab, in New group, click New Items and click Contact from the Same Company © CCI Learning Solutions Inc. 13

Microsoft Office Outlook 2013 Working with Contacts Editing or Updating a Contact To edit contact information: – in Reading Pane click Edit link to make quick changes; or © CCI Learning Solutions Inc. 14

Microsoft Office Outlook 2013 Working with Contacts – click Outlook (Contacts) link under View Source © CCI Learning Solutions Inc. 15

Microsoft Office Outlook 2013 Working with Contacts Use … to link contact to another contact, or add contact to Favorites area Add variety of items to contact record; open and view attachments by double-clicking placeholder symbol Can manually update contact’s information if receive message from someone about changes for contact, or may receive as attachment – To update automatically, contact information must be sent as business card or.vcf file format – Virtual Card Format allows Outlook to automatically save contact information in Contacts list, and should be used when forwarding contact information – Can forward contact directly to someone else at any time, even if contact information not updated – If receive information for contact in Global Address list, make changes to contact and then on Contact tab, in Update group, click Update © CCI Learning Solutions Inc. 16

Microsoft Office Outlook 2013 Working with Contacts Deleting a Contact If no longer need contact in Contacts folder, delete it To delete contact: – Click contact and press DELETE; or – press CTRL+D; or – right-click contact and click Delete © CCI Learning Solutions Inc. 17

Microsoft Office Outlook 2013 Working with Contact Groups Address list that contains information about group of people you may frequently send messages Usually created from addresses in Contacts, although can add mail recipients not in Contacts folder Creating a New Contact Group To create a contact group: – On Home tab, in New group, click New Contact Group; or – on Home tab, in New group, click New Items and click Contact Group; or – press CTRL+SHIFT+L © CCI Learning Solutions Inc. 18

Microsoft Office Outlook 2013 Working with Contact Groups When you create message, only name of group appears in address field – To see all group members, click name of group to expand it When you open message, all recipients listed in To field – All recipients can see who else is in list and can then add all addresses to own Contacts list – Use Bcc field members do not want addresses visible To add members for first time, click Add Members and choose where new member’s information currently stored © CCI Learning Solutions Inc. 19

Microsoft Office Outlook 2013 Working with Contact Groups To add member who exists in your Contacts list or address book into group, click Add New and click New Contact To add or change information for member, open contact group and then double-click member where you need to add or change information To remove member from group, open contact group and then: – On Contact Group tab, in Members group, click Add Member or Remove Member; or – select person in group and press DELETE © CCI Learning Solutions Inc. 20

Microsoft Office Outlook 2013 Working with Contact Groups To forward contact group to someone else, open group and then, on Contacts Group tab, in Actions group, click Forward Group – Use As a Business Card when you want to send group to people not using same network as you, or may not be using Outlook © CCI Learning Solutions Inc. 21

Microsoft Office Outlook 2013 Working with Contact Groups – Use As an Outlook Contact when you want to send group to people who use Outlook or who are using same network as you To delete contact group: – If contact group list open, on Contact Group tab, in Actions group, click Delete Group; or – in main contact view, select contact group in list and on Home tab, in Delete group, click Delete (or press DELETE) © CCI Learning Solutions Inc. 22

Microsoft Office Outlook 2013 Working with Contact Groups Adding Notes for the Contact Group To add notes for contact group, on Contact Group tab, in Show group, click Notes © CCI Learning Solutions Inc. 23

Microsoft Office Outlook 2013 Working with Contact Groups Using the Contact Group To send to members of contact group: – In Mail, create new message, click in appropriate address field and type contact group name, or click address field to select contact group name from Address Book; or – in Contacts, select contact group, on Home tab, in Communicate group, click ; or – with contact group open, on Contact Group tab, in Communicate group, click © CCI Learning Solutions Inc. 24

Microsoft Office Outlook 2013 Working with Contact Groups As with contacts, when contact group no longer needed, delete it to keep Contacts element current To delete contact group: – on Home tab, in Delete group, click Delete; or – press CTRL+D; or – right-click contact group and click Delete © CCI Learning Solutions Inc. 25

Microsoft Office Outlook 2013 Printing Contacts To print contact information, select contact, click File tab, and click Print © CCI Learning Solutions Inc. 26

Microsoft Office Outlook 2013 Printing Contacts Outlook displays preview of contacts using default style of cards, listed alphabetically Click style in list to preview if use different organizer Use middle panel to set up what to print and from which printer Click Print Options to set printer options, or choose to print attachments with contact © CCI Learning Solutions Inc. 27

Microsoft Office Outlook 2013 Printing Contacts Use panel to preview how message will print Use three buttons at lower right to change view – Position mouse cursor in preview to show magnifying glass that you can click to zoom in or zoom out of preview Use Settings to select print style for appointment or to customize styles One Page Actual SizeMultiple Pages © CCI Learning Solutions Inc. 28

Microsoft Office Outlook 2013 Lesson Summary create a new contact create several contacts from the same company update a contact save a contact in a different format edit and format contacts use or manage address books tag contacts import contacts from other sources share contacts create a contact group add and remove group members update member information © CCI Learning Solutions Inc. 29

Microsoft Office Outlook 2013 Review Questions 1.List two different views you can set to display your contacts. 2.Why might you already have contact groups listed in the Address Book? 3.Describe how to add several contacts from the same company. 4If someone sent you a.vcf card, what does this mean? 5.If you accidentally delete a contact from the Contacts module, how can you restore it? 6.How can you remove someone from a contact group? 7.How could you add notes for a contact group? 8.To print only a selected contact, which print style would you use? © CCI Learning Solutions Inc. 30