Outlook Part 3: Managing Contacts

In this part of our Microsoft® Outlook 2007 series, we will explore the Contacts portion of the application. Depending upon how your Outlook application is laid out, you may find your Contacts option in the lower left-hand corner of your screen. Either click the Contacts tab or click Go from the main toolbar and select Contacts. Note: The keyboard shortcut for this option is Ctrl + 3.

Near the upper left-hand side of your screen, you will see the Contacts Navigation Pane. If it's not displayed, simply click the two tiny arrows to expand it. Or, if you're in the main toolbar, click View --> Navigation Pane --> Normal.

Using the Navigation Pane

From within the Navigation Pane, you can:

• Open shared contacts
• Share your contacts folder with others
• Add a new group
• Further customize your contacts view

Click the small arrows to the right of Current View to expand or collapse how you view your contacts. As you build your contacts file, you will better understand what these different views look like and which one is most useful for you. Personally, I prefer the Business Card view. This allows you to quickly glance over your contacts and see a snapshot of their information - similar to how you would view a paper business card. Other views available include: Address Cards, Detailed Address Cards, Phone List, By Category, By Company, By Location and Outlook Data File.

In addition, you can organize your contacts into groups. In the Navigation Pane, right-click on My Contacts and select either Rename Group, Remove Group or New Group. Another option is Arrange by Name.

Format the Navigation Pane

Near the bottom of the navigation bar, there is a blue bar with four tiny dots on the center of it. If you click and drag this bar vertically, you will notice that the buttons sending you to other Outlook areas either appear or disappear and turn into small icons.

Using Contacts

When viewing your contacts by Business Cards, you have many options by right-clicking on any contact:

• Send a contact via e-mail as a Business Card
• Send the full contact in Internet or Outlook format via e-mail
• Create a new e-mail, meeting, task or journal entry to the Contact upon which you right-click
• Call the contact from your PC
• Flag the contact and define when (i.e., today, tomorrow, etc.) to follow-up
• Add a custom reminder pertaining to the contact
• Delete the contact
• Create an MS OneNote regarding the contact

Categorize Contacts

One handy feature is arranging your contacts in meaningful color-coded groups. When you go to the toolbar and choose View, you can arrange your contacts by Current View --> By Category, and they will be grouped according to the color you assigned them.

Note: If your office is on a network, you can choose how you search through your contacts. For instance, if you click the "To:" button in a new e-mail message, you can choose addresses from the Global Network or just Contacts (your local machine).

Create a Distribution List

1. Go to the main toolbar and click File --> New --> Distribution List or Ctrl + Shift + L. The Untitled Distribution List box will appear.

2. In the Members section, click Select Members. Search for your contact by last name.

3. Click the Members button to add the member you choose.

4. Continue to search contacts by last name and click the Members button until your list is populated with the contacts you want to include.

5. Click OK.

6. Type a name for your distribution list in the Name: option.

7. You can also add category colors at this point or mark the distribution list as Private.

8. Click Save & Close.

Keyboard Shortcuts

If you need to go other Outlook areas, use these keyboard shortcuts:

• Mail: Ctrl + 1
• Calendar: Ctrl + 2
• Contacts: Ctrl + 3
• Tasks: Ctrl + 4
• Notes: Ctrl + 5
• Folder: List Ctrl + 6
• Shortcuts: Ctrl + 7
• Journal: Ctrl + 8

Explore Outlook Contacts to see how this useful tool can make your job a little easier!