Maintain Contact Information

 

Create Contacts

		New Contact Standard Toolbar		Actions ► New contact		Ctrl + Shift + C		Ctrl + N

Contacts enable you to track important data about people with whom you communicate. In Contacts, you can record multiple addresses, telephone numbers, and e-mail addresses, as well as insert photographs, birthdays, anniversaries, and family information. You can then create high-quality printed directories and use the data to merge with Word files to create labels and form letters. To create a contact, click the New Contact button, or click Actions ► New Contact.

1. Enter the person’s full name. If Outlook cannot parse the name into first- and last-name fields, the Check Full Name dialog box opens for you to enter the name into the appropriate fields.

2. Pick a format in the File As field to choose how to file the name in Contacts. You can pick Last Name, First Name; First Name, Last Name; Company Name; Last Name, First Name (Company Name); or Company Name (Last Name, First Name).

3. Select the phone number types you want to enter, and enter the corresponding numbers. Though you can display only four numbers, you can enter as many as there are types available.

4. Enter up to three addresses in the Addresses group. Display the address that is the default mailing address and click the This Is The Mailing Address checkbox. This address is the one that is used for mail merge.

5. Enter up to three e-mail addresses. In the Display As text box, enter what you’d like to appear when you use the address in e-mail messages. Enter the Web page address and Instant Message address.

6. To enter a photo of the contact, click the Add Contact Picture button.

7. To associate the contact with another contact, click the Contacts button. Click Yes, then select the contact(s) from the Select Contacts dialog box. Use this feature to link family members, referral sources, or other relationships.

8. To organize contacts, click the Categories button and assign the contact to the appropriate categories.

9. Enter additional data about the contact on the Details tab. If you enter a birthday or anniversary, it is automatically added to your calendar as an annual event.

Add Contacts from the Same Company

To create a new contact from the same company, open an existing contact and choose Actions ► New Contact From Same Company. The new contact retains the existing contact’s company name, business phone number, and business address.

Create Contacts from an E-Mail Message

When you receive an e-mail from someone who is not in your contacts folder, right-click the e-mail address in the message and choose Add To Outlook Contacts from the shortcut menu.

Create a vCard

You can forward a contact as a vCard so it can be opened by various contact management programs besides Outlook. Select the contact and click Actions ► Forward as vCard. Outlook attaches the vCard to an e-mail message.

Display a Map of an Address

To show a map to a contact’s address, open the contact, then click the Display Map of Address button to launch the maps and directions website http://mappoint.msn.com. If MapPoint can’t find a specific address, it shows a map of the general area.

Review Activities Related to a Contact

The Activities tab of a Contact form automatically searches your Outlook mailbox for all activities related to a contact. Just click the tab to start the search. Outlook displays a list of all the e-mail messages (including sent items), appointments, tasks, contacts, journal entries, and notes related to the contact.

 

Print a Directory

Outlook can print a phone directory of your contacts or even a complete booklet containing all contact information. Add and remove the fields you want in the directory (see Customize Views, in the View Outlook Data section), then click File ► Page Setup.

• Card Style: Prints address cards on a standard 8.5" x 11" page.

• Small Booklet or Medium Booklet Style: Creates a directory.

• Memo Style: Prints each contact in memo form.

• Phone Directory Style: Prints names and phone numbers.

Medium Booklet makes a half-page, folded booklet with automatic pagination. To create a Medium Booklet from Contacts:

1. Add/remove the fields you want to include in the directory.

2. To include only some of the contacts in the directory, select the contacts you want (hold down Ctrl to select non-consecutive contacts).

3. Click File ► Page Setup ► Medium Booklet Style.

4. Click Print Preview to see how the booklet will print. Click Yes if you receive a message regarding double-sided printing. Click Page Setup to return to the Page Setup dialog box.

5. On the Format tab, set options for Sections, Number of Columns, Blank Forms At End, Contact Index At Side, and Headings for Each Letter. Select fonts to use for the Headings and Body. Clear the Print Using Gray Shadings text box if you don’t want gray shadings for the File As Name and Index.

6. On the Paper tab, select 1/2 sheet booklet Page Size.

7. On the Header/Footer tab, click the left, center, and right text boxes to add text you want to display on every page. Click the toolbar buttons to insert placeholders for page number, total pages, date printed, time printed, and user name.

   

8. Click Print Preview again to see the finished product. If you are ready to print, click Print.

9. If you are printing only certain contacts, click Only Selected Items from Print Range.

10. Click OK to send the booklet to the printer. If you like, use Publisher or Word to make a landscape cover for the booklet.