CONTACTS AND THE ADDRESS BOOK (Page 3)

Use AutoAddress to Enter Address Details

When you enter an address for a contact Outlook separates the street, city, county, country, and postal code into different fields. However, if you enter incomplete or unclear details AutoAddress will bring up the Check Address dialogue box with a best guess at what you have entered for you to check and complete before accepting the entry.

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  • Open the Check Name or Check Address boxes manually by clicking the Full Name… or Address… buttons

Tip: A similar tool checks any telephone or fax numbers to specify the international dialling/city area codes.

Add a Second Contact from the Same Organisation

Frequently you will have several contacts at the same address. To speed up data entry and accuracy, Outlook provides a fast and convenient way of adding a second or third contact.

To add a contact to an existing address

  • On the Contact Information Viewer window, select the contact at the address where you want to add the new name
  • From the Actions menu, select New Contact from Same Company

The Contact dialogue box is displayed with the original Full Name, Job Title, Home/Mobile numbers and E-mail details removed.

  • Enter the new contact details as necessary
  • Click the Save and Close button image16 CONTACTS AND THE ADDRESS BOOK
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Sort, Find and View Contacts

By default, contacts are displayed as Address Cards. The contacts are organised by the File as field, which defaults to the contact’s last name. Each address card shows the File As field plus address, telephone and email details.

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To find a contact

The quickest way to find a contact is to use the Letter tab located on the right of the Information Viewer window.

  • To move to a name click the letter corresponding to the first letter in surname you want to go to (SpeedKey: Press the appropriate letter)

The selector will move to the first contact in that alphabetic group.

OR

  • On the Standard toolbar, type a name into the Find a Contact box image18 CONTACTS AND THE ADDRESS BOOK
       (Page 3) and press Enter then in the dialogue box, select the contact and click OK

The contact item is opened.

To sort the contact list

  • From the View menu, select Current View then Customize Current View… then click the Sort… button in the dialogue box displayed

OR

  • Right-click a blank area of the folder and from the shortcut menu, select Sort…

The Sort dialogue box is displayed.

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This dialogue box allows you to sort the list by up to four fields.

  • In the Sort items by list box, select the field to sort the contact list by and pick either the Ascending or Descending option button
  • Optionally, enter further fields to sort in the Then by boxes
  • Click OK

To filter contacts

Filtering allows you to show all contacts with a common characteristic. For example, all contacts with 0207 telephone numbers or only those who live in London or only those who work for a particular company.

  • Right-click a blank area of the Contacts Viewer and from the shortcut menu, select Filter…

The Filter dialogue box is displayed.

  • Enter criteria in the appropriate fields then click OK

To remove a sort or filter

  • Open the Sort or Filter dialogue box then click Clear All and OK

Edit or Delete a Contact Item

To edit a contact card

  • In the Information Viewer, double-click the contact you want to edit

OR

  • Select the contact you want to edit then from the File menu, select Open and then Selected Items (SpeedKey: Ctrl + O)
  • Edit the contact as necessary then click the Save and Close button image20 CONTACTS AND THE ADDRESS BOOK
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To delete a contact

  • In the Information Viewer, select the contact you want to delete then on the Standard toolbar, click Delete image21 CONTACTS AND THE ADDRESS BOOK
       (Page 3) (SpeedKey: Ctrl + D)

Track Activities with Contacts

It is possible to view the history of communication between yourself and your contacts.

Outlook links items created using contact details (email, assigned tasks and so on) to the contact’s address card. You can view a history of these items from the card.

To view activities linked to a contact

  • Open the contact form and click the Activities tab

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  • Optionally, select a particular type of item from the Show: box

Tip: Each item has a Contact box, allowing you to link the item to one or more contacts. For email items, you need to click the Options button image23 CONTACTS AND THE ADDRESS BOOK
       (Page 3) to edit the Contacts box.