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Adding contacts

From: Entourage 2008 for Mac Essential Training

Video: Adding contacts

Now, let's take a look at other ways to add contacts to our Entourage Address Book. The simplest way is to be in your Address Book and just click the New Button here. Just make sure you click the New Button, not the little arrow next to it or else you are going to open up a menu, but you can't choose contact from there and you can now see you can hit Command + N to create a new contact, as long as you are in the Address Book here. Alright, so clicking New opens this Create Contact window here and basically you can fill in as much or as little information as you have about this person. I am going to create a contact for a guy by the name of Philip Fry and let's say he is actually in my band that I put in, so he is in the band with Jolly Bricks, we'll call out the company, and we will give him a job title of keyboard player.

Adding contacts

Now, let's take a look at other ways to add contacts to our Entourage Address Book. The simplest way is to be in your Address Book and just click the New Button here. Just make sure you click the New Button, not the little arrow next to it or else you are going to open up a menu, but you can't choose contact from there and you can now see you can hit Command + N to create a new contact, as long as you are in the Address Book here. Alright, so clicking New opens this Create Contact window here and basically you can fill in as much or as little information as you have about this person. I am going to create a contact for a guy by the name of Philip Fry and let's say he is actually in my band that I put in, so he is in the band with Jolly Bricks, we'll call out the company, and we will give him a job title of keyboard player.

We can have a work Email here and say he works at Lynda.com during the day. So let's say Philfry@lynda.com and if you have any phone numbers, work or home, we can add that. Let's say he has a mobile number so I switch that and you can see we can choose some other different types of numbers here. So I want to say his mobile number which is where we get him, it's (805) 5555-309. Now we can add an address here and I will put in his home address, 123 Fake Street, let's say he is in Ventura, California 93003.

Now, that's usually the basic information that you have for most people and that often covers it, but you can enter a lot more information about each of your contacts, simply by clicking the More button here. That opens up this window here and you can see it's a card just for him, it's called Philip Fry, that takes you to the name and e-mail area. You can go to the summary to see the information that you have added so far, but I want to add more information here so right now we're in name and e-mail. So if I have a title for him or a suffix or a nickname that we call him by, we can put it in here. If we have any other additional e-mail addresses to add, that can be added here as well.

So if I came in here and I wanted to add another one, it will be Phil@jollybricks.com. Now, that's the address that I normally email him at. Notice that the work address is currently in bold that means it's the default e-mail address. But with home selected here, I can click and make default, and now that's the default address. So basically that means when I select his name in the Address Book and choose to create a new e-mail to him, that's the address that will appear by default in the To field. Now, if you use any instant messaging clients like AOL Instant Messenger or Yahoo Messenger, I can put that address in here as well.

I don't have that info now so I can leave that blank. We can go over to home and if I have anymore details about his address or if we have the web page, I can enter that there, and you can even create Custom Fields here for any details about his home address that might not fit here, like maybe I can create here Phil that's just called precisely in the back alley, something like that just so I know exactly how to get to him. And we can say this is a default address. So I go over to work, this is his work information so I can put in his work address, things like that.

I can make this the default address if I wanted to as well and again we have Custom Fields down here. We have a personal tab and this is where you can nurture your inner CIA agent and keep detail notes on every one of your contacts and enter all the important information that you can quickly scan over by talking to this person on the phone and pretending like you have all the stuff memorized. And this is kind of cool, you can put in a birthday here, like so. And if I tab away from there, notice that Entourage automatically calculates the age for me so I don't have to figure that out for myself. And by clicking on the astrology sign area, it will automatically put in the astrological symbol for that birth date, which is useful if you want to take advantage of people who believe in that nonsense.

Actually, I only call it nonsense because I am a Scorpio and Scorpios are skeptical people. Anyway, you can also add other important personal information here like anniversaries, spouses, I guess I should say spouse/singular unless you are from Utah, any interest they might have or you can even add the names of their children, like Buffy and Maldove. And if you have a photo of the person, you can even drag it right in here, you can just take the photo and drop the image right in there. And if that's not enough, you can go over to the other tab where you can enter any information that doesn't fit in the other categories, like in the notes area here I could say he is allergic to sunflower seeds but strangely not sunflowers.

And there is also space here for custom fields as well. Again you can just click one to give it a name and maybe this will be hobbies, his hobby is lock picking. And then we can do things like custom date. So if there is a date that isn't represented anywhere else, we can create a custom level for that like pro-hearing, and you can type in a date here or you can actually click this Menu and choose Insert Date and then you can browse to the menu and find the date of the pro-hearing.

Now, there is also a tab here for certificates and this is useful if you want to exchange encrypted e-mails back and forth with somebody, but they actually would have to send you an encryption certificate and you would have to send them one of yours as well. I am not going to get into that right at this moment, but this is where you'd enter that information so you can send encrypted messages back and forth. Now, one last thing you might want to do at this point is to categorize this person which can make it easier to find this person or a group this person happens to be in as your Address Book starts to increase in size. So you can come up here to categories and you can assign this to say, let's call this, friends.

I will close this and click Save, he has been added here and now you see he has been categorized with a color that's been designated for friends as you can see here as well. And right here, with one click, I am seeing all the information about this person that I have added here in Address Book. So if I were to call this person up, I can have this information in front of me and I could talk to him about his lock picking habit and how it got him into trouble and his pro-hearing, and I can ask him how these kids Buffy and Maldove are holding up. So that's just manually creating a contact from scratch. Now, you can also quickly add people who have emailed you through your Address Book.

If I go back to my inbox and say I've got this e-mail here from Jane Levinson, I can click on the little arrow next to her address here and choose at Address Book and it will automatically open up a card for her. And right now, the only information I have for her is her e-mail address, but it's a start, so I can come in here, first name Jane, last name Levinson and the other information that I might want to add, I will do it for now how to save. Saving a contact from an e-mail is not a huge time saver but it will just save you a few seconds and a couple of clicks to add the contact from an e-mail instead of completely from scratch.

If I go back to my Address Book here, you can see that she has been added. Now of course, if you ever need to update contact information, it's just a simple matter of double-clicking that person and then just filling out any necessary information. So that's how we add our contacts to our Address Book.

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This video is part of

Image for Entourage 2008 for Mac Essential Training
Entourage 2008 for Mac Essential Training

40 video lessons · 8285 viewers

Garrick Chow
Author

 
Expand all | Collapse all
  1. 1m 2s
    1. Welcome
      1m 2s
  2. 14m 53s
    1. The toolbar
      5m 22s
    2. The Favorites bar
      2m 14s
    3. The main window and the Quick Filter
      3m 58s
    4. Components overview
      3m 19s
  3. 24m 21s
    1. About identities and accounts
      2m 30s
    2. Creating a new account
      11m 13s
    3. Configuring POP and IMAP settings
      5m 32s
    4. Importing data from other mail applications
      3m 19s
    5. Making Entourage your default email application
      1m 47s
  4. 27m 57s
    1. Importing contacts from the Address Book
      3m 26s
    2. Adding contacts
      6m 49s
    3. Display and search options
      6m 53s
    4. Creating groups
      3m 1s
    5. Working with vCards
      3m 22s
    6. Exporting contacts
      4m 26s
  5. 24m 3s
    1. Viewing the Calendar
      6m 26s
    2. Adding events
      10m 59s
    3. Sending and receiving invitations
      6m 38s
  6. 33m 42s
    1. Working with notes
      5m 58s
    2. Creating tasks
      5m 9s
    3. Flagging an item as a to-do
      6m 20s
    4. Linking items
      5m 2s
    5. Using My Day
      11m 13s
  7. 28m 56s
    1. Creating a new message
      7m 17s
    2. Formatting text
      3m 33s
    3. Adding a signature
      4m 33s
    4. Adding attachments
      5m 19s
    5. Replying to email
      2m 44s
    6. Forwarding and redirecting email
      3m 0s
    7. Sending email
      2m 30s
  8. 25m 13s
    1. Checking for new mail
      3m 10s
    2. Receiving and saving attachments
      4m 42s
    3. Managing junk mail
      7m 58s
    4. Creating message folders
      5m 0s
    5. Creating message rules
      4m 23s
  9. 16m 31s
    1. Creating a new project
      4m 55s
    2. Adding items to the project
      8m 59s
    3. Backing up the project
      2m 37s
  10. 22s
    1. Goodbye
      22s

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