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Up and Running with Office 365
Illustration by Neil Webb

Adding and importing contacts


From:

Up and Running with Office 365

with David Rivers

Video: Adding and importing contacts

Anyone who uses any kind of email application knows how important contacts can be. With contacts, you don't have to remember email addresses. Their information is stored in an address book, easily accessible. You can send emails out to multiple contacts, groups, and so on. So here on Outlook web app, there are a few different ways to add contacts. The first method is to simply retrieve information from an existing email. If you have an email in your inbox, or any other folder for that matter, just select it, go over to the right where you'll see, potentially, a photo, as well as some additional information.

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Up and Running with Office 365
2h 11m Appropriate for all May 16, 2013

Viewers: in countries Watching now:

Get started using Office 365, the Microsoft hosted collaboration and productivity suite that allows businesses and teams to email, collaborate on documents, and share calendars. Author David Rivers tours the subscription service, showing how to administer user accounts; share and collaborate with a team site; and manage mail, contacts, and calendars with the Outlook web app. The course also explains how to connect with colleagues using the instant messaging and social media features.

Topics include:
  • What is Office 365?
  • Choosing the right plan
  • Defining and adding users
  • Uploading files to the cloud with SkyDrive
  • Viewing and editing your website
  • Sending and receiving email
  • Importing contacts into Outlook Web App (OWA)
  • Managing tasks
  • Creating documents on a team site
  • Adding web parts to a page
  • Sending instant messages
  • Setting up newsfeeds
Subjects:
Business Computer Skills (Mac) Computer Skills (Windows) Email Spreadsheets Word Processing
Software:
Office 365
Author:
David Rivers

Adding and importing contacts

Anyone who uses any kind of email application knows how important contacts can be. With contacts, you don't have to remember email addresses. Their information is stored in an address book, easily accessible. You can send emails out to multiple contacts, groups, and so on. So here on Outlook web app, there are a few different ways to add contacts. The first method is to simply retrieve information from an existing email. If you have an email in your inbox, or any other folder for that matter, just select it, go over to the right where you'll see, potentially, a photo, as well as some additional information.

As soon as you hover over that, you'll notice a card starting to appear, and from here we can email that person, we could schedule a meeting with that person, or-- move this off to the far right-- we can click the double- arrows to toggle the card size. When we see the full details, we also get this in the top right-hand corner: the word ADD, and here's where we go to add to our Outlook or Lync contacts. So give it a click and click Add to Contacts, and you'll notice a separate window opens up here, where we can add additional information.

We can type in our first name. We could use a middle name or skip it. We could add phone information if we have it. Just click the plus sign to choose a business, home, mobile or other phone number. Also instant messaging information, notes, work information, addresses, all of this can be piled into one contact. Once you have the information you need, you just click Save and your contact is saved. Now, if you go down to the left-hand side in the Navigation pane where you're used to accessing contact information, you'll notice there's nothing there.

Here in the Outlook Web App, we need to go up to People. When we click People at the top, we switch over to our contacts where we'll see any contacts we've already added, including the one we just added. Of course, the beauty is, when we go to send an email we don't have to remember this person's email address; we just type in may be their first name or if we know both, their first and last name. Very simple. We can also add new contacts from scratch by going up to new in the People section. You can create a single contact or a distribution list, which would be called a group.

This allows you to take multiple contacts and put them into a single name, so you can send email messages to that one address and everyone will get the email message that's in the group. I'm going to click Create contact and you'll notice it's the same fields, but in this case, we don't already have an email address and a display name; we have to had those as well. Let's click DISCARD, because there is another way. And if you already have contacts in another email application--maybe it's Outlook for example on a computer--you can export those to a CSV, comma-separated values.

You can do it from Microsoft Excel for example. So long as it's in the CSV format you can import it here in the Office Outlook Web App. So let's do that. Over here to the right-hand side, notice we can edit existing contacts. We can do other things by choosing the More actions icon here, like delete a contact or if we want to, just go up a little higher to the settings, give it click, and choose Import contacts.

Now from here you'll notice some information indicating there's two steps involved. The first step is to export your contacts. There is that CSV format. Once you've exported, you're ready to import, and all you need to do is browse for the file, wherever you stored it. If you have the Exercise Files you'll find MyContacts in that folder. Give it a click, click Open, and the path appears in the field. You're ready to import; all you need to do is click Next. Clicking Next will import your contacts. You can see them starting to show up in the background.

I only had five in there, just so we could go through the process. When we click finish, you'll notice them all listed here alphabetically. Now, not only can we access their information, edit their information if we wanted to, but we can also of course go back to Outlook, the web app, and start sending messages to these people without knowing their email addresses. When we create new mail, we have a To field, and we can just start typing. If I type in Karen, you'll notice Karen Leslie starts to show up. What about Dave? Oh, there he is. David Rivers.

I can also click Search Contacts & Directory to see a full list. There's the guy I want right there, and select. And of course, if you created a group, you can type in the group name; you just have to type in that one name and everyone in the group will receive your email message. I'm going to discard this, and that's a quick look at contacts in the Outlook Web App.

Find answers to the most frequently asked questions about Up and Running with Office 365.


Expand all | Collapse all
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Q: Where did the Save button go? How do I update the files I’m editing?
A: All files are now automatically updated/saved on the fly while editing, so there’s no need to save manually. Hence the absence of the Save button.
Q: How do I rename my Excel workbook or PowerPoint presentation?
A: Click the name of the file in the title bar and edit it there.
Q: I can’t see my headers and footers.  How do I edit them in Word?
A: Go to the Insert tab, and click Header & Footer.  Any existing data will appear and can be edited.
Q: Where is Track Changes in the web apps?
A:  That functionality is not yet available.  You can open your file in the desktop app to use that feature and then continue to work on it in the web app without losing the Track Changes information.
 
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