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Viewing contacts

From: Outlook for Mac 2011 Essential Training

Video: Viewing contacts

If you have ever kept a day planner, a little black address book, you know how hard it is to keep current. People move, get new phones, change their email address. You spend a lot of time erasing faded pencil entries, or crossing out and rewriting, squeezing the new info wherever it can fit, and so losing your alphabetical order completely. Outlook's contacts will put an end to all that. By storing the information on your computer, you can update with ease and print out fresh address books anytime. In addition, the contacts list is fully is integrated with your email and calendar as well.

Viewing contacts

If you have ever kept a day planner, a little black address book, you know how hard it is to keep current. People move, get new phones, change their email address. You spend a lot of time erasing faded pencil entries, or crossing out and rewriting, squeezing the new info wherever it can fit, and so losing your alphabetical order completely. Outlook's contacts will put an end to all that. By storing the information on your computer, you can update with ease and print out fresh address books anytime. In addition, the contacts list is fully is integrated with your email and calendar as well.

So let's take a look at how your contacts work. To view your contacts, you can click on Contacts down here at the bottom of the Navigation pane, or go up to the View menu, highlight Go To, and come across to Contacts. You can also press Command+3. Outlook defaults with your contact in a list like this, with the person's information in a pane on the right. But you can change that in several places. On the Home Ribbon, on the far right, you can toggle between the Detail view and the List View with these two buttons. You can also change the view from the Organize Ribbon by choosing Reading Pane and Below. Or you can also go up to the View menu and choose Reading Pane from here.

Try having the information hidden. When the Reading pane is hidden, you can see all of your most needed contact information for everyone all at once in a big grid. To view your contact information again, click on this little dot down here at the bottom and drag up to where you want it. On the left side, click on the little triangles in the Navigation pane and it becomes a list of all your categories. We defined our categories in an earlier video when we setup Outlook, and we will talk about it again in the categories video later in the course. For now, know that once you have assigned your contacts to categories, you can turn on and off these checkmarks to filter which addresses you want to see at any one time.

Now let's go up to Outlook and then down to Preferences, and then click on the second button on the bottom to see the Contacts preferences. Here you can set your default address format. If you don't live in the United States, you can choose your country. You can have Outlook automatically format your phone numbers, so that all you have to do is type in the numbers and you have a lot of choices about how it looks. You can type in a default area code and then you just have to type in the last seven digits, without typing in the first three.

You can also sort your contacts by last name or by first name and if you would like, you can turn on email address verification, so that it will validate your email addresses before you send a message. I am going to go ahead and leave that off. I will close my preferences. Now that you have seen the views for your contacts, let's start filling in your address book.

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This video is part of

Image for Outlook for Mac 2011 Essential Training
Outlook for Mac 2011 Essential Training

68 video lessons · 10744 viewers

Alicia Katz Pollock
Author

 
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  1. 54s
    1. Welcome
      54s
  2. 26m 12s
    1. Introducing Outlook 2011
      2m 1s
    2. Setting up Exchange accounts
      3m 8s
    3. Setting up IMAP accounts
      2m 19s
    4. Setting up POP accounts manually
      3m 31s
    5. Importing email from other applications
      2m 49s
    6. Importing and exporting contacts
      3m 47s
    7. Exploring the user interface
      2m 30s
    8. Customizing the view
      3m 7s
    9. Creating categories
      3m 0s
  3. 13m 29s
    1. Exploring the Inbox
      1m 51s
    2. Checking for new mail
      3m 42s
    3. Reading email
      3m 0s
    4. Deleting email
      1m 15s
    5. Previewing and saving attachments
      1m 46s
    6. Printing emails
      1m 55s
  4. 27m 31s
    1. Creating a new message
      4m 10s
    2. Formatting messages
      5m 18s
    3. Adding attachments
      1m 43s
    4. Adding pictures with the Media Browser
      2m 22s
    5. Information Rights Management
      3m 15s
    6. Replying and forwarding
      3m 5s
    7. Working with signatures
      4m 11s
    8. Working with priorities
      1m 9s
    9. Setting up Out of Office auto-replies
      2m 18s
  5. 20m 46s
    1. Arranging your Inbox
      3m 40s
    2. Using the Conversation view
      2m 47s
    3. Organizing messages with folders
      3m 48s
    4. Creating message rules
      7m 23s
    5. The Mailing List Manager
      2m 12s
    6. Filtering messages
      56s
  6. 9m 1s
    1. Setting junk mail protection levels
      3m 41s
    2. Managing your Junk folder
      3m 17s
    3. Recognizing spam
      2m 3s
  7. 19m 9s
    1. Viewing contacts
      2m 42s
    2. Creating contacts
      6m 14s
    3. Creating contact groups
      2m 40s
    4. Sending email to your contacts
      1m 0s
    5. Printing your contact list
      1m 50s
    6. Syncing contacts
      1m 58s
    7. Working with vCards and exporting
      2m 45s
  8. 25m 42s
    1. Viewing the Calendar
      5m 25s
    2. Creating appointments
      7m 12s
    3. Creating recurring appointments
      3m 34s
    4. Creating meetings and inviting attendees
      5m 29s
    5. Adding holidays
      2m 23s
    6. Printing your calendar
      1m 39s
  9. 7m 8s
    1. Creating new tasks and completing them
      2m 28s
    2. Managing your tasks
      4m 40s
  10. 9m 28s
    1. Creating new notes
      4m 50s
    2. Managing your notes
      3m 44s
    3. Printing notes
      54s
  11. 20m 8s
    1. Using categories
      6m 14s
    2. Flagging items
      4m 15s
    3. Searching and smart folders
      4m 49s
    4. Using folders
      1m 36s
    5. Right-clicking
      3m 14s
  12. 37m 57s
    1. Delegating and sharing public folders
      5m 12s
    2. Syncing Exchange and IMAP
      1m 9s
    3. Setting preferences
      7m 1s
    4. Using AutoCorrect
      2m 9s
    5. Using My Day
      5m 16s
    6. Using the Scrapbook
      5m 38s
    7. Using the reference tools
      2m 58s
    8. Getting help
      2m 34s
    9. Backing up
      3m 6s
    10. Using the Database Utility
      2m 54s
  13. 32s
    1. Final thoughts
      32s

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