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In Outlook for Mac 2011 Essential Training, author Alicia Katz Pollock provides a comprehensive overview of the full-featured email, calendar, and scheduling application from Microsoft. The course covers the key fundamentals of the program, including sending and receiving email, creating and managing contacts, and scheduling tasks and appointments. It also covers Outlook 2011 organizational features such as the Media Browser, Conversation view, My Day, the Scrapbook, and more.
Now that you have put all your contacts into Outlook, there will be times when you want to share them with others. Outlook has a few tools to make that easy. If you want to share a contact with someone, you can send them what's called a vCard. A vCard is the standard file format for electronic business cards and it's accepted by most email programs. To turn a contact into a vCard, simply right-click on it and choose Forward as vCard. A new email will open with the contact's name in the subject line and a VCF or Virtual Card will appear in the attachment box.
Send the message as normal. You can also send multiple vCards at once and you can click on the first one, hold the Shift key, and click the last one to send a series or you can click on one and hold your Command key to choose just the ones that you want. After you have selected multiple cards, right-click on one of the blue ones, and select Forward as vCard, just as before. This time when the email opens, all the cards will be attached to the message.
You can also drag contacts from your list right onto the email message. When you drop it, another vCard will be added to the message as an attachment. I'll go ahead and send this message as well. Now let's go check our mail. When you receive an email that has a vCard attached to it, simply double-click on the attachment, click the Save and Close button, and that card will be added to your contact list.
Now, if you want to transfer your entire contacts list to another computer, application, spreadsheet, or database, you can also export the entire thing at once and save it as a text file. This universal file format can be viewed or imported by almost any program. To create a text file, go to the Tools Ribbon and choose the Export button. An Export dialog box will open. Click on the dot before the top choice, Contacts to a list, and tab-delimited text format. Then go down to the lower right-hand corner and click on the arrow to go to the second step.
A Save window will open. Navigate to the place where you would like to save the file. If you'd like to change the name up here at the top, you can, but I am going to leave at the default name, Contacts Export. When you've got the name and the location set, click Save. A blue bar will allow you to watch the progress as the file exports, and when it's complete click Done. Let's go look at my Desktop. I am going to minimize this window. Now you have a text file that you can import into another context program or import into a spreadsheet like Excel or a database.
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