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Outlook Web App (OWA) 2010 Essential Training
Illustration by Richard Downs

Creating a contact


From:

Outlook Web App (OWA) 2010 Essential Training

with Gini Courter

Video: Creating a contact

When I want to send an email to someone, there are really two possibilities they're inside my organization or they're outside; they are external to my organization. And there are actually two different lists that are maintained. The list of folks who are internal to my organization are kept in something called the global address list or global address book. And this is managed by my Exchange administrator. It'll provide whatever kind of information is required to have someone in here. So it might be that we include just their name and their email address. But it might also be that there is a lot more information in here that we have information about who their manager is from active directory that we're tracking their phone extension and their mobile phone and their physical location on campus.
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  1. 3m 24s
    1. Welcome
      1m 2s
    2. What OWA is and isn't
      2m 22s
  2. 15m 23s
    1. Logging in to OWA
      3m 21s
    2. Exploring the OWA interface
      5m 16s
    3. Exploring the light client interface
      4m 15s
    4. Comparing OWA light to the standard OWA interface
      2m 31s
  3. 15m 11s
    1. Composing a message
      5m 1s
    2. Checking spelling and setting message options
      5m 11s
    3. Attaching a file
      3m 8s
    4. Sending a message
      1m 51s
  4. 30m 45s
    1. Viewing messages
      6m 54s
    2. Printing messages
      4m 0s
    3. Downloading attachments
      5m 1s
    4. Replying and forwarding
      7m 43s
    5. Deleting and managing deleted items
      4m 0s
    6. Ignoring a conversation
      3m 7s
  5. 11m 54s
    1. Understanding tags
      3m 1s
    2. Creating and applying categories
      3m 52s
    3. Flagging items
      5m 1s
  6. 24m 59s
    1. Checking your mailbox size
      4m 5s
    2. Creating an inbox folder
      2m 29s
    3. Selecting and moving messages
      3m 31s
    4. Adding folders to favorites
      4m 28s
    5. Applying a filter
      5m 24s
    6. Searching for messages
      5m 2s
  7. 20m 17s
    1. Creating an email signature
      3m 59s
    2. Setting automatic replies
      8m 23s
    3. Changing your password
      2m 4s
    4. Creating inbox rules
      4m 50s
    5. Understanding notes
      1m 1s
  8. 21m 11s
    1. Viewing and printing calendars
      7m 4s
    2. Creating an appointment
      6m 4s
    3. Modifying and cancelling an appointment
      1m 57s
    4. Working with repeating appointments
      6m 6s
  9. 23m 24s
    1. Creating a meeting
      3m 22s
    2. Responding to a meeting invitation
      6m 0s
    3. Viewing responses
      2m 23s
    4. Updating a meeting
      8m 0s
    5. Creating repeating meetings
      3m 39s
  10. 8m 29s
    1. Sharing a calendar
      3m 19s
    2. Opening calendars belonging to others
      2m 25s
    3. Changing calendar sharing permissions
      2m 45s
  11. 17m 3s
    1. Creating a contact
      4m 16s
    2. Creating a group
      3m 24s
    3. Searching for a person
      3m 17s
    4. Importing or forwarding a contact or group
      4m 28s
    5. Creating a contact from an email
      1m 38s
  12. 14m 2s
    1. Creating a task
      4m 15s
    2. Viewing tasks and flagged items
      4m 2s
    3. Updating a task
      2m 41s
    4. Using repeating tasks
      3m 4s
  13. 1m 36s
    1. Next steps
      1m 36s

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Outlook Web App (OWA) 2010 Essential Training
3h 27m Beginner Apr 09, 2013

Viewers: in countries Watching now:

Learn how to access your Microsoft Exchange account online using Outlook Web App (OWA). In this course, author Gini Courter takes you on a tour of OWA, and shows how to send, receive, and manage your email on the web. Learn the ins and outs of tagging and organizing your email and discover how to create appointments, request meetings, and view multiple calendars. Plus, find out how to add, group, and search for contacts and use the task feature to manage your to-do list effectively.

Topics include:
  • Logging in to OWA
  • Composing a message
  • Attaching files
  • Replying and forwarding
  • Flagging items
  • Creating an email signature
  • Creating appointments and repeating appointments
  • Sharing a calendar
  • Creating tasks
Subjects:
Business Productivity Email
Software:
Office Outlook
Author:
Gini Courter

Creating a contact

When I want to send an email to someone, there are really two possibilities they're inside my organization or they're outside; they are external to my organization. And there are actually two different lists that are maintained. The list of folks who are internal to my organization are kept in something called the global address list or global address book. And this is managed by my Exchange administrator. It'll provide whatever kind of information is required to have someone in here. So it might be that we include just their name and their email address. But it might also be that there is a lot more information in here that we have information about who their manager is from active directory that we're tracking their phone extension and their mobile phone and their physical location on campus.

So might get lots of information out of the global address list. In our global address list we basically have names and email address; and in some you'll find that this are organized for a larger organization by building people are in or what department. But this is the organization, everybody who is on our exchange server. But what about people who aren't, or what about if I want more information about somebody like Olivia. I need to have more information about here then simply basic information about her email address and information that I can get by looking at her calendar.

I would actually like to know how I get a hold when she was not in the office. I want to keep track of information like what her kids names are, what kind of dog she has; the kind of things that we used to build relationships in an organization. So I want to track Olivia not just here in the global address list like the organization knows her, but I want to set up contact for here. And I actually did that it has some information about her home number and her mobile number. Let me show you how you can create contacts here in OWA.

First, simply click on the Contacts folder and then choose New. This opens up a form that has one long part, but it actually has sections: a profile, information on how I would contact this person, all their phone numbers and email addresses, physical addresses, and then finally other details and a place to put notes like kids and dogs names and so on. So I'm going to go enter some information about another person who's external to our organization. Richard is the purchasing manager and he works in strategic sourcing at one of our suppliers, which is Kineteco. I have no idea who his manager and assistant are; it doesn't matter to me.

And I have his business phone and I have a mobile phone, I don't have a home phone. And later on if I have information on his assistant's phones or other things, I can add other phones here as well. Then I have a space for three emails just as I doing many of the contact management systems. And I can choose how I want to display this. Now this means display in various places including in the top of an email form.

So I might choose to display this as Richard Grayson rather than as the email. I can fill out information on his instant messaging address on a web page, all of the information that we would keep in an address book, physical addresses and so on, but I've provided enough right now, I'm simply going to Save and Close this. Here we are; and these are in alphabetical order. So when I want to create a new contact they will simply be A on top that's the default order. If I want to change it and do something different I can, as I can when I'm viewing for example the inbox.

When I want to look at details for one person I simply select them and I can see their information over here. Notice that I can't really edit it over here. I can select, but I can't edit. If I want to edit I need to double-click and open the form and go back and edit here. So this is how I will create a new contact to be able to communicate with them and easily find their contact information when I'm using OWA.

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