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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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