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It can be occasionally useful to filter our list of contacts. Here are three reasons when you might want to try this: One, to merge specific contacts into Microsoft Word for a form letter or labels; two, to print specific contacts onto paper; or three, for viewing specific contacts to speed up data entry. To filter the list that you see, right-click on the column headings and choose View Settings. Then click on Filter. Here you can build a list of requirements that items must satisfy to be displayed in your list.
For example, I only want to see those in the Distributors category. By specifying that as my filter and clicking OK twice, my entire list is filtered to show only my distributors. The advantage of the Filter feature is that it lets you specify much more complex filters. By returning to that same menu, I can add more criteria. I will click Advanced pull down field, add the City field and say Dallas.
Now, I'm only seeing distributors in Dallas. Just don't forget later to reset your filter. That's what the Clear All button is for. There you have it: six ways, altogether, to customize the display of your contacts. Next is a very useful trick: tying Microsoft Word into Outlook to do a mail merge. Ready for form letters and labels? Let's check it out.
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