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In Outlook 2007 Power Shortcuts, author David Diskin shares an assortment of time-saving tips and tricks to maximize efficiency and productivity in Outlook 2007. The course covers tips for organizing and sending email, working with tasks, scheduling appointments, and maintaining contact lists. Also included are tutorials on email etiquette, Outlook customization, and much more. A quick reference guide to shortcut keys accompanies the course.
A frustrating trait of Outlook is that it sometimes selects the wrong person from the wrong Address Book. In a networked environment Outlook will check the Global Address list first when looking up a name. The Global Address list is your organization's internal user listing. But if you're more apt to e-mail people outside the organization, you might consider changing the default to your personal address book instead. Let me show you how. To make this simple change, we need to pull up the Outlook Address Book. While looking at our Inbox we can either click this button or use the shortcut key Ctrl+Shift+B. From the Address Book window, let's choose Tools and then Options.
The settings in this window determine which lists Outlook searches first. When I jump to an Address Book, either by clicking on the To button while composing an e-mail, or by clicking the Address Book button, this is the list that appears first. I can set this to my personal address book instead. Likewise, when I type in someone's name this is the order that the lists are searched. If I'd like Outlook to search my personal list first, I'll choose Contacts and move it up in the list. These two little settings can save you a lot of time switching between Address Books, but they are only useful if most of your contacts are outside the organization.
Want more tips about addressing your e-mails, check out the video, "3 Ways to Use your Address Book." But for now, let's move on to tip number 6.
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