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Learn how to leverage the power of Microsoft Outlook to stay on top of all your important connections. In this course, author Jess Stratton introduces you to navigating your email messages, calendar, and contacts in Outlook 2013. The course begins with a tour of the interface and shows how to connect to a wide variety of mail, social media, and cloud computing accounts, including IMAP and POP accounts, Facebook, LinkedIn, and even RSS feeds. Jess also shows how to quickly create, send, and read email and reduce your inbox clutter; organize, group, and share contacts; and stay on schedule with calendars and tasks.
A nice feature of Outlook is the ability to share contact data. This makes it much easier than to risk misinformation when having to retype data manually, especially if you're dictating over the phone. So there's a couple of things we can share. The first thing we can do is we can share an entire folder. Up here is my regular Contacts folder and I can share that by going to the HOME ribbon tab, choosing Share Contacts, and then addressing the email, which is a sharing invitation to the person that I want to share my contacts with.
So the first thing it's gong to do is it's going to send and email invitation for her, which I can send and its going to verify that I really want to share my contacts folder with Akee. It's telling me what the permissions level is and that Akee will only be able to read my contacts, she can't make any changes to them. I'm sure that so I'm going to click Yes. Now I can also share this folder. Remember when we created a separate Personal Contacts folder a few chapters back? If I highlight this folder and choose share Contacts, you'll notice in the Subject line that its a completely different sharing invitation.
So this is to ensure that every contacts folder you create has its own sharing options. Now I can actually share a folder but keep the contact details of somebody private and I can do that by selecting a contact in a folder and going up to the ribbon and choosing Private. I can toggle it on or off. This marks the item as private, so that other people can't see the details of this contact. I could've done this as a different means of creating a separate folder for my personal contacts.
I can open up somebody else's shared contacts and I'll find out pretty quickly whether or not I have permission to do so. If I click Open Shared Contacts from the ribbon, I can either type in the name or click Name and choose from my company directory of somebody whose contacts I want to open. I highlight their name and click OK. If I click OK again it's either going to open up the contacts or let me know that I currently don't have permission to view their contacts. It's going to ask me if I want to ask Akee if I can share her contacts, so I can see them.
I'm going to say Yes. This is me requesting permission to view her contacts. If I hit Send, Akee is going to get that request in her inbox and can answer it directly. Something else I can do is share just an individual contact. I'm going to take Laverne and come up here to Forward Contact on the ribbon. Now there's two options. I can forward it As a Business Card which will send it with a file attachment that other mail programs can read or As an Outlook Contact if I know the other user uses Outlook.
If I select As a Business card, it's going to pop open an email, it's going to give me her business card here, but it's also going to send an attachment. This is so the other person can import it into their program. I can send it just like any other email. Lastly, I can send in an entire group to somebody if they're using Outlook. I can highlight a group in the address book, go up to Forward Contact and this time As a Business Card isn't even an option. I can only choose As an Outlook Contact.
I can choose somebody in my company directory and it's attaching the entire group. If I hit Send, Akee will be able to import this directly into her contact list. So those are some neat ways to share your contact data with other people.
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