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In Outlook 2010 Power Shortcuts, author David Diskin shares an assortment of time-saving tips and tricks to maximize efficiency and productivity in Outlook 2010. 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.
Occasionally, we will want to change the way we're viewing our contacts. Let me show you a few things that Outlook lets us easily change. While looking at our contacts, I can click on the View tab and pull down the Change View menu. This provides me with five preset views to my contact list. Business Card view is most common and Card view is one that previous users of Outlook might be more familiar with. Category, Phone, and List views offer spreadsheet-like displays of our contacts with a variety of columns.
Note that while you're in either Card view, you can jump straight to a contact by typing an initial letter on your keyboard or by using your mouse. While viewing in the spreadsheet-like format, we can customize the display further. To adjust the sort order of the display, simply click on the heading of the column you wish to sort by. A second click on the same column will reverse the sort.
You should know that contacts can be grouped into categories that you've created. Select a contact, and from the Home tab, pull down the Categories menu. There are a variety of ways to organize your contacts using categories, but the most popular method is by their relationship to you. For example, Vendor, Personal, Client, Media, Catering, et cetera. Chapter 7 discusses this feature in more detail. Once you have assigned categories to your contacts, you can use the Category view to display them according to their assigned categories.
And now you can customize your contacts list in any way you see fit. My favorite, the Categories view, by far. Nearly every contact I have is assigned a category, and this makes it very easy to find them. My next two videos explain two more ways to customize your contact list: by adding additional fields and by using filters.
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