Easy-to-follow video tutorials help you learn software, creative, and business skills.Become a member

Three ways to use your Address Book

From: Outlook 2007 Power Shortcuts

Video: Three ways to use your Address Book

There's a lot more to addressing a recipient than just clicking the big To button. I'll cover how to address an email using your address books in three different ways with a few little tricks. So yes, if you click the To button, your address book appears. If you start to type someone's name Outlook will automatically jump to whatever you typed. There are also some simple but limited search capabilities within this window. Note that if you want to select multiple recipients, you can Ctrl+Click on their names and then click either to Cc or Bcc.

Three ways to use your Address Book

There's a lot more to addressing a recipient than just clicking the big To button. I'll cover how to address an email using your address books in three different ways with a few little tricks. So yes, if you click the To button, your address book appears. If you start to type someone's name Outlook will automatically jump to whatever you typed. There are also some simple but limited search capabilities within this window. Note that if you want to select multiple recipients, you can Ctrl+Click on their names and then click either to Cc or Bcc.

You've probably already noticed that if you start to type someone's name as a recipient, Outlook will auto complete that for you. You can use Tab to finish the auto complete. This is great but it's also misunderstood. The names do not come from your address book but rather a list of people you've emailed in the past. You can't edit the list directly without a third-party tool, but you can delete someone off the list. Just partially type their name, use your arrow keys to select the one you want to remove and then press Delete.

That person is removed from the list and they won't appear unless you email them again. When you're in a large organization, you can put the global address book to work for you. If you type the name or partial name of anyone in any address book, Outlook will attempt to match it for you. Here I'll type Alma. Notice the auto complete didn't pick anybody up, but if I continue on and write the subject, it automatically found Alma in my address book. It looks at your default list first and then the rest of the books. If more than one person from the same list matches your entry, you may need to specify who you're referring to.

Notice the red squiggle underneath Maria's name. I can right-click on Maria and choose which Maria or Marian I've intended. This method is usually a little faster than clicking the To button, but you should always double check to see just who Outlook found as a match. Next, we'll talk about addressing groups of people and some big shortcuts we have to save time selecting groups of recipients.

Show transcript

This video is part of

Image for Outlook 2007 Power Shortcuts
Outlook 2007 Power Shortcuts

67 video lessons · 7711 viewers

David Diskin
Author

 
Expand all | Collapse all
  1. 1m 9s
    1. Welcome
      1m 9s
  2. 18m 5s
    1. Finding a contact in seconds
      50s
    2. Viewing Outlook in multiple windows
      56s
    3. Sending a text (SMS) message from Outlook
      1m 6s
    4. Viewing the schedule for an entire group
      1m 56s
    5. Setting your default Address Book
      1m 28s
    6. Color-coding important messages
      2m 4s
    7. Sending business cards via email
      1m 5s
    8. Using Quick Parts to avoid retyping
      2m 37s
    9. Adding hyperlinks to an email
      2m 54s
    10. Conducting a vote via email
      3m 9s
  3. 24m 31s
    1. Working with folders and subfolders
      2m 43s
    2. David's Rule of Email Organization
      2m 15s
    3. Staying organized with shortcut keys
      1m 48s
    4. Three ways to change how your Inbox displays
      2m 32s
    5. Deleting old messages
      2m 2s
    6. Three automatic rules for incoming messages
      4m 28s
    7. Creating a rule that replies with a message
      2m 0s
    8. Four ways to deal with junk email
      3m 0s
    9. Two ways to find an email
      1m 56s
    10. Repeating searches with Search Folders
      1m 47s
  4. 26m 4s
    1. Seven shortcut keys for sending emails
      1m 35s
    2. Three ways to use your Address Book
      2m 3s
    3. Three ways to send email to lists or groups of people
      2m 30s
    4. Five ways to use the Bcc field
      3m 22s
    5. Five ways to use formatting effectively
      2m 13s
    6. Three ways to spice up the occasional email
      2m 9s
    7. Four faster ways to attach a file to an email
      2m 1s
    8. Skipping attachments altogether
      1m 39s
    9. Sharing your Calendar via email
      1m 47s
    10. Marking an email for follow-up
      1m 6s
    11. Setting up multiple signatures
      2m 15s
    12. Two unusual ways to use the Drafts folder
      2m 6s
    13. Holding an email in your Outbox
      1m 18s
  5. 8m 16s
    1. Five ways to create a task
      2m 54s
    2. Three ways to view your tasks
      1m 8s
    3. Three ways to change task due dates
      1m 13s
    4. Four ways to customize your Tasks folder
      1m 57s
    5. Setting task reminders (alarms)
      1m 4s
  6. 14m 42s
    1. Four ways to reschedule an appointment
      1m 51s
    2. Four ways to track appointment details
      2m 9s
    3. Creating recurring appointments
      1m 33s
    4. Two ways to clone an appointment
      1m 20s
    5. Working with time zones
      1m 59s
    6. Setting the time zone of an appointment
      1m 39s
    7. Changing the time scale
      45s
    8. Finding an appointment quickly
      58s
    9. Using the Calendar with shortcut keys
      2m 28s
  7. 11m 10s
    1. Adding a photo to a contact
      55s
    2. Tracking birthdays and anniversaries
      1m 3s
    3. Getting directions to a contact's address
      59s
    4. Three ways to customize your Contacts list
      1m 40s
    5. Adding a field to your Contacts list
      1m 12s
    6. Filtering your Contacts list
      1m 16s
    7. Merging your contacts into Microsoft Word
      2m 0s
    8. Customizing a business card's appearance
      2m 5s
  8. 16m 2s
    1. Using Outlook Today
      1m 8s
    2. Navigating through Outlook with the keyboard
      1m 3s
    3. Organizing by category
      2m 51s
    4. Setting an out-of-office message
      2m 14s
    5. Working offline
      1m 58s
    6. Ten email netiquette tips
      4m 4s
    7. Six tips for supervisors and managers
      2m 44s
  9. 3m 58s
    1. Customizing the Navigation pane
      57s
    2. Customizing other panes
      1m 45s
    3. Customizing the Quick Access Toolbar
      1m 16s
  10. 54s
    1. Additional resources
      54s

Start learning today

Get unlimited access to all courses for just $25/month.

Become a member
Sometimes @lynda teaches me how to use a program and sometimes Lynda.com changes my life forever. @JosefShutter
@lynda lynda.com is an absolute life saver when it comes to learning todays software. Definitely recommend it! #higherlearning @Michael_Caraway
@lynda The best thing online! Your database of courses is great! To the mark and very helpful. Thanks! @ru22more
Got to create something yesterday I never thought I could do. #thanks @lynda @Ngventurella
I really do love @lynda as a learning platform. Never stop learning and developing, it’s probably our greatest gift as a species! @soundslikedavid
@lynda just subscribed to lynda.com all I can say its brilliant join now trust me @ButchSamurai
@lynda is an awesome resource. The membership is priceless if you take advantage of it. @diabetic_techie
One of the best decision I made this year. Buy a 1yr subscription to @lynda @cybercaptive
guys lynda.com (@lynda) is the best. So far I’ve learned Java, principles of OO programming, and now learning about MS project @lucasmitchell
Signed back up to @lynda dot com. I’ve missed it!! Proper geeking out right now! #timetolearn #geek @JayGodbold
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ .

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Join now Already a member? Log in

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Outlook 2007 Power Shortcuts.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member ?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferences from the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.