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Outlook 2007 is the latest full-featured emailing and contact management software from the Microsoft Office suite. Instructor Sean Conrad explains each of Outlook 2007's components and new features in detail, from the basics of the main interface to the more advanced elements of the application. Sean covers the Office button and the Quick Access toolbar as well as the ins and outs of reading and writing email. He delves into using the advanced filtering features to prioritize incoming mail and avoid unwanted spam or files. Sean also explains how to integrate Outlook's Calendar and Notes features for increased productivity.
To create a new contact, click on the New button in the toolbar. Or, you can right-click in a blank area of Contact window and choose New Contact. Or you can double-click in a blank area to bring up a new contact card. Let's begin by filling in the person's name. Notice that to the left of the name there's a button called Full Name. Clicking on that will make sure that Outlook has correctly sorted which is the first and last name, and so on.
If it is unclear or incomplete, Outlook might bring this window automatically. Usually, it sorts it out just fine. Also, notice File as. So we've put in John Smith's information here, but you can choose how Outlook is going to file this contact card. The default is of course, last name first and what's really important here is that you're consistent with how you file your contacts, so you'll know how to search for them and find them in the list. Lets enter some other information. Notice I typed in Jsmith@smithcon as the email address, and it automatically filled in the Display as.
So you can choose how it's good to be displayed. I'm leaving it as John Smith in brackets with the e-mail address. Next, you can put in a webpage address, an Instant Messaging addresses, if necessary or desired. Beside the e-mail address, there is a drop down. And this will allow you to choose from three different e-mail fields, so maybe John has more than one e-mail. We've just put in E-Mail 1 in here, let's put in E-Mail 2 as well. So I've put in his E-mail Address 1, his business e-mail address, and another one in E-mail Address 2.
And you can switch between them. We also have a place to put in phone numbers, and again you can put more than one number in each of these fields by hitting the drop down arrow next to each field. However we do have four to work with here, so that's plenty for my purposes right now. We can put in an address. Now I did not put in a a complete address, and Outlook didn't recognize this as a complete address, so it pops up the Check Address window to make sure that I've done correctly.
Now in my case, I just didn't do it completely. So I can move some things around here and set up correctly. This is helpful to make sure Outlook recognizes the address correctly.
And again there's a drop-down list here, so you can put in multiple addresses. We can put in business address, a home address and another address. If you've got more than one address, you may want to check off this box to indicate which one is the mailing address. The first address that you type in will be set as the mailing address by default. There's also some other things we can add here. There's a place for notes. And also a picture. So if you have a picture of John you want to add to the contact information, simply click on the button here, and you can choose a picture.
Notice we've also built what looks like a business card. We'll take a look at editing that further a little bit later on. In the Ribbon, there's some other actions we can do, and we'll take a further look at those a little bit later, but for now, I'm ready to Save & Close. And if we click on the "S" to find the Smiths, here we can see the contact information for John Smith that we just entered.
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