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Searching for contacts

From: Outlook 2010 Essential Training

Video: Searching for contacts

Hunting down contact information using a traditional address book could be very time consuming. First, you have to locate the address book, and then you have to remember if it listed the contact alphabetically by first your last name, or if you listed it by company name. Outlook takes the pain out of finding contact information by providing you with multiple ways to find your contact information. We are going to start by going to the Contact section of Outlook, which we get to by clicking the Contacts icon in the Navigation bar. Once there, we have our Quick Search window, and this will help to find our contacts in numerous ways.

Searching for contacts

Hunting down contact information using a traditional address book could be very time consuming. First, you have to locate the address book, and then you have to remember if it listed the contact alphabetically by first your last name, or if you listed it by company name. Outlook takes the pain out of finding contact information by providing you with multiple ways to find your contact information. We are going to start by going to the Contact section of Outlook, which we get to by clicking the Contacts icon in the Navigation bar. Once there, we have our Quick Search window, and this will help to find our contacts in numerous ways.

We are going to start off with an easy search. We are going to look for someone whose last name happens to be Reed. So, I type in "Reed" and quite quickly, Outlook is able to come up with two contacts who's last name is both Reed. At this point I can open up the appropriate contact, get the information. When I am finished with this query and want to return to see in all my contacts, I simply click the Close Search or the X box, and I am returned to seeing all of my contacts. Now, let's look at this again in slow motion.

This time I am going to look for someone whose first name is Terry, and watch what happens when I type. As I type each subsequent letter, you notice that my query becomes more and more exact. So, as I type in the additional letters, I'm still seeing a number of contacts. But as I hit that final letter, Terry. Now, I am seeing two Terrys: one whose first name is Terry and one whose last name is Terry. Now, of course I can also search by company name.

In this case, I want to search for a company by the name of Tiny. I can start off by typing in Tiny, and you notice I've got couple of Tinys: Tiny Moo and TinyLake. So, if I type in, again, one more letter, I am now limited just to the TinyLake employees. Again, if I look at the bottom left- hand corner of my screen, I notice that I have four matches. When I am finished, I can hit the X and return to all my contacts. Finally, you might want to search by other options; for example, I might want to find all my contacts that I have labeled as Read, or Important contacts.

So, once again, I am going to click in the Quick Search Box. This time you notice that I have a few options up here to refine my search and one of them is Categorized. So, I am going to click on Categorized and choose the Read Category. Once again, my contacts have been limited to just those contacts who have been categorized as Read. In this case, you see there is 18 of them. If I want to further hone down my search, I can add multiple criteria; for example, I might want to find all my Read contacts who also have phone numbers, so this time I am going to click the Phone Number box and select Business Phone.

I see that I have eight contacts, who are important to me, that I also have phone numbers for. Any contacts with database is only half the fun. The other half comes from being able to find them again. Outlook makes sure that none of your contacts will be lost in the crowd.

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This video is part of

Image for Outlook 2010 Essential Training
Outlook 2010 Essential Training

45 video lessons · 41110 viewers

Karen Fredricks
Author

 
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  1. 1m 14s
    1. Introduction
      1m 14s
  2. 9m 46s
    1. The Outlook interface
      2m 46s
    2. Starting Outlook
      2m 35s
    3. Setting up IMAP/Exchange accounts
      2m 0s
    4. Setting up POP accounts
      2m 25s
  3. 33m 47s
    1. Introducing contacts
      2m 14s
    2. Adding contacts
      6m 7s
    3. Working with business cards
      4m 42s
    4. Viewing contacts
      5m 31s
    5. Searching for contacts
      3m 13s
    6. Creating contact folders
      6m 33s
    7. Creating contact groups
      5m 27s
  4. 21m 24s
    1. Introducing email
      2m 1s
    2. Finding the inbox
      3m 18s
    3. Reading email
      3m 12s
    4. Flagging and categorizing messages
      5m 9s
    5. Organizing messages with folders
      3m 7s
    6. Searching for messages
      4m 37s
  5. 23m 56s
    1. Creating new messages
      4m 48s
    2. Formatting a message
      4m 0s
    3. Replying and forwarding
      2m 54s
    4. Adding attachments
      2m 50s
    5. Working with signatures
      4m 1s
    6. Working with autocorrect and quick parts
      5m 23s
  6. 12m 23s
    1. Setting up protection levels
      5m 34s
    2. Sending spam to the trash pile
      2m 25s
    3. Recovering messages from the spam folder
      4m 24s
  7. 22m 51s
    1. Introducing Calendar
      3m 26s
    2. Creating appointments
      4m 49s
    3. Creating meetings
      4m 7s
    4. Creating and working with multiple calendars
      4m 22s
    5. Setting events and holidays
      6m 7s
  8. 36m 35s
    1. Deleting items from Outlook
      3m 52s
    2. Configuring options
      4m 25s
    3. Using the Conversation view
      3m 34s
    4. Quick Steps
      5m 57s
    5. Setting rules to handle incoming email
      4m 47s
    6. Using drag and drop
      3m 26s
    7. Cleaning up your inbox automatically
      5m 48s
    8. Managing Outlook data
      4m 46s
  9. 12m 52s
    1. Outlook Social Connector
      3m 7s
    2. Subscribing to blogs
      2m 50s
    3. Creating notes
      2m 33s
    4. Creating and organizing tasks
      4m 22s
  10. 28s
    1. Goodbye
      28s

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