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In Outlook 2010 Essential Training, author Karen Fredricks provides in-depth instruction on the key features of Outlook 2010. The course shows how to master fundamental Outlook features including sending and receiving email, creating an address book, and scheduling activities and tasks. It also covers basic administrative tasks including backing up the data file, setting up email accounts, and organizing data both manually and automatically.
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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