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Reading and responding to email can be a full-time job. In Outlook 2010: Real-World Projects, Gini Courter explores the new features in Microsoft's popular email and calendaring program that make the job faster and easier to manage. With Conversation View, Gini shows how to catch up on unread email strings without rereading duplicate information. Performing multiple tasks, like replying to and moving a message at the same time, is a snap with Quick Steps, which Gini reviews in detail. She also highlights the revised Contacts tabs and new Calendar features, groups, and tools.
Outlook 2010 features a contextual Ribbon. When you're in the Calendar, you see a Calendar Ribbon that provides the tools you need to schedule appointments and meetings. Switch to the Contacts folder, and the Contact Ribbon appears. Every tool you need to work with Contacts is quick to find and easy-to-use. The default view in the Contacts folder is the Business Card view. This view shows basic information about each contact and provides an easy way to share business information only with others. Raul has asked for Kyle's contact information. Kim provides it easily by simply sharing Kyle's Business Card with Raul, forwarding the contact as a Business Card.
As the office manager, Kim has the most complete contacts list for vendors in the office. She can easily share her entire Contact list with Raul and ask to see his Contact list as well, thereby having access to all the designers that he works with without either one of them having to increase the size of their own Contact list. To share a contact list with another, simply choose Share Contacts, enter the name of the person you want to share with, and then click Request permission if you'd like to see that person's Contacts folder in return.
You will be prompted to provide read- only access to the person who you invited to view your Contacts folder. The email is sent and we'll see what kind of permission Raul provides in reply. Outlook has been maintaining a list of anyone that we have set an email message to who's not in our Contacts folder. That set of Contacts are called Suggested Contacts. We'll find that there is a suggestion that we might benefit by adding Hiro Ishimoto to our list of Contacts because we have sent him an email. We can open the contact, add more information if we wish.
And to add him to Contacts, simply drag from Suggested Contacts into the Contact list. And this way, Outlook helps you discover synergies that would make it easier for you to correspond with people who you contact on a more frequent basis than you might realize. To display more contacts at one time, we need to switch to another view. Card view is a wonderful view. It provides lots of information, including information that wasn't in the Business Card, for example, Home address or Home phone number information, less photogenic, but better use with the real estate.
Phone view provides an even more compact list that's particularly useful when you need to work with a number of contacts at one time. And there are many reasons you might do so. By holding Ctrl, look how quickly and easily we can select multiple recipients. And under Communicate, choose E-mail, and automatically address a message to all of those recipients at one time. If you send emails to the same group of recipients frequently, you would save time by saving their contacts as a Contact Group, which you can use then to address email messages, send tasks, create meeting invitations.
This works the same way a Distribution Group did in earlier versions of Microsoft Outlook. One of the best features of Outlook 2010 is the Ribbon, which makes all of Outlook's great contact features far more accessible.
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