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Viewing contacts

From: Outlook 2010 Essential Training

Video: Viewing contacts

One of the things I love about software, in Outlook specifically, is that there are often numerous ways to get to the same outcome. The case in point are the various views you can use to view your Outlook contacts. We are going to start by going to the Contacts area Outlook, and we get there by clicking the Contacts icon in the Navigation Bar. Out of the box, Outlook is going to sort your contacts alphabetically according to the last name. And if I scroll down the list here, you will see that these contacts indeed appear alphabetically by last name.

Viewing contacts

One of the things I love about software, in Outlook specifically, is that there are often numerous ways to get to the same outcome. The case in point are the various views you can use to view your Outlook contacts. We are going to start by going to the Contacts area Outlook, and we get there by clicking the Contacts icon in the Navigation Bar. Out of the box, Outlook is going to sort your contacts alphabetically according to the last name. And if I scroll down the list here, you will see that these contacts indeed appear alphabetically by last name.

But I would rather have them sorted alphabetically by company name. So what I am going to do is click on the View tab, and this is where I will find the various settings that will change my views. So I am going to click on View Settings. You'll notice some of these are grayed out because they are not all available when I am looking at my contacts in the Business Card view. So I am going to click on Sort, and sure enough, you will see that these items are currently sorted by the File As view, which shows the last name first.

But I want to have that company name shown. So I am going to hit my dropdown, scroll up here to Company and give it a click. I am going to click OK to close my View Settings window, and now when I scroll through my contacts, you will notice that they are now alphabetically according to the company name. Sometimes what I like to do is to see more information about any individual contact that I am currently viewing, and I can do that by clicking on my Reading Pane.

I am going to turn the Reading Pane on to the right side of the screen, and now you notice that I am seeing full information about this contact. Now you notice that To Do Bar runs along the right-hand of the screen, and I can turn that on or off simply by clicking this little minimize button, or turning it back on again. When I turn it off, you see that I have more room to see all the contact information. Now I am also seeing that I have some information on the bottom of my Reading Pane, and this is my LinkedIn information, and I can actually minimize that or keep it in the half screen, whatever my preference.

So what I am going to do is actually flip over to my LinkedIn contacts, turn on my Reading Pane there, and now you notice that I am seeing all my LinkedIn information about my contacts that appear on that bottom portion of the screen. All those changes are pretty nice, and I am just going to turn off that Reading Pane, but I will actually like to use a List view because I find I have even more flexibility in that format.

So what I am going to do this time is click on the Change Views and you notice that in addition to the Business Card, we have a regular Card, and we have a Phone list. My two favorite options are the List view, which is an expanded view of the Phone view and the Business Card, which is an expanded view of the regular Card view. So I am going to go over here to the List view. There is a couple of nice things that I can do in the List view; for example, if I want to sort, I can simply click one time on a field, and it will sort it alphabetically by Company, or I can click on any other field to sort it as well.

Now, if there are certain fields that appear on my List view that I don't want, I can simply hold on my mouse, drag the field up until see an X, and let it go again. If I want to change the order of a field, I can simply hold down my left-mouse button, drag it to the left or right, and let it go, so I can sort this, and I can delete columns. Another cool thing that I can do is to add columns, and I add columns simply by doing a right-click on any one of the column headings and going to my Field Chooser.

My Field Choose will show me all the fields that are available to me. So, for example, if I would like to include a second business phone number, I simply take that field, drag to the appropriate spot and let it go, and then close my Field Chooser. Now, the other nice thing that I like about my List view is that I can group my fields in any way that I want. So, for example, I might decide that I would like to have these records grouped according to company name. And I can do that by clicking one of these buttons up here.

So if I want to group these by categories, I can simply click on Categories, and I am now grouped by the Green categories, and if I scroll down a little bit, I can see all my red categories together, as well. Finally, one of the things I very often do in the List view is to change the fonts. So if you have got those over-40 eyes that are having a little bit of trouble seeing some of these fields, you can go back to your View Settings, click on Other Settings, and change the Font Size.

With so many views to choose from, the only problem rests in deciding which one you want to use, and of course, once you decide on a view, you can always go back and tweak it so that, as in the case with Goldilocks, your view is not too big and not too small, but just exactly the right fit.

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This video is part of

Image for Outlook 2010 Essential Training
Outlook 2010 Essential Training

45 video lessons · 38346 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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