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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.
It will probably be sometime before traditional paper business cards disappear. After all, it's not very easy to jot down someone's phone number on a cocktail napkin when you're holding a plate of hors d'oeuvres. Creating business cards in Outlook will undoubtedly save a few trees in the forest, and prevent you from spilling wine down the front of your shirt. We are going to start by looking at the business card, and they are automatically created every time you create a new Outlook contact record. So we're going to click on Contacts in the Navigation pane, and pull up our friend Byron Acosta by giving him a double-click, and you see there is start of a business card. And it's pretty good, but I would like to change that a little bit.
I'd like to emphasize his name, and I'd like to include his fax number. So to edit a business card, we simply give it a double-click. We have lots of choices that we can make. First choice is to change any of the information that I see here; for example, I can change his name, or his phone or his address simply by clicking on the appropriate line and making the change. So I'm going to change his name, and you notice it's already bolded.
But I'm going to change the color to bright red, and I click OK, and his name is now in red. To add a new field, I click on Add, and Outlook gives me a number of choices here, and sometimes I have to use a little detective work. Let's see, a fax number - I think that's considered a phone number, so I'm going to go to the Phone section, find Business Fax, and I am now seeing the Business Fax was added into the business card.
But I'm still not happy with the way that looks. I'd like that fax number to be a little lower on the page, right under his work number and on top of the e-mail address. So I'm going to click on his fax number, and I'm going to hit the down arrow and move that number right there; but there is one thing I don't like, and that is I'm not quite sure that that's a fax number. I'd like one of those little labels next to it. So I notice here that there's no label next to the fax. I am going to click No Label, and I'd like that label to be to the right of the number.
I'd like it to say simply Fax. I like that. So I'm going to click OK and by the way, if you're not happy with the changes you made, you could always double-click the card again and make further changes, or click Reset Card to change the card back to the way it was originally. I'm going to click Save & Close to save my changes, and now the fun begins. My coworker Greg has requested to have Byron's information.
So again, I could type all this out and send it to him in an e-mail, but I'm going to do it a little bit easier. I'm going to send him an e-mail. So I go back to the Mail icon. I am going to send a new e-mail message, and I'm going to type Greg's name in the To line, and give the appropriate subject, and sign my name. Now, I'm going to go over here to Attach Item, and I'm going to attach Business Card. I am going to click on Other Business Cards, scroll to my friend Byron Acosta and click OK.
And you notice that a new file has now been attached to Greg. We also have a copy of the business card in the body of my e-mail. I don't really think Greg needs to have this business card, so I'm going to click it, and delete it. But I'm still going to be sending this file off to my friend Greg. So I click the Send button. Off it hurdles through cyberspace. Now, Greg receives it, and he might want to return the favor and send me a business card.
Here's the e-mail from Greg, which I simply open, and you can see there is a contact record attached to it. When I double-click it, an Outlook contact record opens, and sure enough all of Alfred's information has already been filled in by Greg. I simply click Save & Close, and that contact record has now been added to my Contacts. So I can click on Contacts in my Navigation Bar, and sure enough, there's Alfred Acosta that's been sent to me by Greg.
One of my pet peeves is seeing a mountain of business cards on someone's desk. They are not doing anyone any good, and to me they represent a lot of wasted paper. Maybe our new motto should be, go green with Outlook business cards.
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