Learn how to work with Outlook contacts, such as categorizing them, addressing emails to them, and marking them as private.
- [Instructor] Now that we have some contacts, let's work with them. The first thing that you'll wanna do with a contact is send them an email. You can do that directly from your mail by composing a new message and typing the first few letters of their name. Or, right from Contacts, you can hover your mouse over them and click the email icon. You can also click Email from the Home ribbon tab. In addition to sending them an email, you can also create a new meeting with them, which I'll talk about in the next chapter. You might also wanna share their contact details with somebody else.
There are two ways to do this. The first way is to forward their information as a vCard. This is going to send a card that the recipient of the email can double-click on and instantly import into their own contacts. I can secondary click and choose Forward as vCard. It's going to open up their contact information as a separate attachment. If their contact manager doesn't support that, you can also secondary click and choose Copy Contact Details.
I can compose a new email by clicking New Items, Email from the Home ribbon tab. I'll go into the body of the email and paste. I can see all of Garrick's contact information has been put into this email as text. You can also get a map to their address. If you have the contact's address populated, like it is here, you can click Map It, and it will open up a Bing map of their address.
You can also categorize the contact. You don't even need to stick with just one category. You can categorize them into multiple categories. It's going to stack them on top of each other. And like email, you can also add a follow-up flag to a contact. You can add a basic flag with a date on it, or you can choose a custom date when you want to follow up with that contact. And if you wanna see who's flagged for a follow-up, you also have another smart folder here in contacts, and you can view all of your flagged contacts here.
Finally, you can mark a contact as private. If you click Private in the ribbon view and you're using Exchange, your administrator may have shared out your contact list with others. But there may be some contacts that you don't wanna share with other people, for example, a contact that you may have categorized as personal. In that case, you can select the contact's name, click Private, and it will mark that contact as private, so it doesn't show up in other people's contact lists.
- Identify why you would need to tell Outlook to allow you to input server settings manually for an email account.
- Recall the easiest way to create folders for your messages.
- Explain how to save the body of an email message as a template.
- Recognize how to allow others to book appointments with you based on your calendar settings.
- Explain what happens if you try to open a calendar you don't have permission to view.
- List the steps required to view your calendars by toggling back and forth between tabs.