In this video, author Megan Hoffman demonstrates how to create and update contacts, modify a default business card, and forward a contact. Master these MOS objectives as a part of your prep for the MOS Outlook 2010 exam.
- [Instructor] In this video, you'll learn to Create and Manipulate Contacts. For the MOS exam, you'll need to know how to create and update contacts, modify a default business card, and forward a contact. I've tagged these all with a MOS icon, because they are really likely to be on the MOS exam. I'll start out by clicking on the context module within Outlook and taking a look at the view. You'll notice that I'm in the main Contacts folder, and if you'll look at the left hand side, you can see I've got suggested Contacts for Chong, and then the Main Contacts for Chong.
And then I also see contacts for Cecilia and Jennifer, because I'm able to access their mail accounts, too. Now there are multiple ways in which you can view contacts. I'm currently looking at the Business Card view, but from the Home tab on the ribbon, I can switch the current view. And when I click the down arrow, you'll notice there's a fourth view. So I can switch just to the regular Cards, I can look at Phone list, or I can switch to a List view. I'll go ahead and move back to the Business Card view for this.
So we see that we have several contacts, and I'll go ahead and double click on Cecilia's contact card just so we can see some different information. So I can see her full name. I can see her email address, her phone numbers, her address, and I can even see at the right hand side, some updates in the Notes. There are many other fields that I can fill in if I choose. There's even a Details option at the top. I'll click on Details, and just note that you can fill in things like her Department or her Profession, her Manager or Assistant's name.
Note that if you add a Birthday or Anniversary, this is added to your Outlook Calendar, every year. So you get a recurring event. This can be really great if you're keeping track of customer information. There's an Activities tab, a Certificates tab, and an All Fields tab. On the All Fields tab, you can even go in and look at other options, and start typing information in here. So there's a lot more than you initially see on that General tab. Although that's the one we all tend to use the most. So my first objective is to create and update contacts.
I'm gonna go ahead and close Cecilia's contact card, just by clicking the X in the upper right hand corner. In here, I want to create a new contact for Alice Matthews. I'll go ahead and click the New Contact button, and I'll enter her name, Alice Matthews. Her company is Design Central, and her job title is Project Manager. Now I don't have to fill in all the information, but it's always nice to have as much as you know. I'll move down to the E-mail, and enter in her e-mail address, which is email@example.com.
You can see it automatically populates the Display As field as I press tab. Now let's say this is all of the information I have for her. I can go ahead and click Save and Close at the top. And it does save her information. If I'm looking for a quick way to find somebody, I can either scroll up and down, noting that these are all organized by last name, or I can use the tabs at the right. These kind of work like a rolodex, so if I click on the T's I jump down to that section. If I click on the M's, this should help me find Alice Matthews. I can always double-click her Contact Card, and begin adding more information.
So let's say I have a phone number for her, I can go ahead and enter that into the Business Phone. If this is the first time that you're using this, I can go ahead and enter in some information here and click OK. And that just helps me get set up. Now you can add other phone numbers, and I'd like to note that anywhere you see these arrows, you have the capability of storing multiple phone numbers in each box. We'd notice the same thing for E-mail, if I click the down arrow, I can store E-mail 2 and 3 all in the same box.
Or the same thing with Mailing Addresses. So it's just good to be aware of that within Outlook. Well let's say that's all I'm adding at this time. I'll go ahead and click Save and Close. Now one tip I really like is I can select Alice Matthews's Contact Card. We know she works for Design Central, and I can click New Items, and do Contact from the Same Company. And quickly it starts me a contact with the company information, and now I can just enter in the information for the second person. So this one will be Austin Weber, and he's a Designer.
It keeps the same Business Phone Number, and as long as I'm good with that, I can go ahead and click Save and Close. Now another trick that's kind of nice is to add an e-mail address from an e-mail. So for this I'll go back to my mail. Now I know I have mail from Audry Topsy, so I'm going to click in the Search box, and just type in her last name, Topsy. I'll click on her e-mail, and I see there's her e-mail address right at the top. I can right click on this, and choose Add to Outlook Contacts. What's great is it opens a Contact, it's got her name, I know it's spelled right.
It's got her e-mail, I know that's spelled right, too. And if that's all I know about Audry, I can simply click Save and Close. And now I've got her in my Contacts. I'll return to my Contacts and just take a look. So now if I go down to the T's, there's Audry Topsy. Very, very handy. The second objective in this section is to Modify a Default Business Card. You'll notice I'm seeing business cards for each of my contacts, and I'd like to do some work on Chong's business card. I'll go ahead and double click on his contact or his business card, and take a look at the information.
The first thing I'd like to do is add a picture. You see where the person icon is. I can click on this to add a picture. And I'll locate the Chong Nuan.PNG file from the Exercise folder, Chapter 5. I'll double click Chong's picture to go ahead and select it, and this will also insert it onto the business card. Now I can add additional information like the Company name. I've already got Chong's Title. Maybe I'd like to add a Phone Number for him. You can see that everything that I add is being added to the business card. Now the other thing that I can do is change the look of the business card.
I'll go ahead and double click the business card, and within here, I can change the Layout, you can see his image is at the left, maybe I'd prefer it at the right. I can change the Background color, maybe I'd like it to be kind of a light gray. I can change the Image Area, maybe I want that to take up more space. I can align the image, maybe I'd like it at the bottom right. So there're a lot of things that I can do in here. With the Font, I can go ahead and choose his Full Name and make that bigger. I can take out the Blank Line, keep the Blank Line, so I have lots of options as I'm working through here.
You'll just wanna experiment until you get this looking the way that you like. Once you're good, go ahead and click OK, and you can see the Business Card is saved. If you change your mind, double click on the Business Card again, maybe I'd like to set that color back to white. And then click OK and I see a nice Preview. And also, I'd just like to note, there is a Reset Card, in case you get too carried away, you can always Reset it back to normal. Once I have the Business Card looking good, I can go ahead and click Save and Close at the top. An advantage of personalizing the Business Card is the ability to send this to others.
Others can then save the business card as a Contact if they're also using Outlook. So our next objective is to forward a contact. One way to do this would be to right click on a Contact, choose Forward, I can choose As Business Card, and you can see it starts an e-mail, with the Business Card, and also attaches a .vcf file. That stands for vCard Format, and that vCard is something that can be saved and is compatible with other mail programs. And then the Business Card is just a nice graphic that goes with it.
I'll go ahead and close that message, and go back to Contacts. I can also right click, Forward the Contact, and choose As an Outlook Contact, or to Forward as a Text Message. So just pay careful attention to the instructions you're given during the MOS exam. That's our overview of Creating and Managing Contacts. You'll want to practice these options, so you can quickly complete these types of tasks during the MOS Exam.
The course first explores the MOS certification program and highlights its cost, format, and objectives. Megan then explains how to manage the Outlook environment by customizing the interface, printing and saving information, and searching in Outlook. Next, learn how to manage email messages (including creating, formatting, and organizing messages), create contacts, and manage calendars (including appointments, meetings, and events). Finally, find out how to work with notes, tasks, and journal entries.
Challenge exercises are included along the way, and the course concludes with a full-length practice exam.
- Preparing for the exam
- Managing the Outlook environment
- Printing and saving information
- Creating and formatting email messages
- Creating Quick Steps
- Cleaning up the inbox
- Managing rules
- Creating contacts and groups
- Creating appointments, events, and meetings
- Managing tasks and notes
- Taking a full-length practice exam