In this video, author Megan Hoffman demonstrates how to manage address books and import contacts. Import contacts from external sources. Prep an Excel file with contacts to be imported. Save the Excel file containing contacts as a .csv file. Share contacts as a business card or as an Outlook contact. Share a contact folder and assign permissions. Manage multiple address books. Discuss Outlook address books including the Global Address List, Contacts, and custom address books.
- In this video, you'll learn to manage address books and import contacts. Let's take a look at the MOS objectives in this section, you'll learn to manage multiple address books, import contacts from external sources, and share contacts. These will all be important for the MOS exam, so be sure to practice each of these. So here I am in Outlook, and you can see I'm looking at the People module. We'll start out by managing multiple address books. It's good to note that your Outlook account has an address book called Contacts by default.
You always see this automatically when you click on People. If you connect Outlook to any social networks, these address books would display here as well. However, this is outside of the scope of the MOS exam. If you have an Exchange account, you also have access to the global address list. This is the one that's maintained and updated by the Exchange administrator, and includes info about employees. This address book doesn't appear in this list. However, using the Home tab on the ribbon, you can click on Address Book.
I'll go ahead and click Address Book at the right side of the screen. Notice that Global Address List is the default. This again is the address book maintained by IT, remember, you can't change this one. I'll go ahead and close this address book. You can create a custom address book within Outlook, such as an address book for customers, vendors, or personal contacts. To do this, I'll right-click on Contacts and then choose New Folder. I'll type the name Customers, verify that Contact Items is selected in the middle, and that Contacts is selected down below.
From here I'll click OK. Notice that the Customers address book now displays at the left. I can click on Customers and begin adding contacts to it. The next MOS objective is to import contacts from external sources. In this example, I have a .csv file with contact information. You can see on the screen I'm displaying Customers.csv from the exercise file. It's important to note that if you've got a regular Excel file, you'll need to save it as a .csv, or comma-separated file, before you can import it into Outlook.
You can do this by clicking File, Save As, choosing your location, and then setting the Save As type to .csv. I'll go ahead and cancel this because I've already done this. The setup of this file is important. You want to have headings across the top in row 1, and then the information for each column below that. When we import this into Outlook, we'll need to map these column names, such as Name, Email Address, Address 1, City, State, and Zip, to tell them where to show up in the contact form.
We'll walk through this next. I'll go ahead and close this file, and you can see now that I've returned to Outlook. It's a best practice to create a separate address book like we did with Customers for importing your contacts. That way, if you have any issues with the import, you don't have to sort through your regular contacts to delete things that you don't need. In this example, I've created the Customers address book, and you can see that it's blank, so I'm ready to begin. I'll click File, Open and Export, Import/Export, then I'll choose Import From Another Programmer File.
I'll click Next, choose Comma-separated values, click Next, browse to locate my file, here I'll choose Customers.csv, and then I'm presented with options. In the MOS exam setting, you'll always be prompted on which of these to choose. In this example, I'll choose Do Not Import Duplicate Items. Then I'll click Next. Here, I'll verify that Customers is selected, and then I'll click Next. This screen is really important.
You don't want to forget to click Map Custom Fields. This is where I'll specify what to do with the columns that are in my .csv file. I'll click on Map Custom Fields, on the left side I'm presented with the fields from my .csv file. On the right side, note it says To: Microsoft Office Outlook Customers. That tells me it'll be placed in Outlook in the Customers address book. My next task is to match up the fields from the left with the field I'd like them to result in on the right.
I'll go ahead and choose Name, and drag it, and drop it on Name at the right. You can see that Name now appears where it said Mapped From. I'll choose Email Address and look for that field at the right, I know this one's towards the bottom, so I'll scroll down. Here I'll drag Email Address to Email. If I had an Email 2, you'll notice there's a place for that on the right hand side, but in this case I don't have a field with that name. Next I'll choose Address 1 and look for an Address field on the right. I know this one's further up so I'll go ahead and scroll up the list.
Here I have a choice, do I want this to be in Business Address, Home Address, or Other Address, I'll go ahead and stick with Business Address in this case, and I'll click the plus to expand that field. From here, I'll drag Address 1 to match up with Business Street. I'll scroll down a bit so I can see the rest of the address fields, next I'll drag City to match up with Business City, I'll drag State to match up with Business State, and I'll drag Zip to match up with Business Postal Code.
You can tell this has been successful when you see the field names from the left display under the Mapped From column on the right. Once you've mapped your fields, you can go ahead and click OK. Next we'll click Finish, and wait and see if everything worked. So now you can see the contacts are displaying inside of my customer address book. I'll go ahead and change the view by clicking View at the top, Change View, and then choose Business Card. This allows me to quickly see several contact cards at once.
I can always double-click on one to see more specifically. This is where you just want to verify that everything was imported correctly. It's typical to have to do this a couple times, this can be really tricky, so if you find you get results you didn't expect, you can delete these and start over. I'll go ahead and close this contact card, a quick way to delete en masse is to click one of the cards, then press the keyboard shortcut ctrl + a, which stands for Select All, to select all of the cards.
You can see all of the headers for the cards have turned blue, so I know they're selected, and now if I press Delete I would delete these all at once. This is why I said in the beginning that you definitely want to import these into a blank address book so that you don't have to clean these up from your regular contacts and sift through which contacts you want to keep and which contacts you want to get rid of. I recommend practicing this several times, this is probably the trickiest part of this section on the MOS exam. The last MOS objective in this section is sharing contacts.
Outlook enables you to share contat information with other email users. I'll go ahead and return to my regular contacts folder by clicking Contacts at the left, if I just want to share one contact, I can right-click on a contact, then choose Forward Contact, and then choose from the available formats. I always recommend choosing As a Business Card, because that will attach the business card, and the vCard format, which is compatible with multiple email programs.
In a MOS exam setting, it would be specified which of these options you should choose. I'll go ahead and click As a Business Card, and you can see an email is generated with Chong's name in the subject, his vCard attached in the attachment line, and the business card located inside of the body of the email. From here I could address and send the email. I'll go ahead and close the email by clicking X at the top of the screen, and say No to saving my changes. The second option for sharing contacts is to share an entire contacts folder.
For this example, I'll right-click on my Contacts address book, and choose Share, and then choose Share Contacts. From here it creates an email, with the subject Sharing Invitation Leslie Richardson - Contacts. Notice the checkbox for Allow Recipient to View Your Contacts Folder. I can also request permission to view the recipient's contact folder if I choose. From here I'd address and send the email. I'll go ahead and close this box, let me show the other option that was available.
Here I'll right-click the Contacts address book, choose Share, and then choose Folder Permissions. This is where I can go in and add folder permissions and then set a specific permission level down below. It's good to be familiar with both options for the MOS exam. That's our overview of managing address books and importing contacts. Be sure to practice with the details of these options, so you can get through them quickly 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 settings, automating Outlook, printing and saving, and searching in Outlook. Learn how to manage messages, including creating, formatting, and organizing messages, and manage schedules, including creating and managing the calendar, appointments, meetings, and events. Learn to manage notes, tasks, journals, contacts, and groups.
Challenges exercises are included along the way, and the course concludes with a full-length practice exam.
Disclaimer: Microsoft does not produce, provide, or endorse this video training course.
- Preparing for the exam
- Reviewing exam objectives
- Customizing Outlook settings
- Printing and saving information
- Creating and formatting messages
- Creating new calendars
- Creating appointments, events, and meetings
- Managing tasks and notes
- Creating contacts and groups
- Importing contacts
- Taking a full-length practice exam