In this video, Jess Stratton shows users how to create multiple folder groups for keeping contacts separate. She illustrates how to work with folders and send email to contacts in different folders.
- [Instructor] If you have a large contact list, you can further sort and move them into separate actual contact lists. For example, you may want to share your contact data with a coworker, except you might not want them to see all of your personal contacts. Now, I did show you that you can click on a Contact and mark them as Private, but sometimes it's nice just to have them in a separate place. So for now, let's put personal contacts into a new folder. I'm going to change to the Folder ribbon tab and I'll click New Folder on the left hand side.
I'll give my folder a name. I'll call it Personal Contacts. I'll click to make sure Contacts is selected. That's where I want to place the folder and I'll click OK. My folder gets created and if I click on it, I can see that I have an empty Contacts list. I can either create a contact directly in this list by changing to the Home ribbon tab and clicking New Contact or I can move an existing contact. I'll click to go back to my original list. I'll select a contact, drag it with my mouse over to the Personal Contacts list and let go.
My contact is moved out of my regular Contacts and has been moved into the Personal list. I can continue to go to Folder and then select another New Folder. In fact, I can right-click on Personal Contacts and create a new sub folder, just like we did with email. I can copy it, move it, or delete it. I can also move it up in the View. Because of all these options, your folders full of contacts could also tend to get unruly over time. In this case, you could create a brand new Contact Group.
I can right-click where it says My Contacts and choose New Folder Group. It's going to give me a brand new group of folders. I'll call this one Private. From here, I can move any of these existing folders into the Folder Group. I'll click it and drag my Personal Contacts into my Private Group. Now, I have two completely separate folder groups. One for my Professional Contacts and one for my Private Contacts. I'm going to click on the Mail icon in the bottom left hand side of the screen because there's one more thing I want to show you.
To address a mail message to somebody in this new contact group, click New Email, click the To icon, and on the right-hand side, under Address Book, click the pull down menu, and here you can find your new Personal Contacts group that I just created. In fact, if I select it, I can see the one contact that I currently have in there. I'll select To, OK, and my email has been populated with their name.
- Accessing the keyboard shortcuts
- Using @mentions
- Reading and searching mail
- Organizing mail
- Processing messages with mail rules
- Using the new Focused Inbox feature
- Creating and formatting new messages
- Recalling and resending messages
- Creating new contacts
- Working with the calendar
- Creating tasks and notes
- Working with Outlook data