In this video, staff author 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 contact lists. For example, you may wanna share your contact data with a coworker, except you might not want them to see all of your personal contacts. There is something that you can do if you have a few odd contacts that you don't wanna share. You can select any contact and click the Private button on the Home ribbon tab. This way, the contact is marked as private, so that even if you share out your entire contact list, nobody will be able to see this unless you specifically give them permission to view private items.
But if you have a lot of contacts, sometimes it's easier just to create a whole nother contact folder. Let's do that now. I'll 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, and I'll click and make sure Contacts is selected, because that's where I do wanna create this folder, and I'll click OK. My folder's created. And if I click on it, I can see I have a brand new empty contact list.
I can either create a new contact directly in this list by changing back to the Home ribbon tab, and clicking New Contact, or I can move an existing contact. I'll go back to my original contacts list by clicking on it, and now I can select a contact and click and drag it over to my personal contacts folder, and let go with the mouse. My contact is moved out of the regular contacts, and has been moved into Personal. I could create another sub folder if I wanted to.
I can right click on any folder and create a new sub folder, just like we could with email. In addition to creating a new folder, I can also copy this one, rename it, or delete it. I can also click and drag and rearrange it in the view. Because of all these things you can do, your folders full of contacts could also tend to get unruly over time. In this case, you can create a brand new contact group. I can right click right where it says "My Contacts." I'll choose New folder group.
It's going to give me a brand new group of folders, and I'll call this one Private. I'll hit the Enter key, and from here, I can move any of these existing folders into the folder group. I'll drag my personal one right over the word Private, and it's going to be dropped right in there. Now I have two completely separate folder groups. One for my professional contacts, and one for my private contacts. And in either of these, I can create as many separate contact lists as I want.
Let's go back into our email by clicking on the email icon, because there's one more thing I wanna show you. To address a mail message to somebody in this contact group, click New Email. Now you could just put their name in. It's going to automatically search these contact lists, but if you can't remember what their name is, or you just wanna take a peek at them, you can click the To button. Click the drop down next to Address Book. Here I can see my regular contacts, and here I can see my personal list that we just created.
In fact if I select it, I can see the one contact that I have in there. I'll select it, put it in the To field and click OK. And now my email's been populated with their name.
- Connecting your email account to Outlook
- Reading mail
- Searching for mail
- Organizing mail with flags, folders, and rules
- Creating and sending new email
- Creating new contacts
- Adding delegates
- Creating meetings and appointments in the Outlook calendar
- Creating tasks
- Backing up Outlook data
Skill Level Beginner
Q: This course was updated on 11/09/2018. What changed?
A: A new video was added that covers the simplified ribbon in Office 365.