The Contacts folder

The Contacts folder in Outlook can be compared with an address book.
You can use it for both business and private purpose. It helps to organize all your data on particular firm or individuals.
Once you have entered information about a particular contact, you have the option to email, call or send a letter.
In Outlook 2003 we click on the “Contacts” tab in the navigation panel, and in Outlook 2000 and XP in the Outlook Bar.

By default, Outlook chooses “Business Card display” to display the different contacts.
Clicking on the menu bar “View” – “Current View,” allows us to adjust the display of the contacts.

When we add more and more contacts to our contact list, we will not be able to see all in one screen.
Then we can use the scroll bars or, even easier, we use the “Alphabet buttons” on the right side of the Outlook window.

Change view

We can change the display of the contacts folder, as I have stated earlier.
But we can do more, we can customize the display according to our own preference.
When we choose the “View” – “Current View” – “Define Views” in the menu bar.
For the 2003 version, choose “View” – “Arrange by” “Current View”, — “Define Views”.

This opens the dialog “Define Views for Contacts”.

By Clicking the “New” button, we can create a new view.
We can give our view a name, choose a type of display, and determine by whom it can be used.
Click OK when you have set this data.
This brings us to the next dialog.
Depending on the type that we have chosen in the previous dialog, some buttons in this dialog box are not available.
For example, the “Group By …” will not be available when we have chosen the “Map” type.
By clicking on the “Fields”, we determine the fields that we want to add or remove from our business card.

Links are the fields available in the right side of the window.
Select a field name in a column, and click add or remove, depending on what exactly you want.
With the “Up” and “Down” buttons, we can determine the order of the fields.
Click OK when you are satisfied.

This brings us back to the previous dialog box, where we can also sort addresses by clicking the “Sort” button.
In the “Sort” dialog box, we can sort on up to four different fields, descending or ascending.
Click on OK when you are satisfied. We can also “Filter”, to change the font and size and to determine and define the layout. You must try all of this.
Click OK when you are happy with all your settings.
Once a new one is created, it is added to the list:

Click on the “Change” button to modify an existing view.
That seems pretty obvious.

To delete a view, we select the display in the dialog “Define Views for Contacts” and click the “Delete” button.

Create Contacts

In order to create a new contact in the “Contacts” folder.
Click “New” in the standard toolbar.

This opens the “Contact”.
The layout of this window will depend on the different versions of Outlook you are using.
Version XP and 2000:

Version 2003

But in the 2003 version you will find all the options of the versions 2000 and XP.
The only difference between these versions is that for each subject in the outlook 2003 version, we have a button, and in the versions 2000 and XP you must first click in the box, except for the “Full Name” box and “Address”, because the name appears before the buttons.
Clicking this button displays a new window again, where we fill out the contact information for each subject.
In the 2003 version you can also add a photo of your contact.

In the “Contact”, we have 5 tabs, the first tab “General” is seen above.
In the second tab “Details”, we can specify the contact information.
The third tab “Activities” reflects the work that we have had with this contact. These activities must of course be mentioned in the log. We will see more about the log in a later lesson.
The fourth tab “Certificates” is used to send encrypted email.
And the fifth tab “All fields” is just another way to fill in the fields. You can also add fileds, if it is necessary for you.
When you have entered all the information , click the “Save and Close” button in the toolbar at the top of the “Contact” window.
If you want to enter multiple contacts, click the “Save and new” button in the toolbar.

Editing contacts

To modify a contact, double click on the name of the person in the “Contacts” folder.
This opens the “Contact” dialog where you can make changes.
Once the changes are made you have to press the “Save and Close”option in the toolbar.

Select Contacts

To select a contact, we click once on the person, to select multiple adjacent contacts we click the first contact, hold the Shift key on our keyboard and click the last person.
To select multiple non-adjacent people we click to select the first person, hold the Ctrl key on our keyboard and click on the other persons.

Deleting Contacts

If you want to delete a contact, select the contact from the list and press the Delete key on your keyboard.
If you have deleted any person by mistake, click on “Edit” – “Undo Delete” from the menu bar.

Print Contacts

To print contacts we click the “Print” button in the Standard toolbar, or choose File – Print from the menu bar.
If no contacts are selected, and, if you wish only a selected number of contacts to print, first select the contacts as you have seen above, and then click on the “Print” button.
In the “Print” we give the printer, the style, the number of pages, number of copies and print range (all or selected).

I think this is clear, and needs no further explanation.

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