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Microsoft Office Outlook 2007 Plain and Simple

Microsoft Office Outlook 2007 Step by Step

Take Back Your Life: Using Microsoft Office Outlook 2007 to Get Organized and Stay Organized

Previous:
How to Use the Outlook Calendar

Next:
How to Manage Tasks in Outlook

How to Use Contacts in Outlook

Outlook’s Contacts feature lets you store contact information for coworkers, friends, and family members. You can also add photos, birthday and anniversary info, and other details to each entry. Use the info in Contacts to speed up the process of addressing emails, plan Calendar entries, and more. To use Outlook’s Contacts feature, click on the Contacts button

in the Navigation pane.

How to Create Contacts

To create a contact, click the New button

in the Outlook toolbar, click Actions > New Contact, or press Ctrl+N. A window will pop up in which you can create a new contact. Fill in all the fields about the contact, keeping these points in mind:

Some fields have options that you can access only by clicking on the down-arrow button to the right of the field. For instance, to add a second and third email address, you’ll need to click next to Email.
You can enter additional data about the contact, such as a birthday or nickname, by clicking on the Details icon in the Ribbon. Birthdays and anniversaries will be added to your Calendar as annual events.
The Ribbon at the top of the window contains additional options, such as adding a business card, flag, or color category to the contact.

Click Save & Close in the Ribbon to store the contact. If you’d like to go straight to entering another contact, click Save & New instead.

How to Associate New Contacts with Other Contacts

To associate a new contact with an existing contact—for instance, to link all your clients or family members—assign the same color category to each contact in the group. To assign a color category to a contact, right-click on the contact in the Information pane and choose Categorize.

How to Create Multiple Contacts from One Company

Often you’ll want to create contacts for several employees of the same company. To speed up this process, create one contact from the company as you ordinarily would. Click Save & Close, and then in the main Contacts Information pane, choose Actions > New Contact From Same Company in the Outlook toolbar. The new contact will already include the company’s basic info, such as its address.

How to Create Contacts from Email Messages

When you receive an email from a sender not yet in your Contacts list, double-click the message to open it up in a window, right-click the sender’s email address, and choose Add to Outlook Contacts.

How to Organize Your Contacts

Once you have more contacts than can fit on a single screen in the Information pane, you can jump to contacts by clicking on the vertical alphabet on the right side of the Information pane. Contacts whose last names begin with the letter you click on will appear. For more advanced organizing options, such as creating folders and sorting by color category, click Tools > Organize in the Outlook toolbar.

How to Use Electronic Business Cards

Called vCards in previous versions of Outlook, Outlook 2007’s Electronic Business Cards (EBCs) let you forward your contact info to others via email as well as import the contact info on anyone else’s EBC directly into your Contacts. EBCs allow you to use graphics and fonts to make your “card” look just like an actual business card.

To create your own EBC: Create a new contact, enter your own contact info, and click on the Business Card icon in the Ribbon. A dialog box will pop up in which you can edit the card’s design and content.
To include your EBC in emails you send: Click on the Business Card icon in the Ribbon in the window in which you compose your email and select your name. To read the EBC, your recipient will need Outlook or another program that can read .vcf files.
To add contact info from an EBC to Contacts: Right-click on the EBC and choose Add to Contacts.