Microsoft Office Tutorials and References
In Depth Information
PRACTICE FILES To complete the exercises in this chapter, you need the practice files
contained in the Chapter09 practice file folder. For more information, see “Download the
practice files” in this topic’s Introduction. The exercises in this chapter also use Outlook
items you created in exercises in previous chapters. If an exercise requires an item that you
don’t have, you can complete the exercise in which you create the item before beginning
the current exercise, or you can substitute a similar item of your own.
Creating address books
Outlook displays your default address book when you click the People link or button on
the Navigation Bar. The default address book content is stored in a folder named Contacts .
If you connect to a Microsoft Exchange Server account, the default address book is part of
that account, and the information you store in the address book is available on all devices
from which you connect to your account. Exchange Server also provides a Global Address
List (GAL), which is an address book maintained centrally by your Exchange administrator.
You can track all your contacts—business and personal—within the address book of your
default email account. However, you might find it useful to create a separate address book
that contains contact records for only a specific group of people. For example, you might
want to have an address book that contains only clients, relatives, club members,
neighborhood contacts, parents and teachers from your child’s school, or sports teammates.
TIP When searching for a specific contact record, you can search a single address book or
search all address books within your Outlook configuration, including your organization’s
GAL. For more information, see “Quickly locating contact information” later in this chapter.
You create an additional address book by creating a folder that has a designated purpose
of containing contact items (a contact folder ). You can move and copy contact records
between address books in your Outlook configuration. As with other folders, you can share
the contact folder with other Outlook users on your network, or you can export it for
distribution to other people. Unlike the Calendar module, in which you can display multiple
calendars, the People module can display only one address book at a time. When you
have multiple address books, you can switch among them by choosing the address book
you want to display from the list in the Folder Pane of the People module or from the
Folder List in the Mail module.
TIP You can’t display your organization’s GAL from the Folder Pane. To display it, click the
Address Book button in the Find group on the Home tab of the People module.