Microsoft Office Tutorials and References
In Depth Information
Chapter 2: Maintaining the Contacts Folder
these buttons and entering data in dialog boxes, you permit Outlook to
separate the component parts of names, addresses, and phone numbers.
As such, Outlook can use names and addresses as a source for mass
mailings and mass e-mailings.
When entering information about a company, not a person, leave the
Full Name field blank and enter the company’s name in the Company
✦ Information that matters to you: If the form doesn’t appear to have a
place for entering a certain kind of information, try clicking a triangle
button and choosing a new information category from the pop-up menu.
Click the triangle button next to the Business button and choose Home,
for example, if you want to enter a home address rather than a business
✦ File As: Open the File As drop-down list and choose an option for filing
the contact in the Contacts folder. Contacts are filed alphabetically by
last name, first name, company name, or combinations of the three.
Choose the option that best describes how you expect to find the
contact in the Contacts folder.
✦ Mailing addresses: If you keep more than one address for a contact,
display the address to which you want to send mail and select the This
Is the Mailing Address check box. This way, in a mass mailing, letters are
sent to the correct address.
✦ E-mail addresses: You can enter up to three e-mail addresses for each
contact. (Click the triangle button next to the E-mail button and choose
E-mail 2 or E-mail 3 to enter a second or third address.) In the Display As
text box, Outlook shows you what the To: line of e-mail messages looks
like when you send e-mail to a contact. By default, the To: line shows
the contact’s name followed by his or her e-mail address in
parentheses. However, you can enter whatever you wish in the Display As text
box, and if entering something different helps you distinguish between
e-mail addresses, enter something different. For example, enter Lydia –
Personal so that you can tell when you send e-mail to Lydia’s personal
address as opposed to her business address.
✦ Photos: To put a digital photo in a Contact form, click the Add Contact
Picture placeholder, and in the Add Contact Picture dialog box, select a
picture and click OK.
✦ Details: To keep a detailed dossier on a contact, click the Details button
(you may have to click the Show button first, depending on the size of
your Contact form) and enter information in the Details window. This
window offers places for recording birthdays and other minutia.