Microsoft Office Tutorials and References
In Depth Information
About Address Books
Wouldn’t it be great if Outlook were omniscient
and could tell you that the person you want
to send a message to is out of the office even
before you started writing the message? If
you’re lucky enough to be working in an office
that uses the latest version of Exchange Server,
Outlook might have access to a new feature
called MailTips. MailTips doesn’t give you advice
on how to put pithier prose in your e-mails, but
it does give you automatic information about
your intended recipients as soon as you add the
names to the To box. If you want to send a
message to John Doe, but John has turned on his
Automatic Replies (Out of Office) setting, you’ll
see a MailTip at the top of your message
displaying John’s Out of Office message.
The Automatic Replies (Out of Office) setting is a
nifty feature that automatically notifies anyone
sending you a message when you aren’t
reachable via e-mail — assuming that you don’t want
to be bothered by work e-mails while you’re on
the beach sipping margaritas. You can get to
the Automatic Replies (Out of Office) setting by
clicking the File tab, clicking the Info button in
the Navigation pane on the left, and then
clicking the Automatic Replies (Out of Office) button.
MailTips can tell you other things, such as
when you’re addressing a message to a large
group of recipients or when an intended
recipient’s mailbox is full and can’t receive the
message you want to send. Most of the MailTips
are limited to information about your colleagues
within your organization, so don’t expect to see
a MailTip telling you that Aunt Petunia is on
holiday in the south of France.
Here’s the lowdown on your plethora of Address Books:
✓ The Global Address list: If you’re using Outlook on a corporate network,
the Global Address list, which your system administrator maintains,
normally has the names and e-mail addresses of everyone in your company.
The Global Address list allows you to address an e-mail message to
anybody in your company, without having to look up the e-mail address.
✓ The Contacts Address Book: The Contacts Address Book is the e-mail
addresses from the Contacts list. Outlook automatically populates the
Contacts Address Book so you can easily add people to a message
you’re sending when you click the To button.
✓ Additional Address Books: If you create folders for Outlook contacts,
those folders also become separate Address Books. Your system
administrator can create additional Address Books as well, and if you
connect Outlook to services like LinkedIn, as I describe in Chapter 11, your
LinkedIn contacts may appear as a separate Address Book, too.
If you’re lucky, you’ll never see the Address Book. All the addresses of all the
people you ever send e-mail to are listed in the Global Address list that
somebody else maintains, such as on a corporate network. Under those
circumstances, Outlook is a dream. You don’t need to know what an Address Book