Microsoft Office Tutorials and References
In Depth Information
Contacts and the Address Book
Contacts and the Address Book
You can make it easier to communicate with colleagues, customers, and others by having
Outlook keep track of contact information. If you use a Microsoft Exchange Server, Outlook
will automatically locate contacts from within your organization.
Adding contacts
You can manually add contacts for individuals that Outlook has not automatically placed in
your Contacts list.
Click the Contacts button at the bottom left corner of the Outlook window.
In the upper-left corner of the Home tab, click New Contact. Enter the information you
wish to save, including email address and phone information.
Click Save and Close after entering the contact information.
Finding contacts
You can i nd a contact in the Contacts section of Outlook, or while sending an email or
creating a meeting.
Click the Contacts button in the lower-left corner of the Outlook window.
At the top of the Outlook window, enter some or the entire name of the person you
wish to locate.
When the person’s name is displayed, double-click their name, then take the desired
action such as sending an email message.
If you have not created a contact, but have previously communicated with the person,
click Suggested Contacts along the left side, which keeps track of all email addresses to
which you have sent messages.
Creating groups
If you frequently send messages to the same group of people, you can create a group to
simplify the process. For example, if you frequently send emails to i ve colleagues in the sales
department, you can create a single group and then only need to enter the group name to
reach all i ve people. To create a group:
Click the Contacts button in the lower left corner of the window.
Click New Contact Group in the Home tab of the ribbon. An untitled contact group appears.
Enter a name for the group, such as Sales Department .
Click Add Members and locate members to assign to the group from your contacts or by
entering a new email address.
Click Save & Close to save the new contact group.
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