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About Contacts

What Are Contacts?

Contacts is similar to a Personal Address Book, but it allows you to store and track more detailed information about vendors, friends and other individuals than a Personal Address Book. It is also stored on the Exchange server making it available remotely via Outlook Web Access. In Outlook 2000, you can also create distribution lists to be stored in your Contacts.

To Activate Contacts:

1. Start Microsoft Outlook.
2. Select the Contacts Icon on the Outlook Shortcut bar or Folder List. 

The Contacts Toolbar:

Below is a brief description of the buttons that appear on the Contacts toolbar.

	New Contact - Allows you to enter a new contact.
	Print - Prints your contact list in a variety of formats.
	Move - Moves a contact into a specific folder within Outlook.
	Delete - Deletes the selected contact from your contact list.
	Flag - Sets a reminder to follow up.
	Call Contact or Dial - Allows you to call the selected contact if you have a modem connected to your computer.
	New Email Message To Contact - Creates a new email to a contact if there is an email address specified.
	Find - Allows you to search your contact list and find a specific contact.
	Organize - Change views and other settings for your contact list.

Adding, Editing & Deleting Contacts

To Add A Contact:

1. Open Outlook and activate Contacts.
2. Double-click on a blank area of the contact window to open a new contact.
3. When you are finished entering information, select the Save and Close button on the Standard toolbar.
   

OR

1. Click the New Contact button on the Standard Toolbar.
   
2. Enter all the relevant information about the new contact.
3. When you are finished entering information, click the Save and Close button.
   

Optional: Select the Details tab to enter more specific information about the new contact.

To Add A Contact From An Email Message:

1. Open the e-mail from the person you want to add to your contact list.
2. In the From field of the email, right-click the name you want to make into a contact, and then click "Add to Contacts" on the shortcut menu.
3. Click the Save and Close button.

To Edit A Contact:

1. Open Outlook and activate Contacts.
2. Double-click on the contact that you want to edit.
3. Enter any changes to the contact's information in the proper fields.
4. Select the Save and Close button on the Standard Toolbar to save your changes.

To Delete A Contact:

1. Right-click on the contact you want to delete from the contacts list. 
2. Select Delete from the Shortcut menu.

OR

1. Double-click on the contact to open it.
2. Select the Delete button from the Standard toolbar.
   

OR

1. Select the contact to delete from Contacts.
2. Press the Delete key.

To Create A Distribution List:

1. Go to Contacts.
2. Select File/New.
3. Select Distribution List.
4. Type a name for the Distribution List in the Name field.
5. Click the Select Members button to add members to your Distribution List from the Global Address List, the Contacts, or the Personal Address Book.
6. In the Show Name From The drop-down list, choose the Global Address List, the Contacts, or the Personal Address Book.
7. Select the individual in the left windowpane.
8. Click the Add button.
9. Repeat steps 7 and 8 as needed.
10. Click OK to close the Select Members window.
11. Click the Save and Close button to save your changes.

Printing Contacts

How Do I Print Contact Information?

To print your contacts:

• Right-click on the contact you want to print and select Print from the shortcut menu.

OR

1. Double-click on the contact you want to print.
2. Select Print from the File menu.
3. Click OK.

OR

1. Select the contact in Contacts.
2. Click the Print button from the Standard Toolbar.
   

What Are The Printing Options?

There are four styles for printing contacts. You can choose from Card Style, Booklet Style, Memo Style, or Directory Style.

Contacts And Email

How Do I Send Email To A Contact?

You can instantly email any contact that that has an email address.

To Send Email To A Contact:

1. Right-click on the contact name in Contacts.
2. Select New Message to Contact in the Shortcut menu.

OR

1. Select the contact in Contacts.
2. Click on the New Message To Contact button on the Standard Toolbar.
   

OR

• Type the contact name in the TO, CC, or BCC field of the email message.

To Send Email To A Distribution List:

1. Right-click on the Distribution List name in Contacts.
2. Select New Message to Contact in the Shortcut menu.

OR

1. Select the Distribution List in Contacts.
2. Click on the New Message To Contact button on the Standard Toolbar.
   

OR

• Type the Distribution List name in the TO, CC, or BCC field of the email message.

How Do I Send Contact Information To Others?

Contact information can easily be sent to other people and added to their Contacts.

To Send A Contact:

1. Click the Contacts icon on the Outlook Shortcut bar or Folder List.
2. Right-click on the contact that you want to send, and select Forward from the shortcut menu.
3. Type in the email address of the person to which you want to send this contact.

Note: Contact information can only be opened by people using Microsoft Outlook.

If You Get A Contact Via Email:

Drag the contact card to the Contact icon on the Outlook Shortcut bar or Folder List to have the contact added to your contacts list.

Contact Fields And Navigation

To Track Other Fields:

The new contact screen allows other fields to be entered beyond the ones listed by default.  To Track Other Fields: Use the combo boxes (down arrows) to change the fields to the one you want. Enter the new value in the field. At any time you can switch between the fields by using the combo box. Fields with values in them have check marks. Note: It is possible to store many different numbers in one field.

How Do I Assign A Category To A Contact?

A category is a keyword or phrase that helps you keep track of items so you can easily find, sort, filter, or group them.

To Assign A Category To A Contact:

1. Open the Contact.
2. Click the Categories button on the bottom of the contact screen.
   
3. Select the category that relates to the open contact or add a new category (see below).
4. Select OK.

To Add A New Category:

1. Either click the Categories button from within the open contact or select Categories from the Edit menu in Outlook.
2. Click the Master Category List button.
3. Type a new category in the New Category field.
4. Click the Add button.
5. Click OK to close the Master Category List window.
6. Click OK to close the Categories window.

To Use The Letter Tab:

To navigate through your contact list use the letter and number buttons on the far right of the contact window to jump to the contacts that start with that letter.

Mail Merging Contacts

How Do I Mail Merge My Contacts?

There are actually two ways to mail merge your contacts with a word document. The first method uses categories to filter your contacts correctly. The second requires you to manually filter your contacts before merging them with Microsoft Word. Both methods require you do create a main mail merge document in Microsoft Word.

Method 1: To Create A Mail Merge Using Contacts:

Step 1: Assign Categories To Your Contacts

See "How To Assign A Category To A Contact?" in the "Contact Fields And Navigation Section."

Step 2: Change The Contact's View

1. Click the Contacts icon on the Outlook Shortcut bar or Folder List.
2. Select Current View from the View menu.
3. Select By Category.

Step 3: Select The Contacts To Merge

1. Select the plus symbol (+) next to the category you wish to merge.
2. Select the Contacts to merge. Multiple contacts can be selected by using the CTRL or Shift keys.

Step 4: Merge The Contacts

1. Select Mail Merge from the Tools menu.
2. Choose to merge to a new document or an existing one.
3. (Optional) Save the contact data file.
4. Select your document type. (i.e. Form Letters, Mailing Labels, Envelopes or Catalog)
5. Select your output. (i.e. New Document, Printer or Email)
6. Click OK.
7. Create your main mail merge document.

Method 2: To Create A Mail Merge Using Contacts:

Step 1: Setup a Folder

1. Right-click on the Contacts icon in the Outlook Shortcut bar or the Folder list.
2. Select New Folder from the shortcut menu.
3. Type in the name of the new contact folder (be sure that the new folder is for Contact Items).
4. Select OK.

Step 2: Copy Contacts into the Folder

1. Select the Contacts you want to Merge.
2. Multiple contacts can be selected by using the CTRL or Shift keys.
3. Drag the contacts into the new folder you created in Step1 with your right mouse button to copy them.
   

Step 3: Setup the Merge

1. In Word, select the Tools Menu then Mail Merge.
2. Setup the mail merge main document.
3. Under the Get Data option, select Address Book.
4. Select the Contacts folder you created in Step 1 as your data source.
5. Complete the mail merge.
   

Special Features

How Do I Get A Map Of A Contact's Address?

If you entered an address for your contact you can bring up a real time map of your contact's location.

To Display A Map Of A Contact's Address:

1. Open the contact with the address you want to map.
2. Select Display Map of Address from the Actions menu.

OR

1. Open the contact with the address you want to map.
2. Select the Display Map of Address button on the Toolbar.
   

How Do I Explore A Contact's Web Page?

If you have entered a Web page for your contact you can easily go to that Web page.

To Explore A Web Page:

1. Open the contact whose Web page you want to visit.
2. Select Explore Web Page from the Actions menu.
   

Using Contacts Through
Outlook Web Access (OWA)

How Do I Use Contacts In OWA?

Your contacts are available from any computer with Internet Access and a Web browser.

To Use Contacts In OWA:

1. Navigate to http://webmail.pepperdine.edu.
2. Log into Outlook Web Access with your customer Id and password. For more information about Outlook Web access refer to:
   http://planit.pepperdine.edu/training/Outlook/OWA/OWA.html
3. Select the Contacts Icon from the Outlook Shortcut bar on the far-left windowpane.
4. Click a contact to bring up details about that contact.

The Contacts Toolbar In OWA:

Save And Close - Saves the contact information and closes the window.

Display Map Of Address - Opens a map of the contact's address.

New Message To Contact - Opens a new email if the contact has an email address.

New Meeting With Contact - Opens a new meeting request and invites the contact.

Explore Web Page - Opens a Web page of the contact if one is listed.

Move/Copy To Folder - Moves/Copies the contact into a specific folder.

Delete - Deletes the selected contact.

Previous Contact - Opens the previous contact.

Next Contact - Opens the next contact.

Created by Fred Stern.
Last modified by G. Flynn, January 17, 2005.