Creating and Organizing a List of Contacts

Core Training for Microsoft Office Outlook 2003

Creating and Updating Contact Information

1	To display your Contacts, in the Navigation Pane, click Contacts.
2	To open a new Contact form, on the toolbar, click the New button.
3	To enter information in the new Contact form, for the purposes of this exercise, press SPACEBAR, and information will be typed for you into several fields in the Contact form.
4	To save the new contact and return to your Contacts list, click Save and Close.
5	To open an existing contact so you can edit its information, in the Contacts pane, double-click the entry for Jonathon Haas.
6	To begin changing the company name, in the Company box, drag from left to right to select the text Contoso, Ltd.
7	To enter the new company name and replace text in several additional fields, press SPACEBAR, and a new company name, telephone, and business address will be typed for you in the appropriate fields.
8	To begin adding Jonathon Haas's home address information, in the Addresses area, click the Business arrow, and then click Home.
9	To insert the home address, press SPACEBAR, and the address will be typed for you in the Home box.
10	To update Jonathon's e-mail and Web page addresses, press TAB three times to move the insertion point to the E-mail box, and then press SPACEBAR, and the new information will be typed for you.
11	To add a new contact from the same company, click the Actions menu, and then click New Contact from Same Company.
12	Notice that the company information appears already filled in. To enter additional information in the Contact form, press SPACEBAR, and the contact's name, job title, and e-mail address will be typed for you.
13	To save the new contacts, click the Save and Close button in the Salman Mughal – Contact form, and then click Save and Close in the Jonathon Haas – Contact form.
14	To open the address book so that you can look up someone from your own company in the Global Address List, click the Tools menu, and then click Address Book.
15	To create a contact by using information from the Address Book's Global Address List, in the Name list, click Karen Berg, and then click the indicated Add to Contacts button.
16	To begin adding some personal information to the Karen Berg – Contact form, click the Details tab.
17	To enter Karen's spouse's name, click in the Spouse's name box, and then press SPACEBAR, and James will be typed for you in the Spouse's name box.
18	To enter Karen's birthday, click the Birthday arrow, and in the drop-down calendar, click the right scroll arrow twice, and then click January 18.
19	To add a picture to the Contact form, click the General tab and then click the large Contact Picture icon.
20	To finish inserting the picture, in the Add Contact Picture dialog box, double-click the KarenBerg image.
21	To close the Karen Berg – Contact form and save your changes, in the upper-right corner of the form, click the Close button, and then in the message box asking if you want to save changes, click Yes.

Organizing Contact Information

1	To delete a contact, click the contact entry for Doris Hartwig, and then on the toolbar, click the indicated Delete button.
2	To display your deleted items, at the bottom of the Navigation Pane, click the indicated Folder List button, and then in the Folder List, click the Deleted Items folder.
3	To restore a deleted item to the Contacts folder, in the Deleted Items folder, drag the contact item for Doris Hartwig to the Contacts button in the Navigation Pane.
4	To display your Contacts again, in the Navigation Pane, click the Contacts button.
5	To display a list of view options, click the View menu, point to Arrange By, and then click Show Views In Navigation Pane.
6	To display additional information for each contact, in the Current View area of the Navigation Pane, click Detailed Address Cards.
7	To display the contact entries arranged in a columnar list, in the Current View area of the Navigation Pane, click Phone List.
8	To sort contacts by name, click the Full Name column heading.
9	To sort the names in descending order, click the Full Name column heading again.
10	To sort contacts by company name, in the Current View area, click By Company.
11	To open a contact, double-click the Karen Berg contact.
12	To display the categories assigned to this contact, click Categories.
13	To add a category to the contact, in the Categories dialog box, in the Available categories list, click the Business check box to insert a check mark, and then click OK.
14	To save and close the Contact form for Karen Berg, click Save and Close.
15	To display the categories assigned to a different contact, double-click the contact entry for Salman Mughal, and then in the open Contact form, click Categories.
16	To assign the contact to two categories, in the Available categories list, click the Business and Hot Contacts check boxes to insert check marks, and then click OK.
17	To save and close the contact, on the toolbar for the Salman Mughal – Contact form, click Save and Close.
18	To view contact entries sorted by category, in the Current View area of the Navigation Pane, click By Category.
19	To view contact entries as address cards, in the Current View area of the Navigation Pane, click Address Cards.

Tracking Dealings with Contacts

1	To begin linking a message to a contact, in the Inbox, double-click the Shipped Presentation Materials to Hotel message, and then in the open message form, click the View menu, and click Options.
2	To show a list of contacts to which this message can be linked, in the Message Options dialog box, click Contacts.
3	To select the contact to be linked, in the Select Contacts dialog box, in the Items list, click Berg, Karen, and then click OK.
4	To close the Message Options dialog box, click Close.
5	To return to the Inbox, in the upper-right corner of the open message window, click the Close button, and in the message box asking if you want to save changes, click Yes.
6	To display the contents of the Contacts folder, in the Navigation Pane, click the Contacts button.
7	To open a contact, double-click the contact entry for Karen Berg.
8	To display the activities linked to this contact, click the Activities tab.
9	To flag the Karen Berg contact for follow-up, on the Contact form's toolbar, click the indicated Follow Up button.
10	To set a due date for the follow-up, in the Flag for Follow Up dialog box, click the Due by arrow, click November 19, and then click OK.
11	To view the follow-up message on the Contact form, click the General tab.
12	Notice the follow-up message on the gray bar at the top of the Contact form. To save and close the contact, on the Contact form's toolbar, click Save and Close.
13	To view your contacts in a list prioritized by follow-up flag, click the View menu, point to Arrange By, point to Current View, and then click Phone List.
14	To mark a follow-up flag as completed, click the flag for Karen Berg, and in the drop-down list, click Completed.

Sending and Receiving Contact Information

1	To begin sending contact information in a format that can be opened and read by using any e-mail program, click the Actions menu, and then click Forward as vCard.
2	To address the new message, click the To button, and in the Select Names dialog box, in the list of contacts, double-click Mark Hanson, and then click OK.
3	To send the message with the attached vCard, click Send.
4	To display the contents of the Inbox, in the Navigation Pane, click the Mail button.
5	To open a vCard attached to a message you've received, in the FW: Carol Philips message displayed in the Reading Pane, double-click the Carol Philips.vcf attachment.
6	In the message box asking if you want to open the attachment or save it to your computer, click Open.
7	To save the information in the vCard as a new contact, click Save and Close.
8	To display the updated contents of your Contacts folder, in the Navigation Pane, click the Contacts button.

Printing Contact Information

1	To display the contact entries in a columnar list, in the Navigation Pane, under Current View, click Phone List.
2	To print the contact entries in the current view format, on the toolbar, click the Print button, and then in the Print dialog box, click OK.
3	To display the contact entries as address cards, in the Navigation Pane, under Current View, click Address Cards.
4	To view the options for printing contacts as address cards, on the toolbar, click the Print button.
5	To change the print style, in the Print dialog box, click twice below the scroll box in the Print style scroll bar, and then click Phone Directory Style.
6	To preview how the contact entries will appear printed in Phone Directory Style, click Preview.
7	To close the Print Preview window without printing, on the Print Preview window toolbar, click the Close button.
8	To select multiple Contacts for printing, in the Contacts folder, click the Mark Hanson contact entry, hold down the CTRL key, and click the Carol Philips contact entry.
9	To begin printing only the two selected contact entries, on the toolbar, click the Print button.
10	To print the selected items in the default Card Style, in the Print dialog box, in the Print range area, click the Only selected items option, and then click OK.