Managing Contact Information

Core Training for Microsoft Outlook 2002

Creating and Editing Contact Information

1	To open the Contacts folder, on the Outlook Bar, click Contacts.
2	To begin creating a new contact, on the Standard toolbar, click the New Contact button.
3	To enter the name of the new contact, in the Contact window in the Full Name box, type John Wood.
4	To specify John's job title, press the TAB key, and in the Job title box, type Sales Associate.
5	To enter the name of John's company, press the TAB key, and in the Company box, type Lakewood Mountains Resort.
6	To enter the business telephone number, click in the Business box, and type 5555551234 and press ENTER.
7	To enter John's address, click in the Address box, type 4567 Main St, press ENTER, and type Shasta, CA 10111.
8	To enter the e-mail address of the contact, click in the E-mail box, and type johnw@lakewoodmountains.com.
9	To save the new contact, at the top of the Contact form, click the Save and Close button.
10	To begin editing a contact, in the Contacts folder, double-click Chris Hill.
11	In the open Contact form, click in the Job title box, and type Sales Director.
12	To create multiple contacts from the same company, click the Actions menu, and then click New Contact from Same Company.
13	In the Contact form, in the Full Name box, type Megan Sherman.
14	To view additional information fields available on the Contact form, click the Details tab.
15	To save and close this contact without entering any additional details, click Save and Close.
16	To close the Chris Hill contact, click Save and Close again.

Viewing a List of Contacts

1	To delete a contact, in the Contacts folder, click Mandy Vance, and on the Standard toolbar, click the Delete button.
2	To restore the deleted contact, on the Folder banner, click the arrow to the right of Contacts.
3	In the drop-down Folder List, click the Deleted Items folder.
4	In the Deleted Items list, click Mandy Vance, hold down the left mouse button, drag this contact to the Contacts button on the Outlook Bar, and release the mouse button.
5	To view your Contacts folder again, on the Outlook Bar, click Contacts.
6	To view additional contact details, click the View menu, point to Current View, and then click Detailed Address Cards.
7	To display contact information in the form of a table, click the View menu, point to Current View, and click Phone List.
8	By default, the contacts are sorted based on the File As column. To sort them based on the Full Name column from A to Z, click the Full Name column heading.
9	To resort the contacts from Z to A, (but still by Full Name), click the Full Name column heading again.
10	To view contact information grouped by company and sorted by the File As column, click the View menu, point to Current View, and click By Company.

Organizing Your Contacts

1	To begin assigning a contact to a category, in the Contacts folder, double-click the Chris Hill contact.
2	At the bottom of the Chris Hill - Contact form, click Categories.
3	To assign this contact to the Business category, in the Categories dialog box, in the Available categories list, click the Business check box, and then click OK.
4	To save the change to this contact, click Save and Close.
5	To assign more than one category to a contact, in the Contacts folder, double-click the Mandy Vance contact.
6	At the bottom of the Mandy Vance - Contact form, click Categories.
7	In the Categories dialog box, in the Available categories list, click the Business and Hot Contacts check boxes, then click OK.
8	To save the changes to this contact, click Save and Close.
9	To view your contacts grouped by category and sorted by the File As column, click the View menu, point to Current View, and then click By Category.
10	To view the contacts in the Business category, click the plus sign (+) to the left of the Business category.
11	To view the contacts in the Hot Contacts category, click the plus sign (+) to the left of the Hot Contacts category.

Tracking Dealings with Contacts

1	To begin linking a journal entry to a contact, on the Outlook Bar, click My Shortcuts, and then click Journal.
2	In the message box asking if you want to turn on Journal tracking, click No.
3	To view the Journal entries for a particular date, click the View menu, point to Go To, and click Go to Date.
4	In the Go to Date dialog box, in the Date box, type 6/2/03, and then click OK.
5	To expand the entries, click the plus sign (+) next to Entry Type: Task.
6	To open a Journal entry, double-click the entry titled Shipped Presentation Materials to Hotel.
7	To link this journal entry to a contact, in the bottom left corner of the Journal Entry form, click Contacts.
8	In the Select Contacts dialog box, in the Items list click Hill, Chris, and then click OK.
9	To save the changes to this Journal entry, click the Save and Close button.
10	To flag a contact for follow up on a task, on the Outlook Bar, click Outlook Shortcuts, and then click Contacts.
11	In the Contacts folder, double-click the contact entry for Chris Hill.
12	On the Chris Hill - Contact form, click the Activities tab.
13	On the Standard toolbar for this contact, click the Follow up (flag) button (fifth button from the left).
14	To specify the date you would like follow up to occur, in the Flag for Follow up dialog box, click the Due by arrow, click June 5, 2003, and then click OK.
15	To save your changes to this contact, on the Standard toolbar of the Chris Hill - Contact form, click Save and Close.
16	Notice that a red follow-up flag appears next to the Chris Hill entry. To update this flag, double-click the Chris Hill contact.
17	To show that Chris Hill's follow up is complete, on the Standard toolbar of the Chris Hill - Contact form, click the Follow up (flag) button.
18	In the Flag for Follow Up dialog box, click the Completed check box, and then click OK.
19	To save your changes, on the Standard toolbar of the Chris Hill - Contact form, click Save and Close.
20	To quickly delete a flag, click the flag next to the Chris Hill entry, and in the drop-down list, click Normal.

Sharing Contact Information via E-Mail

1	To begin sending contact information as a vCard, double-click the entry for Mandy Vance.
2	In the Mandy Vance - Contact form, click the Actions menu, and then click Forward as vCard.
3	To send the message to yourself as a test, in the Forward Message form, in the To box, type jeffp@lakewoodmountains.com, and then click Send.
4	To close the Mandy Vance - Contact window, click the Save and Close button.
5	To view the forwarded message, on the Outlook Bar, click Inbox.
6	To open the message you just sent to yourself, double-click the FW: Mandy Vance message.
7	To view the vCard attachment, double-click the Mandy Vance.vcf vCard.
8	In the Opening Mail Attachment dialog box that asks you whether to open the attachment or save it, click Open it, and then click OK.
9	To save the contact information in your Contacts folder, in the Mandy Vance - Contact window, on the Standard toolbar, click the Save and Close button.
10	In the Duplicate Contact Detected dialog box, click Add this as a new contact anyway, and then click OK.
11	To close the e-mail message, click the File menu, and then click Close.
12	To view the contents of the Contacts folder, on the Outlook Bar, click Contacts.
13	To delete the duplicate contact for Mandy Vance, in the Contacts folder, click the second Mandy Vance contact, and on the Standard toolbar, click the Delete button.
14	To send multiple contact entries in a single e-mail message, on the Standard toolbar, click the arrow next to New, and then click Mail Message.
15	In the new mail message, in the To box, type jeffp@lakewoodmountains.com.
16	To attach two Outlook contacts to this message, on the Standard toolbar, click the Insert arrow (next to the paper clip), and then click Item.
17	In the Insert Item dialog box, in the Look in list, click the Contacts folder.
18	In the Items list, click Evans, John, hold down the CTRL key, click Hill, Chris, release the CTRL key, and click OK.
19	To send the message with the attached Outlook contacts, on the Standard toolbar of the Message form, click Send.

Printing Contacts

1	To begin printing a list of contacts in table style, click the View menu, point to Current View, and click Phone List.
2	On the Standard toolbar, click the Print button.
3	In the Print dialog box, in the Print range box, notice that All rows is selected so that the entire list will be printed, and then click OK.
4	To select an alternative style in which to print this list, click the View menu, point to Current View, and click Address Cards.
5	On the Standard toolbar, click the Print button.
6	In the Print dialog box, in the Print style box, click the scroll box, hold down the left mouse button, drag the scroll box to the bottom of the scroll bar, and release the mouse button.
7	To print contacts as an alphabetized list of phone numbers, click Phone Directory Style.
8	To see how the list will appear when printed, click Preview.
9	To close the Print Preview window without printing, on the Print Preview toolbar, click Close.
10	To select specific entries for printing, in the Contacts folder, click the John Evans contact entry, hold down the CTRL key, click the Mandy Vance entry, and release the CTRL key.
11	On the Standard toolbar, click the Print button.
12	To limit the printed list to the two selected entries, in the Print dialog box, in the Print range box, click Only selected items.
13	Notice that in the Print style box, Card Style is selected. To see what this style looks like, click Preview.
14	To print the page as shown, on the Print Preview toolbar, click Print.
15	In the Print dialog box, click OK.