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28 views

Physics

Uploaded by

Prem Lal
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Outlook 2010 - Managing Contacts

Introduction

Contacts view is the central place for all your contacts in Outlook 2010. Maintaining a
detailed contacts list will make sending emails and scheduling meetings much easier.

In this lesson, you'll learn how to add, manage, and organize your contacts. We'll also talk
about how to import contacts.

Contacts view
Outlook 2010 keeps all of your contacts organized in Contacts view. Once you've added
contacts to Outlook, you'll use the same contact information to send emails, schedule
meetings, and assign tasks. Keeping a detailed contacts list can be especially helpful in
the workplace, as you may need to communicate with many different people every day.
The Contacts view interface
 To access Contacts view, locate and select the Contacts
View tab in the lower-left corner of the screen. Contacts
view will appear.

Click the buttons in the interactive below to become more familiar with the Contacts view
interface.
Adding contacts
There are two ways to add contacts:

 You can manually enter information for each of your


contacts.
 You can import existing lists of contacts from other
accounts, such as Gmail. If you already have several contacts
saved with another account, this method can save you a lot of
time and effort.

To add a new contact manually:


1. From Contacts view, locate and select
the New Contact command on the Ribbon.
2. The Contact dialog box will appear.
3. Enter the contact information. At the very
least, you should enter a first and last name, as
well as an email address. However, you can also
enter other information, like phone
numbers, alternate email addresses, and
more.
4. When you are finished filling out the contact
information, click Save & Close.

5. The contact will be added to your contacts list.


To import contacts:
In order to import contacts to Outlook, you must first export those contacts to a file, most
commonly a Comma Separated Value file, also known as CSV. Most email applications will
provide instructions on how to export your existing contacts. Once you've exported your
contacts, you're ready to import them to Outlook.

1. Click the File tab on the Ribbon.

2. Backstage view will appear. Select Open.


3. The Open options will appear. Select Import.

4. The Import and Export Wizard will appear.


Follow the instructions to import contacts into
Outlook.
If you use Gmail, follow these instructions for exporting Gmail contacts.

Doing more with contacts


Once you're familiar with the basics of Contacts view, you can start taking advantage of its
most helpful features with these additional tips.

To send an email to contact groups:


Contact groups are especially convenient for sending messages to a group of people, such as a
specific team in your workplace.

1. Select the desired contact group, then click


the E-mail command on the Ribbon.
2. The Compose window will appear, and the
contact group will be copied into the To: field.
The message will be sent to everyone in the
contact group.

To assign tasks:
If you want to use Outlook 2010 to manage projects and tasks, you can assign tasks (also
known as To-Do's) to your contacts. Your contact will receive a notification about the task, and
you'll be notified when the task is completed.
1. Click the desired contact, locate and select
the More command on the Ribbon, then
select Assign Task from the drop-down
window.

2. The Task window will appear. Enter


a subject as you would for an email message,
as well as a due date for the task.
3. When you're finished entering information about
the task, click Send.
To print contacts:
If you need to access your contacts list away from your computer, it's easy to print contacts.

1. Click the File tab on the Ribbon.

2. Backstage view will appear. Locate and


select Print.

3. The Print pane will appear. Choose


your desired layout, including business card,
phone list, and more, then click Print.
Challenge!
1. Navigate to Contacts view.
2. Add a new contact to your contacts list.
3. Create a contacts group.
4. Address a new email message to one of your
contacts.

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