Managing Contacts - Business and Computer Science

Managing Contacts - Business and Computer Science

CHAPTER

4

Managing Contacts

Performance Objectives

Upon successful completion of Chapter 4, you will be able to:

• Add, edit, and delete contacts

• Add a new contact from an existing contact

• Add a picture of a contact to the Contact window

• Flag contacts for follow-up

• Sort and fi lter contacts

• Apply color categories to contacts

• Find contacts using search tools

• Customize the current view

• Change contact names and fi ling options

• Send email messages from the Contacts folder

• Schedule meetings from the Contacts folder

• Create and use a contact group

Note: Six student data files are required for this chapter.

Before beginning the chapter exercises and assessments, go to www.ParadigmCollege.net/Outlook13 and download the student data files for Chapter 4 to your storage medium.

In Outlook 2013, the Contacts folder is displayed when you tap or click the people icon or text label in the Navigation Bar. The Contacts folder is used to maintain all of the information you need about the individuals or companies with whom you regularly communicate by email, fax, letter, or telephone.

The information you store about an individual can include details such as manager’s name, assistant’s name, spouse’s name, children’s names, birthday, and anniversary. You can also store the contact’s photograph with the contact form so that you can see the individual while looking at his or her name, address, and phone numbers. Outlook provides several methods for viewing contacts by sorting, filtering, and grouping related records.

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Quick Steps

Add a Contact

1. Tap or click New

Contact button in New group on HOME tab.

2. Type data in required fields.

3. Tap or click Save &

Close.

New Contact

Adding Contacts

The Contacts folder is an electronic address book with the names, addresses, telephone numbers, email addresses, and other information for the individuals with whom you communicate. The Contacts folder is like a database, with each contact occupying a record in the folder and each unit of information about an individual within the record, such as a telephone number, being referred to as a field. Approximately 140 fields are available for storing information about a contact, including three different addresses, three different email addresses, and up to 19 contact telephone numbers. This information can be viewed and printed in a variety of formats and orders.

A new contact record is stored in the Contacts folder, which is automatically selected when you open the People feature from the Navigation Bar. The Contacts folder displays in the Folder pane below My Contacts. Additional contacts folders may display below the Contacts folder. For example, a folder for LinkedIn will display below the Contacts folder if your Outlook is connected to that social network.

The default view for the Contacts folder is People view, as shown in Figure 4.1.

The first contact you will add to the Contacts folder in Exercise 1 is shown in

Figure 4.1 with the Reading pane displaying the People card for the selected contact (Ms. Kayla McAllister).

To open the Contact window with the General page displayed, as shown in

Figure 4.2, tap or click the New Contact button in the New group on the HOME tab. The General page displays the most frequently used fields, such as job title, company name, business address, and telephone numbers, as well as email, Web, and instant messaging addresses.

Figure 4.1

People View for Contacts

Tap or click here to connect

Outlook to

Facebook or

LinkedIn and view profiles from your social networks in

People.

Index tabs—Tap or click a tab to scroll to contacts that begin with the letter.

The People card for the selected contact displays in the Reading pane.

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Chapter 4

Figure 4.2

New Contact Window with General Page Displayed

Use buttons in the Show group on the CONTACT tab to display different pages in the Contact window.

Tap or click the list box arrow next to an email, telephone number, or address field to display a list of related fields. Each item with a current entry displays with a check mark. Tap or click the field name with the check mark to display the entry in place of the current entry.

Buttons in the Show group on the CONTACT tab display pages with additional fields for the contact. At the Details page, you can enter details about the contact’s business in the following fields: Department, Office, Profession, Manager’s

name

, and Assistant’s name. If you would like to keep track of personal information about the contact, type entries in the Nickname, Title, Suffix, Spouse/Partner, Birthday, or Anniversary fields. If the contact will be sharing calendar information, enter his or her web address in the Internet Free-Busy field.

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Be mindful of spelling and numeric accuracy while creating a contact record. Contact records are often exported to produce mailing labels.

At the Certificates page, import or export digital IDs that can be used to encrypt mail sent to the contact. Additional fields not shown at the previous pages can be viewed at the All Fields page by selecting a category of fields from the Select

from

drop-down list. The All Contact fields option at the Select from drop-down list shows all of the fields for the active contact in one window.

Consider using the All Fields page to view a subset of related fields. For example, if you have a contact with several phone numbers stored in the contact record, you can view all of the telephone numbers on one page by selecting Phone

number fields

from the Select from drop-down list at the All Fields page.

Tap or click the Save & Close button in the Actions group on the CONTACT tab when you are finished typing information into the contact fields for a new contact. If you are going to add another new contact immediately after saving the current contact, tap or click the Save & New button in the Actions group.

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Use the Notes text box to type any free-form text about a contact that you want to remember.

For example, type the name of his or her favorite restaurant, recent vacation destination, or Twitter handle.

Managing Contacts

125

Exercise

1

ADDING NEW CONTACTS

1. With Outlook open, tap or click the people icon or text label in the Navigation Bar.

2. Add a new record to the Contacts folder by completing the following steps: a. Tap or click the New Contact button in the New group on the HOME tab.

b. With the insertion point positioned in the Full Name text box, type

Ms. Kayla

McAllister

and then tap or press the Tab key. The File as text box automatically displays the name (with the last name first for sorting purposes) when you move to the next field.

c. With the insertion point positioned in the Company text box, type

Worldwide

Enterprises

and then tap or press the Tab key.

d. With the insertion point positioned in the Job title text box, type

Sales Manager

.

e. Tap or click in the E-mail text box in the Internet section, type

[email protected]

, and then tap or press the Tab key. The Display as text box automatically converts the email entry to Kayla McAllister ([email protected]).

f. Tap or click in the Business text box in the Phone numbers section, type

6085554555

, and then tap or press the Tab key. Outlook converts the telephone number to (608) 555-4555.

You can type telephone numbers with or without spaces or hyphens between sections. Note:

A Location Information (or Enter Location) dialog box may appear if Windows does not currently have a country and area code set up for the computer you are using. This dialog box stores information related to where you reside and is required for Outlook’s telephone features to function correctly. Enter the required location information and then tap or click OK. Tap or click OK if the Phone and Modem dialog box appears, showing your area code.

g. If necessary, resize the Contact window to view all of the fields shown at the right.

Tap or click in the Business

Step

2j

Step

2b

Fax

text box in the Phone

numbers

section and then type

6085554556

.

h. Tap or click in the Mobile text box in the Phone numbers section and then type

6085550123

.

i. Tap or click in the Business text box in the Addresses section and then type the following street address, city, state, and zip code as shown:

P. O. Box 99

1453 Airport Road

Middleton, WI 53562

j. Tap or click the Save & Close button in the Actions group on

Step

2f

Step

2i

Step

2c

Step

2d

Step

2e

Step

2g

Step

2h

the CONTACT tab.

3. Examine the contact record added to the Content pane and the People card displayed in the Reading pane by comparing your screen with the one shown in Figure 4.1 on page 124.

4. Add a second record to the Contacts folder using the Check Full Name and Check Address dialog boxes by completing the following steps: a. Double-tap or double-click in a blank area in the Content pane below the selected contact record for Ms. Kayla McAllister. This action opens a new Contact window.

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Chapter 4

b. With the insertion point positioned in the Full

Name

text box, tap or click the Full Name button to open the Check Full Name dialog box.

c. With the insertion point positioned in the Title text box in the Name details section, type

Mr.

and then tap or press the Tab key or tap or click in the First text box.

d. Type

Leslie

in the First text box and then tap or press the Tab key twice or tap or click in the Last text box.

e. Type

Taylor

in the Last text box and then tap or press the Enter key or tap or click OK.

f. Tap or click in the Company text box and then type

Globalware Distributors

.

g. Tap or click in the Job title text box and then type

Sales Representative

.

h. Tap or click in the E-mail text box and then type

[email protected]

.

Step

4b

Step

4c

Step

4d

Step

4e

i. Type the following telephone numbers in the appropriate fields in the Phone numbers section:

Business

6085552199

Business Fax

6085552200

Mobile

6085554975

j. Tap or click the Business button in the Addresses section to open the Check Address dialog box.

k. With the insertion point positioned in the Street

Step

4k

text box in the Address details section, type

4532

Dundas Street West

and then tap or press the

Tab key or tap or click in the City text box.

l. Type

Madison

and then tap or press the Tab key or tap or click in the State/Province text box.

m. Type

WI

and then tap or press the Tab key or tap or click in the ZIP/Postal code text box.

n. Type

53710

and then tap or press the Enter key or

Step

4l

Step

4m

Step

4n

tap or click OK.

o. Tap or click the Save & Close button in the Actions group on the CONTACT tab.

5. Tap or click the Card button in the Current View group on the

HOME tab.

6. Increase the width of the first column of contacts in the

Content pane by sliding the gray vertical line at the right of the first column of contact names until all of the data is visible. If you are using a mouse, point to the gray vertical line until the pointer displays with

Step

5

Step

6

Slide or drag the gray line to increase the column width.

a left-and-right-pointing arrow and then drag right until all data is visible as shown above.

7. Tap or click the FILE tab and tap or click Print. At the Print Backstage view with Card Style selected in the Settings section, tap or click the Print button.

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127

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The Check Address dialog box often appears for international addresses due to differences in zip/postal codes. To save time, type these addresses directly into the Check

Address dialog box.

In Exercise 1, Step 2, you typed text directly into the Full Name and Business text boxes, but in Step 4, you typed text into the individual fields for the name and address using the Check Full Name and Check Address dialog boxes. Outlook separates input into the individual fields based on the text that you type unless the entry is not recognized, in which case the Check Full Name or Check Address dialog box opens automatically. Insert and delete text as required to correct the text in the fields, or tap or click OK to accept the entries as shown.

Outlook automatically recognizes the titles Dr., Miss, Mr., Mrs., Ms., and Prof.

The Check Address dialog box automatically opens when an address has been typed that Outlook does not recognize as containing a valid street, city, state or province, and zip or postal code.

Adding Contacts in the Outlook Web App

Display the contacts list by tapping or clicking the People button at the right end of the Outlook Web App banner. Tap or click the new contact button to type information for a new contact in the Contact window, as shown below.

Tap or click the Add button (plus [+] symbol inside circle) next to a section title to display the related fields for the section or to display a drop-down list with additional fields you can select. Tap or click the SAVE button when finished.

Tap or click here when you are finished.

Tap or click here to display the contacts list.

Tap or click here to open a new Contact window.

Tap or click the Add button to show additional fields or to display a dropdown list of additional fields you can select.

Adding Contacts at Outlook.com

Tap or click the down-pointing arrow next to Outlook in the Menu bar and then tap or click the People button at the drop-down Navigation Bar to display contacts. If you have connected Outlook.com to social media accounts, such as Facebook and LinkedIn,

Outlook.com automatically loads into the contact list records for people with whom you are connected at those websites.

Tap or click the New button in the Menu bar to add a new contact. Type information in the fields, as shown at the right, at the Add new contact page. Tap or click the Save button when finished.

Tap or click the

Add button or down-pointing arrow to show more fields or change a field.

Here is a partial view of the Add new contact page.

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Chapter 4

Editing and Deleting Contacts

Maintaining contact records involves activities such as changing addresses, telephone numbers, and email addresses as individuals move or change companies. It also involves adding information to fields not previously completed and deleting contacts for which you no longer require records in the Contacts folder.

To edit a contact, display the contacts in People view, select the desired name in the Content pane, and then tap or click the Edit Contact button located near the top right of the Reading pane. Edit the data in the fields as required. Use the

Add button (plus symbol inside circle) at the top of a section to show more fields in the People card. For example, tap or click the Add button in the Email section to add a second email address for the contact. Tap or click the Save button when you are finished editing the contact record.

You can also edit a contact by tapping or clicking the link Outlook (Contacts) below View Source in the Reading pane. This action opens the Contact window that you used to add the person to the contacts list. Make the desired changes and tap or click Save & Close in the Actions group on the CONTACT tab when finished.

To delete a contact, tap or click to select the name in the Content pane for the contact that you want to remove and then tap or press the Delete key. You can also tap or click the Delete button in the Delete group on the HOME tab.

Delete

Exercise

2

ADDING AND EDITING CONTACTS

1. With Outlook open and the contacts list active in Card view, add a new contact by completing the following steps: a. Press and hold or right-click in a blank area in the Content pane and then tap or click

New Contact

at the shortcut menu.

b. With the insertion point positioned in the Full Name text box, type

Miss Celia

D’Allario

.

c. Tap or press the Tab key or tap or click in

Step

1h

the Company text box and then type

Eastern

Industries

.

d. Tap or press the Tab key or tap or click in the Job title text box and then type

Regional

Sales Manager

.

e. Tap or click in the E-mail text box and then type

[email protected]

.

f. Type the following telephone numbers in the appropriate text boxes:

Business

6085554968

Business Fax

6085554702

Mobile

6085553795

g. Tap or click in the Address text box and then type the following text:

44 Queen Street

Madison, WI 53562

h. Tap or click Save & Close in the Actions group on the CONTACT tab.

Steps

1b–1g

Quick Steps

Edit a Contact

1. Display contacts in

People view.

2. Tap or click to select name in Content pane.

3. Tap or click Edit

Contact button in

Reading pane.

4. Edit fields as required.

5. Tap or click Save button.

Delete a Contact

1. Tap or click to select name in Content pane.

2. Tap or click Delete button in Delete group on HOME tab.

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129

2. Edit the telephone numbers for Leslie Taylor in the Reading pane in People view by completing the following steps: a. Tap or click the People button in the Current

View group on the HOME tab.

b. Tap or click to select Mr. Leslie Taylor in the

Content pane.

c. If necessary, turn on the Reading pane. Tap or click the Edit Contact button near the top right of the Reading pane (displays as Edit).

d. Tap or click to place the insertion point in the Work text box in the Phone section and then insert and delete text as required to change the telephone number from

(608) 555-2199

to (608) 555-2267.

e. Change the Work Fax telephone number from

(608) 555-2200

to

Step

2d

(608) 555-3311

by completing a step similar to Step 2d.

f. Tap or click the Save button located near the bottom right of the

Reading pane.

3. Change the street address

Step

2e

for Kayla McAllister from

1453 Airport Road

to 18 Forsythia Avenue by completing steps similar to Steps 2b through 2f. Tap or click OK at the Check Address dialog box if it appears after you save the changes to the work address.

4. Tap or click the FILE tab and then tap or click Print.

With Card Style selected in the Settings section of the

Print Backstage view, tap or click the Print button.

Step

2a

Step

2b

Step

2c

Step

2f

Step

3

Editing Contacts in the Outlook Web App

Edit contacts using the same steps you learned in

Exercise 2. To delete a contact, select the contact in the Content pane, tap or click the More actions button in the Reading pane, and tap or click delete at the drop-down list (shown at the right).

More actions button

Editing Contacts at Outlook.com

Edit a contact at Outlook.com by selecting the contact in the contact list and tapping or clicking the Edit button in the Menu bar. Make the desired changes and then tap or click the Save button. Delete a selected contact by tapping or clicking the Delete button in the Menu bar and then tapping or clicking the Delete button in the Delete this contact? message box that appears.

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Chapter 4

Adding New Contacts from Existing Contacts

When you communicate with more than one person from the same company, you can quickly add the second and subsequent records by basing them on the first record. Outlook inserts the company name and address in the Contact window so that you do not have to retype the information. Basing a new record on an existing one not only avoids duplication of effort but also ensures that records are consistent and that typing errors are minimized.

Once one of the contacts has been created for the company, the remaining contacts for the same company can be added by selecting the contact record in the Contact pane, tapping or clicking the New Items button in the New group on the HOME tab, and then tapping or clicking Contact from the Same Company at the drop-down list.

Quick Steps

Add a New Contact from an Existing

Contact

1. Select existing contact in Content pane.

2. Tap or click New Items button in New group on HOME tab.

3. Tap or click Contact

from the Same

Company.

4. Type data as required.

5. Tap or click Save &

Close.

New Items

Exercise

3

ADDING A NEW CONTACT FROM AN EXISTING CONTACT

1. With Outlook open and the contacts list active in People view, add a new contact based on the record of an existing contact by completing the following steps: a. If necessary, tap or click to select Ms. Kayla

McAllister

in the Content pane.

b. Tap or click the New Items button in the

New group on the HOME tab and then tap or click Contact from the Same Company at the

Step

1b

drop-down list.

c. With the insertion point positioned in the

Full Name

text box, type

Mr. Henry Miele

.

Step

1g

d. Tap or click in the Job title text box and then type

Sales

Manager, European Division

.

e. Tap or click in the E-mail text box and then type

[email protected]

.

f. Tap or click in the Mobile text box and then type

6085551884

.

g. Tap or click Save & Close.

2. Print the contacts in Card style.

Step

1c

Step

1d

Step

1e

These fields are already completed based on information in Kayla McAllister’s record.

Step

1f

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131

Details

All Fields

Using the Details and All Fields Pages

Approximately 140 fields are available for storing information about a contact, including four user-defined fields. The Details page in the Contact window, which is shown in Figure 4.3, groups fields related to the contact’s business and personal relationships. The All Fields page provides the ability to view subsets of related fields or all of the contact fields in a table format. Tap or click the Details or

All Fields button in the Show group on the CONTACT tab to change the page displayed in the Contact window.

Figure 4.3

Contact Window with Details Page Displayed

Tap or click the Details button in the Show group to change the page displayed in the Contact window.

Consider adding contacts’ birthdays and/ or anniversaries, because all of these entries will automatically be recorded in your calendar each year as all-day events, prompting you with reminders.

Exercise

4

ADDING INFORMATION IN THE DETAILS AND ALL FIELDS PAGES

1. With Outlook open and the contacts list active in People view, add a new contact with information at the Details page by completing the following steps: a. Tap or click the New Contact button in the New group on the HOME tab.

b. Type the following information in the appropriate text boxes at the General page:

Full Name

Company

Job title

E-mail

Mobile

Business

Dr. Tory Nguyen

Globe Products

Director, Marketing and Sales [email protected]

Business

6085552689

Business Fax

6085552458

6085551598

393 Brentwood Road

Madison, WI 53562

c. Tap or click the Details button in the Show group on the CONTACT tab.

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Chapter 4

d. With the insertion point positioned in the Department text box, type

Marketing

.

e. Tap or click in the Manager’s name text box and then type

Kyle Winston

.

f. Tap or click in the Assistant’s name text box and then type

Dana Gauthier

.

g. Tap or click in the Spouse/Partner text box and then type

Chris Greenbaum

.

2. View all of the contact fields and add the names of the children for the contact by completing the following steps: a. Tap or click the All Fields button in the Show group on the CONTACT tab.

Step

2a

Step

1d

Step

1e

Step

1f

Step

1g

b. Tap or click the Select from list box arrow, slide or scroll down the list box, and then tap or click All

Contact fields

.

c. Slide or scroll down to the bottom of the list box and examine all of the contact fields that are available for storing information about contacts.

d. Slide or scroll up the list box until you

Step

2b

see the field Children. Note: The field

names are in alphabetical order.

e. Tap or click in the column labeled Value beside the field Children to select the

Step

2f

field and position the insertion point inside the dotted text box.

f. Type

Brooke, Justin, Jamie

.

g. Tap or click the FILE tab inside the Contact window and tap or click Print. With Memo

Style

selected in the Settings section of the Print Backstage view, tap or click the Print button.

h. Tap or click Save & Close.

3. Add the birthday information for an existing contact by completing the following steps: a. If necessary, tap or click to select Ms. Kayla McAllister in the Content pane and then tap or click the Edit

Contact button in the Reading pane.

b. Tap or click the Add button next to Birthday.

Step

3b

c. Tap or click in the Birthday text box and type

10/15/1960

.

d. Tap or click the Save button. A reminder will now automatically occur each year in the calendar on Kayla’s birthday.

Step

3c

Step

3d

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133

Add Contact Picture

Quick Steps

Add a Picture to a

Contact Record

1. Open Contact window.

2. Tap or click Add

Contact Picture box.

3. Navigate to drive and/or folder.

4. Double-tap or doubleclick image file name.

5. Tap or click Save &

Close.

Adding Pictures to Contacts

Tap or click the Add Contact Picture box located within the Contact window to add a photograph of the individual. You can also tap or click the Picture button in the Options group on the CONTACT tab and then tap or click Add Picture at the drop-down list. At the Add Contact Picture dialog box, navigate to the drive and/or folder where the image file is stored and then double-tap or double-click the file name. Outlook recognizes standard graphics file formats, such as .gif, .jpeg,

.jpg

, and .bmp. It also resizes the image to fit within the picture box, maintaining the aspect ratio so the image does not become distorted.

Figure 4.4 shows Kayla McAllister’s Contact window with a picture of her in the Add Contact Picture box. (You will add this picture in Exercise 5.) If you need to change or remove a picture, open the Contact window for the individual, tap or click the Picture button in the Options group on the CONTACT tab, and choose

Change Picture

or Remove Picture at the Picture button drop-down list.

Figure 4.4

Picture Added to Contact Window

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Picture images show next to contact names in the Content pane in People view and in

Business Card view.

The photo appears in the Add Contact Picture box.

You will add Kayla McAllister’s picture here in Exercise 5.

Exercise

5

ADDING PICTURES TO CONTACTS

Note: Before completing this exercise, make sure you have copied the student data files for

Chapter 4 from the Internet Resource Center (www.ParadigmCollege.net/Outlook13) to your storage medium.

1. With Outlook open and the contacts list active in People view, add a picture to Kayla

McAllister’s contact record by completing the following steps: a. If necessary, tap or click to select Ms. Kayla McAllister in the

Content pane.

b. Tap or click the link Outlook (Contacts) in the View Source section of the Reading pane. This action opens the Contact window for the active contact.

c. Tap or click the Add Contact Picture box.

d. At the Add Contact Picture dialog box, navigate to the drive and/or folder containing the student data files.

e. Double-tap or double-click KaylaMcAllister.jpg.

f. Tap or click Save & Close.

Step

1c

Step

1b

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Chapter 4

2. Add the following pictures to the contacts noted by completing steps similar to those in Steps 1a through 1f:

Miss Celia D’Allario

CeliaDAllario.jpg

Mr. Henry Miele

Dr. Tory Nguyen

Mr. Leslie Taylor

HenryMiele.jpg

ToryNguyen.jpg

LeslieTaylor.jpg

3. Tap or click the Business Card button in the Current View group on the HOME tab.

In Business Card view, pictures are displayed in miniature business cards for those contacts that have a picture attached to the record.

Step

2

Step

3

Your display may show all records in a single row depending on the size of your screen.

Flagging a Contact for Follow-up

You can set a reminder to follow up on an outstanding issue with a contact by flagging the contact’s record. To do this, select the contact record that you want to mark with a flag, tap or click the Follow Up button in the Tags group on the

HOME tab, and then tap or click the desired follow-up option at the drop-down list. Figure 4.5 displays the predefined follow-up flags.

If none of these flags suits your needs, tap or click Custom to open the Custom dialog box. Tap or click the Flag to list box arrow in the dialog box and then tap or click the type of flag that you want to set. To enter a Start date or a Due date, type the date in the required text box or tap or click the list box arrow to select a date from a drop-down calendar. Reminders for flags can also be set at the Custom dialog box.

Follow Up

Quick Steps

Flag a Contact for

Follow-up

1. Select record in

Content pane.

2. Tap or click Follow Up button in Tags group on HOME tab.

3. Tap or click desired flag.

Figure 4.5

Follow-up Flags

This is the

Follow Up dropdown list for an account that is

not set up as a

POP3 account.

This is the

Follow Up drop-down list for POP3 and

Exchange Server accounts.

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135

Exercise

6

FLAGGING CONTACTS FOR FOLLOW-UP

1. With Outlook open and the contacts list active in Business Card view, attach a followup flag to a contact record that will remind you to schedule a meeting by completing the following steps: a. Tap or click to select the business card for Ms. Kayla McAllister.

b. Tap or click the Follow Up button in the Tags group on the HOME tab and then tap or click Custom at the drop-down list.

c. At the Custom dialog box, tap or click the Flag to list box arrow and then tap or click

Arrange Meeting

.

d. Select the current date in the Due date text box, type

one week from today

, and then tap or press the Enter key or tap or click OK. Outlook allows all dates to be entered using natural language phrases. The Due date will be set to one week from the current date.

Step

1c

The start date in your Custom dialog box will vary depending on your current date.

Step

1d

2. Tap or click the Card button in the Current View group on the HOME tab. Look at the Follow Up Flag information that appears in the card below the name banner for Kayla McAllister. Outlook also adds an

Step

2

item to the task list in the Tasks folder.

3. Tap or click the People button in the Current View group, tap or click to select Ms. Kayla

McAllister,

tap or click the link Outlook (Contacts) in the View Source section of the Reading pane, and then view the Follow Up Flag message inside the Contact window.

Step

3

The Follow Up Flag message appears at the top of the Contact window.

The dates in your message will vary depending on your current date.

4. Close the Contact window.

5. Add a follow-up flag to the contact record for

Dr. Tory Nguyen by completing the following steps: a. Press and hold or right-click Dr. Tory

Nguyen

in the Content pane.

b. Tap or point to Follow Up and then tap or click This Week at the shortcut menu.

6. Change the current view to Card view and then print the contacts in Card style.

Step

5a

Step

5b

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Chapter 4

Once the follow-up activity has been completed, remove the flag by selecting the contact in the Content pane, tapping or clicking the Follow Up button, and then tapping or clicking Clear Flag at the drop-down list. Exchange Server users and users that have Outlook set up with a POP3 account can choose the Mark Complete option at the Follow Up drop-down list as an alternative method to note the activity has been finished. By choosing Mark Complete, you leave the follow-up flag in place in the contact record along with the date the follow-up activity was marked complete.

Use this method if retaining the activity details is important to you.

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In Card view, the data for a contact in which a follow-up fl ag due date has passed without the fl ag being cleared or marked complete displays in red.

Sorting Contacts

Contacts are displayed in the Content pane alphabetically in ascending order by the File As field, which defaults to the contact’s last name followed by his or her first name. In the Sort dialog box, shown in Figure 4.6, you can specify up to four fields by which to sort the contacts list.

The drop-down list of fields for Sort items by and Then by defaults to Frequently-

used fields

. Tap or click the Select available fields from list box arrow to change to any of the subsets of related fields or all of the contact fields.

To begin a sort, tap or click the VIEW tab, tap or click the View Settings button in the Current View group, and then tap or click the Sort button in the

Advanced View Settings: Card dialog box. The Sort dialog box opens, which is where you define the sort criteria.

Figure 4.6

Sort Dialog Box

View Settings

Quick Steps

Sort Contacts

1. Tap or click VIEW tab.

2. Tap or click View

Settings button in

Current View group.

3. Tap or click Sort button.

4. Define sort fields.

5. Tap or click OK twice.

Exercise

7

SORTING CONTACTS

1. With Outlook open and the contacts list active in Card view, sort the contacts list by company name and then by last name within each company by completing the following steps: a. Tap or click the VIEW tab and tap or click the View

Settings button in the Current View group.

b. Tap or click the Sort button in the Advanced View

Settings: Card dialog box.

Step

1a

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137

c. Tap or click the Sort items by list box arrow, slide or scroll up the list box, and then tap or click Company. The default sort order is Ascending.

d. Tap or click the first Then by list box arrow, slide or scroll down the list box, and then tap or click Last Name. The default sort order is Ascending.

e. Tap or click OK to close the Sort dialog box.

Step

1c

Step

1d

Step

1e

f. At the Microsoft Outlook message box informing you that the field Last Name is not shown in the view and asking if you want to show it, tap or click No. You do not need to display the Last Name field because the banner for each card displays the File As field, which includes the last name.

Step

1f

g. With the current sort settings displayed next to the Sort button in the

Advanced View Settings: Card dialog box, tap or click OK.

h. Examine the order of the records in the Content pane. If necessary, slide or scroll in the Content pane to view all of the contact records.

Step

1g

2. Add a new contact that is based on an existing contact by completing the following steps: a. Tap or click to select the card for Dr. Tory Nguyen.

b. Tap or click the HOME tab, tap or click the New Items button in the New group, and then tap or click Contact from the Same Company.

c. Type the following information in the appropriate text boxes:

Full Name

Mr. Luis Phillips

Job title

E-mail

Sales Manager [email protected]

Mobile

6085553884

d. Replace the picture of Tory Nguyen with the correct image by completing the following steps:

1) Tap or click the Picture button in the Options group on the CONTACT tab.

2) Tap or click Change Picture at the drop-down list.

3) If necessary, navigate to the drive and/or folder containing the student data files.

4) Double-tap or double-click LuisPhillips.jpg.

This is the business card for the new contact added in Step 2 from inside the

Contact window.

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e. Tap or click Save & Close. Notice that the new record is inserted in the list maintaining the current order of sorting first by company and then by last name within the company.

3. Print the contacts in Card style.

4. Restore the sort order to the default setting by completing the following steps: a. Tap or click the VIEW tab.

b. Tap or click the Reset View button in the Current View

Step

4a

group.

c. Tap or click Yes at the Microsoft

Outlook message asking if you want to reset the Card view to the original settings.

Step

4b

Step

4c

d. Slide or drag the gray, vertical bar at the right of the first column to widen the column widths until all of the data within each card is entirely visible.

Sorting Contacts in the Outlook Web App

Contacts are initially arranged in the Content pane sorted by first name in ascending order. Tap or click the BY FIRST NAME button at the top right of the

Content pane to change the sort order to last name

(shown at the right). Choose company, home city, work

city

, or recently added from the sort order drop-down list to group and sort contacts by company name, city, or time period. Change the order in which names are displayed (first, then last) using the

display name order

option.

The label of the BY FIRST NAME button at the top right of the Content pane changes to reflect the current sort and/or group order.

Sorting Contacts at Outlook.com

Contacts display sorted by first name. Names are shown with the contact’s first name followed by his or her last name. To change the sort order to last name, tap or click the Settings button (gear icon) and choose Last name in the Sort order section of the dropdown list (shown at the right). Change the name order from

First Last

to Last, First in the Display order section of the Settings button drop-down list.

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139

Quick Steps

Filter Contacts

1. Tap or click VIEW tab.

2. Tap or click View

Settings button in

Current View group.

3. Tap or click Filter button.

4. Define filter criterion.

5. Tap or click OK twice.

Filtering Contacts

A filtered contacts list is a subset of contact records that has been selected based on a criterion specified in the Filter dialog box. Records that do not meet the condition are temporarily removed from the contacts list. The message FILTER

APPLIED

appears in the Status bar next to the total number of records (labeled

Items

) to indicate that not all of the records are currently displayed.

To specify the condition upon which to display records, tap or click the VIEW tab and tap or click the View Settings button in the Current View group. Tap or click the Filter button in the Advanced View Settings: Card dialog box and then specify which records to display in the Filter dialog box with the Contacts tab selected, as shown in Figure 4.7.

View and print the filtered list as necessary and then restore all records by completing the following steps:

1. Tap or click the VIEW tab.

2. Tap or click the View Settings button.

3. Tap or click the Filter button.

4. Tap or click the Clear All button in the Filter dialog box.

5. Tap or click OK twice.

Figure 4.7

Filter Dialog Box with Contacts Tab Selected

Type the criterion by which contacts should be filtered here.

Choose the contact field in which the criterion resides here.

Exercise

8

FILTERING CONTACTS

1. With Outlook open and the contacts list active in Card view, filter the contacts list to display only those records for Globe Products by completing the following steps: a. Tap or click the View Settings button in the Current View group on the VIEW tab.

b. Tap or click the Filter button in the Advanced View Settings: Card dialog box.

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c. At the Filter dialog box with the Contacts tab selected and the insertion point positioned in the Search for the word(s) text box, type

Globe Products

.

d. Tap or click the In list box arrow and tap or click company field only at the drop-down list.

e. Tap or click OK to close the Filter dialog box.

Step

1e

f. With the current filter settings displayed next to the Filter button in the Advanced View Settings: Card dialog box, tap or click OK. Only two records are displayed in the

Content pane and the message FILTER

APPLIED

displays at the left edge of the Status bar.

2. Print the filtered list in Phone Directory style by completing the following steps: a. Tap or click the FILE tab and tap or click Print.

b. Tap or click Phone Directory Style in the

Settings

section of the Print Backstage view.

c. Tap or click the Print button.

3. Restore the Content pane to display all contacts by completing the following steps: a. Tap or click the View Settings button.

b. Tap or click the Filter button in the

Advanced View Settings: Card dialog box.

c. Tap or click the Clear All button in the

Filter dialog box.

d. Tap or click OK twice.

Filtering Contacts at Outlook.com

Contacts from connected social media accounts, such as

Facebook and LinkedIn, are automatically added to the contact list. You can filter some or all of your social media contacts. To do this, tap or click the Settings button (gear icon) and then, at the drop-down list, tap or click the social media account for which you do not want contacts shown.

A check mark next to a filter option means that the contact list includes those contacts (shown at the right). Tapping or clicking the option turns on or off the filter. To permanently turn on or off social media connections, use the links (shown below) at the top right of the screen below the Menu bar.

Step

3c

Step

1c

Step

1d

Step

1f

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141

Categorize

Quick Steps

Assign a Color

Category to a Contact

1. Select contact in

Content pane.

2. Tap or click Categorize button in Tags group on HOME tab.

3. Tap or click desired color category.

Applying Color Categories to Contacts

The same six color categories that can be applied to messages and appointments can be applied to contacts. The various methods you learned to apply a color category and rename a color category for messages and appointments can be used to categorize contacts.

In Card view, the category applied to a contact displays at the bottom of the address card. You can also display the contacts list in table format using the List

view

option and then group the contacts by color category. To do this, tap or click the List button in the Current View group on the HOME tab. You can also change to List view using the List option at the Change View button in the Current View group on the VIEW tab. List view displays the contacts in table format with the column headings for FULL NAME, JOB TITLE, COMPANY, and so on. Next, tap or click the Categories button in the Arrangement group on the VIEW tab to group the contacts by color categories.

Exercise

9

RENAMING A COLOR CATEGORY, APPLYING COLOR CATEGORIES TO CONTACTS,

AND VIEWING CONTACTS BY CATEGORY

1. With Outlook open and the contacts list active in Card view, rename a color category and apply a color category to a contact by completing the following steps: a. Select the card for Miss Celia

D’Allario.

b. Tap or click the HOME tab.

c. Tap or click the Categorize button in the Tags group and then tap or click All Categories at the drop-

Steps

1d–1f

down list.

d. At the Color Categories dialog box, tap or click to insert a check mark in the Yellow Category check box.

e. Tap or click the Rename button.

f. Type

Association Member

and tap or press the Enter key.

g. Tap or click OK.

2. Look at the bottom of the card for Miss Celia D’Allario.

Notice that Outlook added a new line to the bottom of the card with the category name you created in Step 1.

3. Press and hold or right-click the card for Mr. Luis

Phillips, tap or point to Categorize, and then tap or click

Association Member

at the shortcut menu.

4. Assign the Association Member color category to Dr. Tory Nguyen.

5. Display the contacts grouped by color category in table format by completing the

Step

1g

Step

2

following steps: a. Tap or click the VIEW tab, tap or click the Change View button in the Current View group, and then tap or click List at the drop-down list. This view displays the contacts in table format grouped by company name.

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b. Tap or click the Categories button in the Arrangement group option box on the VIEW tab. The contacts are grouped according to the categories to which they were assigned in an expanded list, as shown below.

Step

5b

6. Print the contacts in Table style.

Exercise

10

APPLYING A COLOR CATEGORY WHILE CREATING A CONTACT

1. With Outlook open and the contacts list active in List view, apply a color category while adding a new contact by completing the following steps: a. Tap or click to select the miniaturized business card in the first column of the table next to Mr. Leslie Taylor. This action selects the record.

b. Tap or click the HOME tab, tap or click the New Items button in the New group, and then tap or click Contact from the Same Company.

c. Type the following information in the appropriate text boxes:

Full Name

Ms. Leigh Avaire

Job title

E-mail

District Sales Manager [email protected]

Mobile

6085551158

d. Tap or click the Picture button in the Options group on the CONTACT tab and tap or click Remove Picture at the drop-down list.

e. Tap or click the Categorize button in the

Tags group on the CONTACT tab and tap or click Association Member at the dropdown list. Notice that Outlook displays the color category assigned to the contact in the information bar along the top of the

Contact window below the ribbon.

f. Tap or click Save & Close. Notice that

Outlook automatically adds the new contact to the bottom of the Association

Member color category in the table.

2. Print the contacts in Table style.

Step

1e

Leslie Taylor’s picture was removed in Step 1d.

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143

Exercise

11

FILTERING A CONTACT LIST BY CATEGORY

1. With Outlook open and the contacts list active in List view, filter the contacts list to produce a list of only those contacts in the Association Member category by completing the following steps: a. Tap or click the VIEW tab and then tap or click the View Settings button in the

Current View group.

b. Tap or click the Filter button in the Advanced View Settings: List dialog box.

c. Tap or click the More Choices tab in the Filter dialog box.

d. Tap or click the Categories button.

e. At the Color Categories dialog box, tap or click to insert a check mark in the Association

Member

check box and then tap or click OK.

f. Tap or click OK to close the Filter dialog box and then tap or click OK to close the

Advanced View Settings: List dialog box. Only four records are displayed in the Content pane, as shown below. The message FILTER APPLIED appears at the left end of the

Status bar.

Step

1c

Steps

1d–1e

Step

1f

Contacts are filtered by

Association

Member color category in

Step 1.

2. Print the filtered list in Table style.

3. Restore the Content pane to display all contacts by completing the following steps: a. Tap or click the Reset View button in the Current View group on the VIEW tab.

b. At the Microsoft Outlook message box asking if you are sure you want to reset the List view to its original settings, tap or click Yes.

4. Tap or click the Change View button and then tap or click Card at the drop-down list.

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Finding a Contact

When a Contacts folder contains a lot of records, browsing through the folder to find a contact record can be time consuming. Outlook provides three tools to assist with locating a record quickly:

• The Search People box in the Find group on the HOME tab

• The Search Contacts box located at the top right of the Content pane

• The Advanced Find dialog box

In addition to the three tools listed above, the letter tabs (called the alphabet

index

) along the left side of the Content pane in the Card, Business Card, and

People views can be used to move to the first record that begins with the letter.

For example, to move the selected record to the first contact whose last name begins with w, tap or click the w letter tab in the alphabet index.

Using the Search People Box

To find a contact record quickly, tap or click in the Search People box in the Find group on the HOME tab (currently displays Search People), type the name of the individual whose record you want to see, and then tap or press the Enter key.

Outlook can locate records based on a partial entry (such as Joe Sm), a first name only, a last name only, an email alias, or a company name. The Search People box cannot be used to find people based on a telephone number or address. For these types of searches, use the Search Contacts box, which is described in the next section.

Search People

Quick Steps

Find a Contact Using the Search People

Box

1. Tap or click in Search

People box.

2. Type name or partial name.

Exercise

12

1. With Outlook open and the contacts list active in Card view, locate and select records using the alphabet index tabs by completing the following steps: a. Tap or click the t letter tab along the left edge of the Content pane.

The screen scrolls right if necessary and the card for Leslie Taylor is selected.

b. Tap or click the a letter tab. The screen scrolls left if necessary and the card for Leigh Avaire is selected.

c. Tap or click the m letter tab. The card for Kayla McAllister is selected.

2. Locate and view records using the

Search People

box by completing the following steps: a. Tap or click the HOME tab.

b. Tap or click inside the Search

People

box in the Find group and then type

leslie

. Outlook

Step

1a

Step

1b

Step

2b

Step

2c

displays the search results immediately as it begins locating records that match your search text.

c. Tap or click Mr. Leslie Taylor in the search results drop-down list. Review the information in the Contact window that opens and then close the window by tapping or clicking the

Close button (displays as ×) at the top right corner of the window.

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145

d. Tap or click inside the Search People box and then type

worldwide

. You can locate contacts by name or by company name.

e. Tap or click Ms. Kayla McAllister in the search results list to open her

Contact window.

f. Review the information in the

Contact window for Kayla McAllister and then close the Contact window.

Step

2d

Step

2e

Quick Steps

Find a Contact Using the Search Contacts

Box

1. Tap or click in Search

Contacts box.

2. Type name, partial name, or other search text.

3. Refine search as needed.

4. Tap or click Close

Search button.

Recent Searches

Using the Search Contacts Box

The Search Contacts box, with the dimmed text Search Contacts (Ctrl+E), is located at the top right of the Content pane. To find a contact in the current Contacts folder, tap or click in the box and start typing the name by which you want to search the folder. As soon as you begin typing, Outlook begins filtering the

Content pane to include only those records that match your search text. Continue typing the name until the list is filtered to the contact(s) for whom you are looking.

The SEARCH TOOLS SEARCH tab, shown in Figure 4.8, displays when you type an entry in the Search Contacts box. Use buttons in the Scope group to change the target folders for the search. Notice that the current folder is automatically the target for the current search word. Use buttons in the Refine group to narrow the search results to a specific color category, telephone number, address, or other contact field property.

The Recent Searches button in the Options group displays a history of your recent search requests. To repeat a search, tap or click the search word or phrase in the Recent Searches button drop-down list. Tap or click the Search Tools button in the Options group to display the indexing status of your Outlook items, to change the location in which to search (search in a different email account), to open the

Advanced Find dialog box, or to modify search options at the Outlook Options dialog box.

Figure 4.8

SEARCH TOOLS SEARCH Tab for Contacts

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Chapter 4

Exercise

13

LOCATING CONTACTS USING THE SEARCH CONTACTS BOX

1. With Outlook open and the contacts list active in Card view, locate records for contacts from Globe Products using the Search Contacts box by completing the following steps: a. Tap or click in the Search Contacts box that displays Search Contacts (Ctrl+E), located at the top right of the Content pane, and then type

globe

.

b. Outlook displays the records for the two contacts that meet the search criterion—Dr.

Tory Nguyen and Mr. Luis Phillips—as shown below.

2. Tap or click the Close Search button in the Close group on the SEARCH TOOLS

SEARCH tab or at the right of the Search Contacts box (displays as ×). All contact records are restored to the Content pane.

Step

2

Steps

1a–1b

3. Conduct another search to locate the records of sale manager contacts that are association members by completing the following steps: a. Tap or click in the Search Contacts box and type

sales manager

. Outlook filters the

Content pane to show five contacts that have Sales Manager in the Job Title field.

b. Tap or click the

Categorized button in the

Refine group on

Step

3b

the SEARCH

TOOLS SEARCH tab and then tap or click Association

Member

at the drop-down list.

Notice that the contacts are filtered again and that three contacts remain.

4. Tap or click the

Close Search button.

Step

3a

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147

Quick Steps

Locate a Contact

Using the Advanced

Find Dialog Box

1. Tap or click in or type search word in Search

Contacts box.

2. Tap or click Search

Tools button in Options group on SEARCH

TOOLS SEARCH tab.

3. Tap or click Advanced

Find.

4. Enter search criterion.

5. Tap or click Find Now button.

6. Close dialog box when finished.

7. If necessary, tap or click Close Search button.

Using the Advanced Find Dialog Box

If you cannot locate a record using the Search People or Search Contacts box, consider opening the Advanced Find dialog box, shown in Figure 4.9. Tap or click in or type a search word in the Search Contacts box to begin a search using the

Advanced Find feature. When the contacts are filtered in the Content pane, tap or click the Search Tools button in the Options group on the SEARCH TOOLS

SEARCH tab and then tap or click Advanced Find at the drop-down list. The

Contacts tab that is active when the dialog box opens contains options to locate records by typing a word that exists within the record, such as a name, telephone number, or email name; to search within a set of related fields, such as address fields; and to restrict the search to records created or modified within a specific timeframe.

Tap or click the Advanced tab to enter a conditional statement for a field to use as the criterion on which to locate contact records. For example, at the

Advanced tab, you could create a conditional statement to locate a record for a contact based on the name of a child you know exists in the contact record.

Tap or click the Find Now button to begin the search using the Advanced

Find parameters. Outlook displays contacts that meet the search specifications at the bottom of the dialog box. Double-tap or double-click the contact name in the search results list to open the contact record. Tap or click the Close button in the

Advanced Find dialog box title bar when you are finished searching and viewing contacts. If necessary, tap or click the Close Search button in the SEARCH

TOOLS SEARCH tab to restore the full list of contacts.

Figure 4.9

Advanced Find Dialog Box

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Chapter 4

Finding a Contact in the Outlook Web App

Tap or click in the search box located at the top of the Content pane (shown at the right), type the name of a contact you want to find, and tap or press the

Enter key or tap or click the search button (displays as a magnifying glass).

Type the name of the contact to find here.

Finding a Contact at Outlook.com

A search box is at the top of the contact list

(shown at the right). Tap or click in the box, type the name of the contact whose record you want to view and tap or press the

Enter key or tap or click the search button

(displays as a magnifying glass). Select the desired contact from the search results list to view the contact record.

Select and delete the entry in the search box to restore the full list of contacts.

Type the name of the contact to find here.

Customizing the Current View

You can change the current view using a button in the Current View group on the HOME tab or by choosing a view at the drop-down list from the Change

View button in the Current View group on the VIEW tab. For each view, Outlook displays contact information using predefined view settings. You can customize each view to suit your own preferences by adding and/or removing contact fields.

With contacts displayed in a table format, as in List view or Phone view, you can customize the view by adding or removing columns. Additional contact fields can be added by displaying the shortcut menu from a column heading and then tapping or clicking Field Chooser to display the Field Chooser dialog box containing a list of contact fields in the Field Chooser list box. Slide or drag a field name from the Field Chooser list box to the column header row in the Content pane, releasing the mouse or your finger with the new field positioned at the desired location for inserting the new column. Remove a column from the view by displaying the shortcut menu on the column to be removed and then selecting Remove This

Column

at the shortcut menu.

Exercise

14

ADDING AND REMOVING FIELDS IN THE CURRENT VIEW

1. With Outlook open and the contacts list active in Card view, change the current view to

Phone view and delete columns from the view by completing the following steps: a. Tap or click the Phone button in the Current View group on the HOME tab.

Step

1a

b. Notice that the HOME PHONE column in the view contains no information. If necessary, slide or scroll right to view the column in the Content pane.

c. Press and hold or right-click the HOME PHONE column heading and tap or click Remove This Column at the shortcut menu.

Step

1c

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149

d. Remove the following columns from the current view by completing a step similar to

Step 1c:

FILE AS

COUNTRY/REGION

JOURNAL

CATEGORIES

2. Double-tap or double-click the right column boundary for the

COMPANY

column to expand the width of the column to the

Step

2

length of the longest entry.

3. Add a field to the current view by completing the following steps: a. Press and hold or right-click any column heading to display the shortcut menu and then tap or click Field Chooser. The Field Chooser dialog box appears with the field set

Frequently-used fields

displaying in the Field Chooser list box.

b. Slide or scroll down the

Field Chooser

list box until you see the field Job Title

Step

3c

and then slide or drag the field button from the list box to the column header row between COMPANY and BUSINESS PHONE.

A red arrow appears in the column header row, indicating where the new

Step

3b

field will be placed.

c. Tap or click the Close button on the Field

Chooser dialog box.

d. Double-tap or double-click the right column boundary for the JOB TITLE column to expand the column width to the length of the longest entry.

4. Print the contacts in Table style.

5. Change the current view to Card view.

You can also customize Card or Business Card view by adding and/or removing fields shown for each contact in the Content pane. Tap or click the VIEW tab and then tap or click the View Settings button. At the Advanced View Settings: Card or Advanced View Settings: Business Card dialog box, tap or click the Columns button to open the Show Columns dialog box, shown in Figure 4.10.

Tap or click a field name in the Available columns list box and then tap or click the Add button to add a field to the current view. To remove a field, tap or click to select the field name in the Show these columns in this order list box and then tap or click the Remove button. To change the order in which the fields appear, tap or click to select the field name you want to reorder in the Show these columns in

this order

list box and then tap or click the Move Up or Move Down button as required. Tap or click OK when you are finished customizing the view and then tap or click OK to close the Advanced View Settings dialog box.

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Chapter 4

Figure 4.10

Show Columns Dialog Box

Changing Contact Names and Filing Options

Open the Outlook Options dialog box with the People pane active, as shown in

Figure 4.11, to change options for working with contacts by tapping or clicking the FILE tab, tapping or clicking Options, and then tapping or clicking People in the left pane of the Outlook Options dialog box. The default order that Outlook uses to interpret the name that is being typed in the Full Name text box is first name followed by middle name and then last name. Tap or click the Default

"Full Name" order

list box arrow to change this option to Last First or First Last1 Last2.

Quick Steps

Change Contact

Options

1. Tap or click FILE tab.

2. Tap or click Options.

3. Tap or click People in left pane.

4. Change settings as required.

5. Tap or click OK.

Figure 4.11

Outlook Options Dialog Box with People Selected

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151

T I P

If you choose not to have Outlook check for duplicate contacts, all new records are added without prompts even when duplicate records exist.

The list box allows you to choose the field(s) that

Outlook uses to organize contact records. The File As setting is the default sort order for records displayed in the Content pane. Tap or click the Default "File As"

order

list box arrow to change from the default setting to First Last, Company, Last,

First

, (Company), or Company (Last, First).

If you do not want Outlook to prompt you when adding a new record with a name that is the same as in a record that already exists in the folder, clear the

Check for duplicates when saving new contacts

check box. When this option is checked,

Outlook displays a Duplicate Contact Detected dialog box when a record is added with a name that already exists in another record. You have the option of adding the new contact record anyway or updating the information in the current record.

Email

Quick Steps

Send an Email

Message to a Contact

1. Select contact or open

Contact window.

2. Tap or click Email button in Reading pane or in Communicate group on HOME tab or CONTACT tab.

3. Type subject and message text.

4. Tap or click Send.

Sending Email Messages to Contacts

You can create an email message to a contact without leaving the Contacts folder and displaying the Inbox. To do this, select the contact record for the person to whom you want to send an email and then perform one of the following actions:

• Tap or click the Email button in the Reading pane (People view) or in the

Communicate group on the HOME tab (Card or Business Card view).

• Press and hold or right-click the desired contact’s card, tap or point to

Create

, and then tap or click E-mail.

• Open the Contact window for the individual and then tap or click the

Email button in the Communicate group on the CONTACT tab.

Exercise

15

SENDING AN EMAIL MESSAGE TO A CONTACT

1. With Outlook open and the contacts list active in Card view, send an email message to a contact by completing the following steps:

Select the card for Mr. Leslie Taylor.

b. Tap or click the Email button in the Communicate group on

Step

1b

the HOME tab. A message window opens with the email address for Leslie Taylor already entered in the To text box.

c. With the insertion point positioned in the Subject text box, type

New products

.

d. Type the following text in the message editing window and add your name a double space below the closing.

Leslie,

I would like to arrange a meeting with you sometime next week to review the new products. Please let me know a day and time that work best for you.

Regards,

e. Tap or click Send.

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Chapter 4

Step

1e

Step

1d

Step

1c

2. View and print the message by completing the following steps: a. Switch to Mail and display the Sent Items folder in the Content pane.

b. Double-tap or double-click the message header for the message created in Step 1. c. Print the message and then close the message window.

3. Switch back to People and the contacts list in Card view. Note: You will eventually receive

an undeliverable message in your Inbox stating that the message was not delivered because the email address for Leslie Taylor is fictitious.

Sending Email Messages to Contacts at Outlook.com

Select a contact in the contact list and tap or click the email address in the Reading pane. Outlook.com automatically switches to Mail and opens a message window addressed to the contact.

Scheduling Meetings with Contacts

You can schedule a meeting with a contact without leaving the Contacts folder. If you already know that you are available on the required day and time, you do not need to display your calendar to complete the scheduling. Select the contact and complete one of the following actions:

• Tap or click the Meeting button in the Communicate group on the HOME tab.

• Press and hold or right-click the desired contact’s card, tap or point to

Create

, and then tap or click Meeting.

• Open the Contact window for the individual and then tap or click the

Meeting button in the Communicate group on the CONTACT tab.

Meeting

Quick Steps

Schedule a Meeting with a Contact

1. Select contact or open

Contact window.

2. Tap or click

Meeting button in

Communicate group on HOME tab or

CONTACT tab.

3. Enter meeting details.

4. Tap or click Send.

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153

Exercise

16

SCHEDULING A MEETING FROM THE CONTACTS FOLDER

1. With Outlook open and the contacts list active in Card view, schedule a meeting with a contact by completing the following steps: a. If necessary, select the card for Mr. Leslie Taylor.

b. Tap or click the Meeting button in the Communicate group

Step

1b

on the HOME tab. A meeting window opens with the contact’s name automatically entered in the To text box.

c. With the insertion point positioned in the Subject text box, type

New products review meeting

.

d. Tap or click in the Location text box and type

Globalware Distributor’s office

.

e. Select the current date in the Start time day text box and then type

one week from today

.

f. Select the current time in the Start time time text box and then type

noon

.

g. In the End time time text box, select 1:30 PM (1.5 hours).

h. Tap or click Send.

Step

1h

Step

1c

Step

1d

Step

1f

Your dates will vary.

Step

1g

2. Switch to Mail and display the Sent Items folder in the Content pane. Double-tap or doubleclick the message header for the meeting invitation message sent to Leslie Taylor in Step 1, print the message, and then close the message window.

3. Switch back to People and the contacts list in Card view. Note: You will eventually receive a

second undeliverable mail message stating that the message was not delivered.

Sending Email Messages and Scheduling Meetings with Contacts in the Outlook Web App

Select a contact in the Content pane and use the Send mail or

Schedule meeting button (shown at the right) in the Reading pane to send a message or schedule a meeting without leaving the Contacts folder.

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Chapter 4

Creating a Contact Group

If you frequently send email messages to the same group of people, consider creating a contact group to enable you to create and send the messages more quickly. This feature is sometimes referred to as a distribution list. A contact group is a name associated with a group of contact records. For example, if you send a weekly status message to members of a project team you could create a contact group named Project Team that contains the names of all the people working on the project. Whenever you need to send a status message, type Project Team in the Message window To text box and Outlook sends the message to the email addresses of all of the members stored in the contact group. Contact groups can also be used in meeting requests. A contact group displays with the group name in the Content pane.

Tap or click the New Contact Group button in the New group on the HOME tab to open the Contact Group window, as shown in Figure 4.12. Type a name for the group in the Name text box. Tap or click the Add Members button in the Members group on the CONTACT GROUP tab and then tap or click From

Outlook Contacts

, From Address Book, or New Email Contact at the drop-down list to add names to the list. When you are finished adding members to the group, tap or click OK and then tap or click the Save & Close button in the Actions group on the CONTACT GROUP tab.

Outlook 2013 does not support the creation and management of contact groups for accounts set up as Exchange ActiveSync accounts. This means that if you are using Outlook with an Outlook.com account (which includes hotmail.com and live.com), you need to create and manage groups in the browser version of

Outlook. See the Quick Steps at the right for the steps to create a contact group at Outlook.com.

Figure 4.12

Contact Group Window

Tap or click here to replace the Members page with the Notes page. Type notes about the contact group that you want to store on the Notes page.

Quick Steps

Create a Contact

Group at Outlook.com

1. Open browser window and navigate to

Outlook.com.

2. If necessary, sign in to your account.

3. Navigate to People.

4. Tap or click downpointing arrow next to

New button.

5. Tap or click New

group.

6. Tap or click in Group

name text box and type name for new contact group.

7. Tap or click in Add

member text box and type and/or select names for members of group.

8. Tap or click Save button.

New Contact

Group

Quick Steps

Create a Contact

Group from Contacts

1. Tap or click New

Contact Group button in New group on

HOME tab.

2. Type name in Name text box.

3. Tap or click Add

Members button.

4. Tap or click From

Outlook Contacts.

5. Double-tap or doubleclick names to add to group.

6. Tap or click OK.

7. Tap or click Save &

Close.

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155

Exercise

17

CREATING AND USING A CONTACT GROUP

Note: If you are connected to Outlook using an Outlook.com account, which includes hotmail.com and live.com, you need to create a new contact group from the browser version of

Outlook at Outlook.com. In this case, skip Step 1 and begin the exercise at Step 2.

1. With Outlook open and the contacts list active in Card view, create a new contact group for the sales managers by completing the following steps: a. Tap or click the New Contact Group button in the New group on the HOME tab. Note: If the button is dimmed

Step

1a

and not accessible, proceed to Step 2.

b. At the Untitled - Contact Group window with the insertion point positioned in the Name text box, type

Sales Managers

.

c. Tap or click the Add Members button in the Members group on the CONTACT

GROUP tab and tap or click From Outlook Contacts at the drop-down list.

Step

1b Step

1c

d. At the Select Members: Contacts dialog box, notice that for each contact name, there are two entries: one for the email address and another for the business fax telephone number.

Note: If you are using Outlook connected to an Exchange server, you may see entries in the global address list (other users connected to the Exchange server) instead of the contacts list.

In this case, tap or click the Address Book list box arrow (displays global address list) and

tap or click Contacts below Other Address Books in the drop-down list.

e. Double-tap or double-click

Celia D’Allario ([email protected] emcp.net)

to add the email address for Celia D’Allario to the Members text box located at the bottom of the dialog box.

f. Double-tap or double-click the following sales managers’ names to add them to the

Members

list. Be sure to double-tap or double-click the name with the email address displayed (not the entry for Business Fax):

Henry Miele

Kayla McAllister

Leigh Avaire

Luis Phillips

g. Tap or click OK to close the Select Members: Contacts dialog box.

Steps

1e–1f

Step

1g

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Chapter 4

h. Tap or click the Notes button in the Show group on the CONTACT GROUP tab.

i. Type

All of the members in this group have accounts on the supplier web portal.

j. Tap or click Save & Close in the Actions group on the CONTACT GROUP tab. A contact group entry appears in the Content pane with the name of the group.

Step

1j

Step

1h

Step

1i

2. Outlook.com, Hotmail.com, and Live.com users create a new group by completing the following steps: a. Open a browser window and navigate to Outlook.com.

b. If necessary, sign in to Outlook.com with your email address and password.

c. Tap or click the down-pointing arrow next to Outlook in the blue Menu bar and tap or click the People button at the drop-down Navigation Bar.

d. Tap or click the down-pointing arrow next to New in the orange Menu bar and tap or click New group at the dropdown list.

e. Tap or click in the Group name text box on the Add new group page and type

Sales

Managers

.

f. Tap or click in the Add member text box and type

celia

. Miss Celia D’Allario’s contact entry appears in a drop-down list below the text box. Tap or click to select the contact entry and add Miss Celia D’Allario to the contact group member list.

g. Type

henry

and then tap or click to select

Mr. Henry Miele

and add his contact entry to the Add member text box.

h. Add the following contacts to the Add

member

text box by completing a step similar to Step 2g:

Ms. Kayla McAllister

Ms. Leigh Avaire

Mr. Luis Phillips

i. Tap or click the Save button at the bottom of the Add new group page.

These five contacts are added to the Sales Managers contact group in Step 2.

Step

2d

Step

2e

Step

2f

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157

3. Send an email message to the members of the sales managers contact group by completing the following steps: a. Tap or click the Sales Managers card in the Content pane and then tap or click the Email button in the Communicate group on the HOME tab, or tap or click the Send email button on the Sales Managers group page at Outlook.com.

This is the card for the contact group to be selected before tapping or clicking the Email button in Step 3a.

Outlook.com users tap or click here at

Step 3a.

b. Type

Supplier Web Portal

as the message subject text.

c. Type the following message text and add your name a double space below the closing:

Dear Valued Supplier,

A new supplier web portal will be activated the fi rst of next month. Existing accounts are already converted for the new website. We have incorporated many improvements to streamline order entry and provide real time stock updates. Call or email me if you have any questions.

Regards,

d. Print the message. Outlook.com users print the message using the web browser’s Print command.

e. Send the message. Note: Check with your instructor before sending the message. Since the

email addresses are fictitious, you will receive an undeliverable message for each member in the group. Your instructor may prefer that you close the message after completing Step 3d.

Step

3e

Step

3b

Step

3c

4. Change the view to People view. If you are using Outlook.com, sign out of Outlook.com and close the browser window.

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Chapter 4

Maintaining Contact Groups

Double-tap or double-click the group name in the Content pane to open the

Contact Group window with the names of the members shown in the Members page, as in Figure 4.13. Use the Add Members button in the Members group on the CONTACT GROUP tab to add new members to the group following the process you learned in Exercise 17. To delete a member from the group, tap or click to select the member’s name in the list box and then tap or click the Remove

Member button in the Members group.

If you change an email address in a contact record, the corresponding entry in the contact group does not automatically update to reflect the same change. Open a contact group window and tap or click the Update Now button in the Members group to update changes to member’s email addresses. Tap or click Save & Close when you have finished adding, deleting, or updating group members.

Deleting a Contact Group

T I P

You can nest contact groups. For example, in a group that is divided into two teams, you can create a group for each team and then add the two team names as members in the main contact group. By nesting the groups, you can send messages to an individual team or use the main contact group to send a message to all team members.

Some contact groups are created to faciliate messaging and scheduling for a limited time period, such as the duration of a project. When the project is finished, the contact group is no longer needed. To remove the contact group from the contacts list, tap or click to select the group name in the Content pane and then tap or click the Delete button in the Delete group on the HOME tab.

Expanding the Contact Group in the Message Window

If you are creating a message that will be sent to a group and want to view the members’ individual names instead of the group name, tap or click the Expand button (plus symbol) that displays next to the group name in the To text box.

Tap or click OK at the Expand List message box, indicating that once the list has been expanded, it cannot be collapsed. The group name is then replaced with the individual names and email addresses of the members.

You can add or delete names in the To text box for the current message without affecting the original list. For example, you can expand the group list to remove someone who is on vacation when sending a meeting request message.

Figure 4.13

Contact Group Window with Members Page Shown

EXCHANGE

SERVER

Share your Contacts folder with other users so that contacts and/or contact groups can be viewed and used to schedule meetings by individuals who communicate with the same people.

Select the folder in the Folder pane and tap or click the Share

Contacts button in the

Share group on the

HOME tab. Type the name of the person with whom you want to share the folder in the message window and send the share invitation message.

Tap or click here to add a new member to the group.

Select a member’s name and tap or click here to remove him or her from the group.

Tap or click here to update email addresses to reflect changes made to contact records.

Managing Contacts

159

160

CHAPTER summary

• Navigate to the Contacts folder from the people icon or text label in the Navigation Bar to maintain information about the individuals or companies with whom you communicate.

• The Contacts folder is like a database, with the information for each individual occupying a record in the folder and each unit of information within the record, such as an email address, being referred to as a field.

• Add a new contact using the New Contact button in the New group on the HOME tab and typing information into the General, Details, and All Fields pages.

• Outlook displays the Check Full Name and Check Address dialog boxes when the entry typed into a name or address field is not recognized.

• To edit a contact record, select the record in the Content pane in People view and tap or click the Edit Contact button in the Reading pane. Expand sections in the Reading pane by tapping or clicking the Add button (plus symbol) to display more fields or change the fields that are shown.

• Delete a selected contact using the Delete key or Delete button in the Delete group on the

HOME tab.

• Add a contact from the same company by selecting an existing contact in the Content pane and choosing Contact from the Same Company from the New Items button drop-down list in the New group on the HOME tab.

• Use the Add Contact Picture box in the Contact window to attach an image file of the individual to the contact record, which displays next to the name in People view and

Business Card view.

• Attach a follow-up flag to a contact as a reminder to follow up on an outstanding issue.

• Contact records can be sorted by up to four fields by opening the Sort dialog box.

• Open the Filter dialog box to temporarily remove from the contacts list records that do not meet the specified condition.

• The same six color categories that can be applied to messages and appointments can be applied to contacts.

• Use the letter tabs in the alphabet index along the left side of the Content pane to move to records. The first record that begins with the chosen letter is selected.

• Find a contact record by typing a name, partial name, or other entry in the Search People box in the Find group on the HOME tab or the Search Contacts box located at the top of the

Content pane. Use buttons on the SEARCH TOOLS SEARCH tab to narrow the results.

• Use the Advanced Find dialog box to locate contact records by performing more complex searches based on a conditional statement by which to find records.

• Buttons in the Current View group on the HOME tab or VIEW tab can be used to change how contacts are displayed, sorted, filtered, or grouped in the Content pane.

• Customize the current view by adding or removing fields using the Remove This Column or

Field Chooser

options at the shortcut menu displayed from a column heading.

• To change the fields on which records are created, sorted, and displayed, open the Outlook

Options dialog box and tap or click People in the left pane.

• Create a message to, or meeting with, a contact without leaving the Contacts folder by selecting the contact and using the Email or Meeting button in the Communicate group on the HOME tab or CONTACT tab. In People view, the Email button is located in the

Reading pane.

Chapter 4

• A contact group is a distribution list of contact names and email addresses that is stored using a group name, which can be typed in the To text box in email messages or meeting invitations.

• Add and delete members and update member data by opening the Contact Group window and using the Add Members, Remove Member, and Update Now buttons in the Members group on the CONTACT GROUP tab.

• You should delete a contact group when the distribution list is no longer needed.

• Expand the group name in a message to show individual member names and email addresses in the To text box in place of the group name; additions and removals in the email do not affect the original member list.

FEATURES summary

RIBBON TAB AND GROUP,

OR OTHER METHOD

Add contact

FEATURE BUTTON SHORTCUT

Ctrl + N HOME, New

Add contact from existing contact

Add contact group

Add, change, or view contact details

Add, change, or view contact fields

Add contact picture

Apply color category

Change contact options

Delete contact

Filter contacts

Find contact using Search Contacts box

Find contact using Search People box

Flag contact for follow-up

Schedule meeting with contact

Send email to contact

Sort contacts

View history of recent search requests

HOME, New

HOME, New

CONTACT, Show

CONTACT, Show

CONTACT, Options

HOME, Tags OR CONTACT, Tags

FILE, Options, People

HOME, Delete OR CONTACT, Actions

VIEW, Current View

Tap or click in Search Contacts box

HOME, Find

HOME, Tags OR CONTACT Tags

HOME, Communicate OR CONTACT, Communicate

HOME, Communicate OR CONTACT, Communicate OR Email button in Reading pane

VIEW, Current View

SEARCH TOOLS SEARCH, Options

Ctrl + Shift + L

Ctrl + D

Ctrl + E

Ctrl + Shift + G

Ctrl + Shift + Q

Managing Contacts

161

CONCEPTS check

Completion: For each description, provide the correct term, command, symbol, or explanation.

1. Use this button in the Show group on the CONTACT tab to open a page on which you can enter the name of the contact’s spouse. ____________________

2. Tap or click this button in the Contact window to type the name of the contact in separate fields, such as Title, First, and so on. ____________________

3. Tap or click this button in the Reading pane in People view to make changes to the contact information. ____________________

4. Use this button on the HOME tab to remove the selected contact record or contact group from the Content pane. _____________________

5. Tap or click this button on the HOME tab to create a new contact record using information in the fields of an existing record. ____________________

6. In these views, Outlook displays pictures next to contact names for those contacts with image files stored with their records. ____________________

7. Open this dialog box to choose a follow-up flag that is not one of the predefined flags in the Follow Up button drop-down list. ____________________

8. Contact records in the Content pane can be sorted by up to this number of fields at the Sort dialog box.

9. When some contact records are temporarily removed from the contacts list, this message displays in the Status bar.

10. Display a contact in this view to see the color category at the bottom of the contact’s information in the Content pane.

11. Find a contact using the Search People box or this box.

____________________

____________________

____________________

____________________

12. Add a column to the current view by displaying the shortcut menu from a column heading and selecting this option. ____________________

13. An Email button and Meeting button are provided in this group on the HOME tab for use in sending messages and scheduling meetings with contacts without leaving the Contacts folder. ____________________

14. This page is displayed in the Contact Group window with the list of names and email addresses stored in the group. ____________________

15. Use this button in the Contact Group window to refresh the email addresses of the group and reflect changes made to contact records. _____________________

162

Chapter 4

SKILLS

check

Check with your instructor before completing these assessments to see if he or she wants you to submit your work in hard copy by printing as instructed or in electronic format.

Assessment 1

ADDING CONTACTS

1. With the contacts list active in People view, add the following new contacts by entering the data in the appropriate text boxes in the Contact window. Note: Consider

using the Save & New button in the Actions group on the CONTACT tab to start a new record. Tap or click the top of the button (not the Save & New button arrow).

Mr. Jay Wong

VSI International

Ms. Maria Fernandez

Worldover Enterprises

Sales Manager, North America Sales Representative [email protected] [email protected]

Bus: 717-555-5891

Fax: 717-555-5892

Mobile: 717-555-3126

398 Oxford Street West

Harrisburg, PA 17101

Bus: 717-555-6598

Fax: 717-555-6599

Mobile: 717-555-3485

982 Highbury Avenue

Harrisburg, PA 17124

Ms. Paulina Wolanski

Worldwide Marketing

Mr. Naji Yousef

Horizon Sales

Sales Manager District Manager [email protected] [email protected]

Bus: 717-555-6588

Fax: 717-555-6589

Mobile: 717-555-2389

231 Forest Avenue

Harrisburg, PA 17112

Bus: 717-555-3256

Fax: 717-555-3257

Mobile: 717-555-1279

65 Bradley Avenue

Harrisburg, PA 17101

2. Change the current view to Business Card view.

3. Print the contacts in Card style.

Assessment 2

EDITING CONTACTS AND ADDING CONTACTS FROM

THE SAME COMPANY

1. With the contacts list active in Business Card view, change the view to People and then edit the contact records as follows:

Mr. Jay Wong

—change the street address to 12-9874 Church Street

Mr. Naji Yousef

—change the work fax telephone number to 717-555-4521

Ms. Maria Fernandez

—change the title to SE Region Sales Manager

2. Delete the contact record for Miss Celia D’Allario.

3. Add the following two contacts for VSI International by basing them on the record for

Mr. Jay Wong:

Mr. Kenneth McTague

Sales Representative

Mobile: 717-555-1495

Mrs. Meredith Abruzzi

Sales Manager, Europe [email protected] [email protected]

Mobile: 717-555-6987

4. Print the contacts in Small Booklet style. Tap or click Yes if prompted to proceed with printing using the double-sided settings.

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163

Assessment 3

FLAGGING CONTACTS AND CUSTOMIZING THE

CURRENT VIEW

1. With the contacts list active in People view, change to Card view and then add custom follow-up flags to contact records as follows:

Mr. Naji Yousef

—Follow up with a call; due date of two weeks from today

Mrs. Meredith Abruzzi

—Arrange a meeting; due date of one month from today

2. Clear the Arrange Meeting flag on Kayla McAllister’s record.

3. Change the current view to List view.

4. Remove the FILE AS, COUNTRY/REGION, DEPARTMENT, BUSINESS FAX, HOME

PHONE

, and CATEGORIES columns in the view.

5. Adjust column widths as necessary to view all of the data in the columns.

6. Print the contacts in Table style.

7. Change the current view to Card view.

Assessment 4

SORTING AND FINDING CONTACTS

1. With the contacts list active in Card view, sort the contacts first by the Company field in ascending order and then by the Last Name field in ascending order. Tap or click No at the Microsoft Outlook message box asking if you want to show the Last Name field in the view.

2. Print the contacts in Card style.

3. Restore the view to its original sort setting, which sorts items by the File As field in ascending order.

4. Show only those contacts in the Content pane whose company name is VSI International.

5. Select the filtered records using the Ctrl key while tapping or clicking each contact card in the filtered list. Display the Print Backstage view. Tap or click the Print Options button in the Printer section. At the Print dialog box, tap or click Only selected items in the Print range section and then tap or click Print.

6. Restore all of the contacts to the Content pane.

Assessment 5

SENDING AN EMAIL MESSAGE FROM CONTACTS AND

SCHEDULING A MEETING WITH A CONTACT

1. With the contacts list active in Card view, send an email message to Mr. Jay Wong from the Contacts folder. Type the following subject and message text and add your name a double space below the closing:

Subject

Message

Jay,

New Price List

A new price list is in effect the first of next month to reflect a 1.5% increase for all products. Call or email me if you have any questions.

Regards,

2. Print and then send the email message.

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Chapter 4

3. Create and send a meeting request to Ms. Maria Fernandez as follows:

Subject

Advertising campaign

Location

My office

Start time

two weeks from today at 10:00 a.m.

Duration

1.5 hours

4. Print and then send the meeting request message.

Assessment 6

ADDING MEMBERS TO AND REMOVING MEMBERS FROM

A CONTACT GROUP

1. With the contacts list active in Card view, open the Sales Managers Contact Group window or sign in to your Outlook.com account in a browser window, select the contact group name in the contact list, and tap or click the Edit button in the Menu bar.

2. Add the following members to the sales managers group:

Jay Wong

Meredith Abruzzi

Naji Yousef

Paulina Wolanski

3. Remove Leigh Avaire from the sales managers group.

4. If Celia D’Allario is still shown in the member list, remove her from the sales managers group. Note: Outlook.com users should see that she was removed automatically.

5. With the Sales Managers - Contact Group window open, tap or click the FILE tab within the window, tap or click Print, and then tap or click the Print button. Outlook.com users can print the revised group membership using the Print option in the browser program.

6. Save & Close the Contact Group window or sign out of Outlook.com and close the browser window.

Assessment 7

RESETTING A CUSTOMIZED VIEW TO THE

ORIGINAL SETTINGS

1. With the contacts list active in Card view, change the current view to Phone view.

2. Reset the view to its original settings.

3. Change the current view to List view.

4. Reset the view to its original settings.

5. Display the contacts list in Business Card view.

Assessment 8

USING HELP TO RESEARCH SHARING AND IMPORTING

CONTACTS AS VIRTUAL BUSINESS CARDS

1. Use the Help feature to read about sharing contacts as vCards (virtual business cards), including how to import a vCard received by email into a contacts list.

2. Create a new contact record for yourself using fictitious information. Your instructor may prefer that you use your school name for the company and your school address for the business address.

3. Using the information you learned in Help, forward your business card to a classmate.

4. Display the Sent Items folder, open the message you sent in Step 3, print the message, and then close the message window.

5. Display the Inbox folder.

Optional:

6. Forward your business card to your instructor.

Managing Contacts

165

Assessment 9

IMPORTING A VIRTUAL BUSINESS CARD

Note: To complete this assessment, you must have received contact information from another student in your class by email upon completing Assessment 8.

1. Display the Inbox and open the message with the contact information sent to you from

Assessment 8.

2. Using the information you learned in Help in Assessment 8, import the student’s electronic business card to your Contacts folder and then close the message window.

3. Display the contacts list and open the Contact window for the new record created in

Step 2, tap or click the FILE tab, tap or click Print, and then tap or click the Print button.

4. Close the Contact window.

Optional:

5. Write a blog post that describes how to create a virtual business card, how to forward the vCard to another person, and how to add a vCard received via email to your Contacts folder. Write the blog entry in a step-by-step manner and consider including screen images to assist the reader.

Assessment 10

EXPERIMENTING WITH MULTIPLE ADDRESS BOOKS

Note: Complete this assessment only if you are using Outlook with an account that is not

Outlook.com, which includes a hotmail.com or live.com account, because Outlook.com does not allow a second Contacts folder to be created.

1. In Chapter 2, you learned how to create mail folders and move messages from one folder to another. In this assessment, you will apply and transfer that knowledge about managing mail folders to creating a second address book in the Contacts folder and copying contact records from one folder to another. Begin by displaying the contacts list in People view.

2. With Contacts selected in the Folder pane, create a new Contacts folder named SalesReps.

3. Select and copy the following contact records from the main Contacts folder to the

SalesReps folder:

Leslie Taylor

Maria Fernandez

Kenneth McTague

4. Display the SalesReps folder in the Content pane.

5. Add a new contact record for yourself to the SalesReps folder. Use your school name as the company name, your school email address, and the school address as the business address.

6. With your contact record displayed in People view, capture an image of the Outlook window by using the Print Screen key or some other method, such as the Windows

Snipping tool. Paste the screen image into a new, blank Word document. Consider changing the page orientation to landscape and resizing the image to improve readability.

Save the Word document and name it OL-C4-A10-MultipleAddressBooks.docx. Print and then close the Word document and exit Word.

Optional:

7. Write a blog post that describes an example related to a personal project or workplace project in which keeping a set of contact records in a folder separate from the main

Contacts folder would be a good idea.

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