All About Outlook Contacts

The Contacts section of Microsoft Outlook is where you keep names and email addresses of people with whom you deal  on a regular basis.  Normally these are people who are external to your Organisation.

The Contacts can be used for much more than just names and email addresses.  It is possible to keep company addresses and phone numbers, mobile phone numbers, and any other pertinent information.  You can also choose how to display your Contacts so that it completely relevant for your purposes. Read more…

Favourites in Microsoft Outlook

At the top left of your Outlook Mailbox list there is a section headed Favourites  – you can add Mail folders to this area so they are easily accessible.  This saves you having to scan down the Mailbox Navigation Pane to find a folder you use frequently.  Adding a Folder to Favourites does not remove it from the Mailbox list. Read More….

Flagging in Microsoft Outlook

Thanks once again to the lovely Barbara Stapleton for this great little handout on working with flags in Microsoft Outlook.  Show some love if you like this and it was of benefit, and at least leave a small comment!   Read it here…. Flagging Messages in Outlook.

The Best of MS Outlook Keyboard Shortcuts

Thank you to Barb for this great compilation of Microsoft Outlook keyboard shortcuts – good for V2007 and V2010. Outlook Keyboard Shortcuts

Can’t beat the feeling of a clean Inbox…

If you are like me, and  loathe to simply delete old emails – you know – ‘in case’ you might need them later then why not try this: my solution is that every other month or so (or when the Inbox looks full and annoying), I create a new folder and call it ‘old stuff – insert relevant date) and then drag the contents of my Inbox over there.  This gives me a lovely, fresh, pristine Inbox without immediately deleting all the emails – and nothing beats that empty Inbox feeling!!

In around a month or two I will check back on that folder and if I haven’t touched anything there (because it wasn’t really that important), then I simply delete emails with gay abandon.  Try it….you might like it 🙂

Working Smart with Microsoft Outlook Contacts

Your Contacts in Outlook contain two different types of items:

  • People outside your organisation
  • Your Contact Groups or Distribution Lists for people inside your organisation.

When you are viewing your Contacts, you can create an email to a Contact or Group by pointing at the appropriate name and dragging it over the Mail button in the Navigation Pane.  When you let go of the mouse button you are placed in a new email message and the individual or your Group’s name appears in the To field.

You can use the same steps, but drop the Group name on the Calendar tab, and you will start a new Meeting Invitation.  All you need to do now is select the correct date and time, and complete the Invitation.

You can also select a number of individuals in your Contacts in one step and create an email to these individuals.  The steps to do this are:

  • If the names are consecutive, click on the first one, hold down the Shift key and click on the last one
  • If the names are not consecutive, click on the first one, hold down the Ctrl key, keep it down, and click on all the names you need.

Now you release the Ctrl key, point at one of the selected names and drag and drop onto the Mail tab in the Navigation pane.  You will be placed in a new email addressed to all the people you have selected.

A very strong suggestion for the use of Contacts.  They usually contain people’s personal address information.  It is your responsibility to protect the privacy of anyone you have in your Contacts folder.  Therefore, if you are addressing to a number of people it is sensible to place the addresses in the BCC field to ensure you are protecting their privacy. 

If you have used the steps above to highlight a number of names, cut them from the To field and paste them in the BCC field.

Calendar and Mail Windows

If your work day means you are constantly in Outlook switching between, say, Inbox and Calendar, there is another way to do this.

  1. Let’s say you have the Inbox open, right click on the Calendar button on the left, in the Navigation Pane.
  2. Select “Open In New Window”.
  3. The calendar opens in a completely separate window which can be maximised, and you can now switch between both by using the buttons on the Task Bar at the bottom of the screen or by using Alt + Tab.