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…

Advertisements

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.