Outlook Contacts Tutorial

An Outlook Contacts Tutorial - Learn how to maximise your Outlook capabilities.

Organising your Contacts into groups enables you to locate them easily. With organised Contacts you can also send group emails or share your Contacts more easily.

Outlook enables you to:

  • Use folders to organise Contacts, such as business and personal
  • Use different views to organise Contacts i.e. by Company, Location or category
  • Add a category to Contacts to group affiliated groups of Contacts, such as suppliers

Scroll down to start our Outlook Contacts Tutorial

Quickly add a new Contact:

  • In an email message, right-click the sender’s name in the message and click Add to Outlook Contacts. The name and e-mail address are filled in automatically
  • Select an email
  • Press and hold the left mouse button and drag the email to Contact on the navigation pane. The email content will appear in the Contact
  • Drag and drop information from the signature to the Contact fields
  • Select an existing Contact and select New Contact from Same Company on the Actions menu. The company name, address, and phone number are completed for you automatically
  • Click Save and Close

Organising Contacts using Views:

You can group Contacts by changing the Current View. If the Navigation Pane is selected on the View menu, built-in views appear automatically in the Contacts pane. You can also select a view from the View menu, by selecting Arrange by and clicking Current View.

Outlook uses information entered about the Contact to create the groupings. Change the current view when sending group emails, organising Contacts or moving them to different folders.

Tip: When adding a new Contact, provide as much information as possible.

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Selecting multiple Contacts:

You can select a group of Contacts by using the Shift key and the Ctrl key.

  • Press and hold the Shift key and use the mouse or arrow keys to select Contacts that are located adjacent to each other in the Contacts list
  • Press and hold the Ctrl key and use the mouse to select multiple clients. Using the Ctrl key enables you to select Contacts that are not adjacent to each other in the Contacts list

Organising Contacts with Folders:

Using folders allows you to keep distinct groups for your Contacts, such as business and personal.

Create a folder by pointing to New on the File menu and click Folder.

Tip: You can also right-click a folder and click New Folder on the menu.

  • On the Create New Folder dialog box, type the name of your new folder
  • In the Folder Contains field, select the type of item you want to store in the folder, such as Contact Items. The new folder will appear in your folder list
  • Tip: The new folder will display a Contact card icon next to the folder name. This shows you the type of content stored in the folder without opening the folder.

    Move Contacts to Folders:

    • Click and hold the left mouse and drag your Contact to the folder
    • When the folder is highlighted, release the mouse. Your Contact will appear in the new location

    Tip: Change your current view to Phone List to make it easier for you to select multiple Contacts.

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    Using Categories:

    Using categories allows you to group emails by affiliated groups of Contacts. It provides an additional filter for you to group clients in Contacts folders, such as contacts involved in Sales.

    Assign a Category to a Contact:

    • Right–click the Contact and select Category
    • Click the category you would like to assign and click OK to save

    Tip: You can assign multiple categories for one Contact by simply clicking the categories you require from the list or create your own categories.

    Create a New category:

    • From the Edit menu, click Categories to display the current list of categories
    • Click Master Category List
    • In the New Category field, type a category name and click Add
    • Click OK

    Tip: You can view your contacts by Categories using Arrange by on the View menu.

    If you have any questions at all about our Outlook Contacts Tutorial or any of our other tutorials, please send us an email and we will attend to your queries.

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