Adding the First Contacts
In the following steps you'll enter 10 contacts, all from different fictitious companies. Besides the basic data, you'll also enter some keywords and other information that you can later use to examine Outlook's Contacts capability.
Add a Contact from the Same Company
If you're building a large contact database, you'll probably be entering several contacts from the same company. Rather than repeatedly entering the same data, you can tell Outlook to automatically enter the required data for that company. Select a contact that represents that company and choose Actions, New Contact from Same Company. You can do this from the Address Cards view or from the Opened Card view.
Understanding Categories and Items
You can add categories to any item: email, task, notes, and others. These items can then be grouped. For example, if you're entering your holiday card list, you can
Adding categories to contact items is only the beginning of a powerful process that allows you to quickly look at all items in a specific category.
Adding Categories to the Contacts
You can assign
Categories are important for grouping and filtering contacts. When you filter contacts, you tell Outlook to display only the contacts that meet specific criteria. For example, if a dozen contacts are
Adding Standard Categories
Categories can be added from the Address Cards view or from any open contact. Usually, you'll find it best to add categories to an
To add a category to a contact from the Address Cards view, begin by clicking the contact. If you want to add the same category to multiple, nonconsecutive contacts at the same time, click the first contact and hold down Ctrl while clicking on all other contacts desired. To select multiple, consecutive contacts (for example, if you've sorted your contacts by company
Figure 16.6. The Categories dialog box allows you to assign any existing categories, whether built-in or
To assign categories to selected contacts, click on the check box
Categories can also be assigned from the open Contact view. Double-click the contact to open it. Click the Categories button at the bottom of the window ”you might need to expand the Contact window to see the
Adding and Deleting Custom Categories
As indicated previously, you aren't limited to the categories
To create a new category, simply type the name in the New Category text box and click Add. You can create as many categories as you need. When you're finished, click OK to return to the Categories dialog box, where all of the new categories are displayed. You can now select any of the new categories.
You can also individually delete any categories in the Master Category List dialog box ”including predefined categories. Select the category to be removed and click Delete.