Understanding the Outlook Address Books

Outlook has the capability to access different stores or lists of information that can provide you with people's e-mail addresses and other contact information, such as phone numbers and addresses. The address books that you can access include the Personal Address Book, your Contacts list, and other directory lists that are provided by other e-mail systems and communication servers. For example, in a corporate network, a Microsoft Exchange Server can provide you with a Global Address list that is shared by all users on the Exchange network. The e-mail addresses of any users on the network are then easily found in one resource.


The Contacts List You might notice contacts in the list of address books; this list contains entries you create in your Contacts list. For more information about the Contacts list, see Lesson 11, "Creating a Contacts List."

Where your e-mail addresses and other contact information are stored depends on whether you are using Outlook on a corporate network that uses Active Directory (a network that deploys Microsoft Windows network servers), a network that uses Exchange Server, or as a standalone product where you use an Internet e-mail account. However, no matter where your contact information is kept, Outlook makes it easy for you to access your different address books using the Address Book feature.


Using Address Books On a home computer Outlook provides the Contacts List as the primary location for contact information and e-mail addresses (although you may also have access to the Outlook Address Book, depending on your Outlook configuration). If you imported settings from another e-mail client such as Outlook Express, you may also have Personal Address Book or other directory. On a network using Exchange Server, corporate contact information is supplied by the Windows Active Directory, which is a database of all users on the network. In most cases it is a best practice to place your new contacts in the Contacts List instead of the Address Book.

Microsoft Office 2003 All-in-One
Microsoft Office 2003 All-in-One
Year: 2002
Pages: 660
Authors: Joe Habraken

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