Creating a New Contact

You use the Contacts folder to create, store, and access your Contacts list. You can enter any or all of the following information about each contact:

  • Name

  • Job title

  • Company name

  • Address (street, city, state, ZIP code, and country)

  • Phone (business, home, business fax, mobile)

  • E-mail address

  • Web page address

  • Comments, notes, or descriptions

  • Categories


Contact In Outlook, a contact is any person or company for which you've entered a name, address, phone number, or other information. You can communicate with a contact in Outlook by sending an e-mail message, scheduling a meeting, sending a letter, and so on.

You also can edit the information at any time, add new contacts, or delete contacts from the list. To open the Contacts folder and create a new contact, follow these steps:

  1. To open the Contacts folder, click the Contacts button on the Navigation pane. The Contacts folder opens.

  2. graphics/newcontact.gif To create a new contact, select Actions and then choose New Contact , or click the New Contact button on the Standard toolbar. The Contact dialog box appears, with the General tab displayed (see Figure 11.1).

    Figure 11.1. You can enter as much or as little information about each contact as you need.


  3. Enter the contact's name into the Full Name text box. If you want to add more detailed information for the name, click the Full Name button to display the Check Full Name dialog box, and then enter the contact's title and full name (including first, middle, and last names ) and any suffix you want to include. Click OK to close the Check Full Name dialog box and return to the Contact dialog box.

  4. Press the Tab key to navigate from one field in this dialog box to the next . After the name field, the insertion point moves down to the contact's job title and then the company name. This information is optional.

  5. In the File As drop-down box, enter or select the method by which you want to file your contact's names. You can choose Last Name First or First Name First , or you can enter your own filing system, such as by company or state.


    Keep It Simple The default filing method for contacts is last name first, which makes it easy to quickly find the contact when you need it.

  6. Enter the address into the Address box and choose whether the address is Business, Home , or Other . Alternatively, you can click the Address button to enter the street, city, state, ZIP code, and country in specified areas instead of all within the text block. You can add a second address (the Home address, for example) if you want. Address information is optional.

  7. In the drop-down lists in the Phone Numbers area, choose the type of phone numberBusiness, Callback, Car, Home Fax, ISDN, Pager, and so onand then enter the number. You can enter up to 19 numbers into each of the four drop-down boxes in the Phone area of the dialog box.

  8. You can enter up to three e-mail addresses into the E-Mail text box. Click the drop-down arrow next to E-Mail to specify the e-mail address (E-Mail, E-Mail 2 or E-Mail 3) that you are currently entering. The box below the e-mail address allows you to enter how the e-mail address appears when you send a message to a person (for example, could appear as Bob Smith); in the Web Page Address text box, enter the address for the company or contact's URL on the World Wide Web. You can also enter an IM (Instant Messenger) address for the contact.


    Add a Picture of the Contact If you have a scanned or digital camera picture of the contact, you can add it by clicking the Add Contact Picture icon to the left of the E-mail and Web Page Address boxes.

    As already mentioned, you can enter multiple e-mail addresses for the individual (using the drop-down arrow next to E-Mail). The first e-mail address that you enter for the individual serves as the default when you send e-mail to this individual.


    Sending an E-mail to a Contact Using An E-mail Address Other than the Default When you address an e-mail to a particular contact using the Address Book, the default e-mail address is used. If you want to use a different e-mail address for the contact, double-click the contact's name in the Message To box and select one of the other e-mail addresses in the contact's Properties box.


    URL (Uniform Resource Locator) The address for a Web page on the World Wide Web. A typical URL is written , such as .

  9. In the comment text box (the large text box on the right of the Contact dialog box), enter any descriptions, comments, or other pertinent information. Then, select or enter a category to classify the contact.

  10. After you have finished entering the new contact information, click the Save and Close button to return to the Contacts folder. You can also save the new contact by opening the File menu and choosing one of the following commands:

    • Save and Close Saves the record and closes the Contact dialog box.

    • Save and New Saves the record and clears the Contact dialog box so that you can enter a new contact.


Other Tabs in the Contacts Window Most of the information that you need to enter for a contact is contained on the General tab. You can also add additional information, such as the person's nickname or spouse's name, on the Details tab. The Certificates tab allows you to specify a certificate to use to send encrypted e-mail to this particular contact (certificates are discussed in Lesson 9, "Setting Mail Options").

You can edit the information for a contact at any time by double-clicking the contact's name in the Contacts list; this displays the contact's information window. Alternatively, you can work on the fields in a record directly in the Contacts list window. Click within the information listed below a contact's name (such as the phone number or address) to position the insertion point in the text and then delete or enter text. Press Enter to complete the modifications you've made and move to the next contact in the list.

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

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