Using Address Books


You can store e-mail addresses along with other contact information in the Outlook address book so you don t have to type them each time you send a message. Instead, simply click the To button in the Message form, and then select recipients by name .

If you are using Outlook with Exchange Server, an Exchange address book called the Global Address List might already be available to you. This resource contains the e-mail addresses of all the people on your network. If a Global Address List is available, Outlook will use this as your default address book. Because the Global Address Listis maintained by your system administrator, you cannot add to it; you must use another address book to create any entries not included in that list. By default, entries you create are stored in your Contacts folder, which is a type of address book.

Address book entries can be for an individual contact or for a distribution list a group of individual addresses stored as a single entity. For example, to facilitate communication with a team, you might create a distribution list including the addresses for all the people working on a particular project.

Tip  

With or without an address book, you can address messages by typing the full address into the To, Cc, or Bcc boxes in the Message form.

In this exercise, you will create address book entries, create a distribution list, and address a message from the address book.

  1. On the Tools menu, click Address Book .

    The Address Book window appears. If you are working on a network, the Show Names from the setting is Global Address List . Otherwise, it is Contacts .

  2. Click the down arrow to the right of the Show Names from the box, and click Contacts (not All Contacts ) in the drop-down list.

    click to expand
  3. On the toolbar, click the New Entry button.

    The New Entry dialog box appears.

  4. In the Select the entry type box, click New Contact , and then click OK .

    A new Contact form appears.

    click to expand
  5. In the Full Name box, type David Ortiz .

  6. In the E-mail box, type David@gardenco.msn.com .

  7. Click the Save and Close button.

    The Contact form closes , and the contact appears in the Address Book window.

  8. Now you ll add another entry. Click the New Entry button, click New Contact , and then click OK .

    The Contact form appears.

  9. In the Full Name box, type Kim Akers .

  10. In the E-mail box, type Kim@gardenco.msn.com .

  11. Press the [TAB] key, and in the Display as box, delete the e-mail address and parentheses so that the box contains only the name Kim Akers .

  12. Click the Save and Close button.

    The Contact form closes, and the contact appears in the Address Book window.

    click to expand
  13. Now you ll create a distribution list. Click the New Entry button, click New Distribution List , and then click OK .

    The Distribution List form appears.

    Tip  

    If a form window is too small to work with easily, you can click the Maximize button or size it by dragging its frame.

  14. In the Name box, type Marketing , and then click the Select Members button.

    The Select Members dialog box appears.

  15. If necessary, click the down arrow to the right of the Show Names from the box, and click Contacts in the drop-down list.

  16. With David Ortiz selected in the Name list, click the Members button.

    David Ortiz is added to the distribution list.

  17. In the Name list, click Kim Akers , and click the Members button.

    Kim Akers is added to the distribution list.

    Tip  

    To add multiple names to the distribution list simultaneously , click a name in the Name list, hold down the Ctrl key, click any additional names you want to add, and then click the Members button.

  18. Click OK to close the Select Members dialog box.

    You return to the Distribution List form.

    click to expand
  19. Click the Save and Close button.

    The Distribution List form closes, and the Address Book window appears with the contacts and distribution list shown.

    click to expand
  20. Click the Close button.

    The Address Book window closes.

  21. On the toolbar, click the New Mail Message button.

    A new, blank Message form opens.

  22. Click the To button in the message header.

    The Select Names dialog box appears.

  23. If necessary, change the Show Names from the setting to Contacts .

  24. In the Name list, click Kim Akers , and then click the To button.

    Kim s name is added to the list of recipients in the To box.

  25. In the Name list, click Marketing , and then click the Cc button.

    The distribution list s name is added to the list of recipients in the Cc box.

    Tip  

    You can type distribution list names in the To and Cc boxes just like any other e-mail address. Outlook will then match what you type with the name in your address book and will display the name as bold and underlined , which indicates that the name represents a distribution list rather than an individual address.

  26. Click OK .

    The Select Names dialog box closes, and the recipient names are added to the To and Cc boxes on the Message form.

  27. Close the message without sending it. When prompted to save it, click No .




Microsoft Office 2003 Step by Step
MicrosoftВ® Office ExcelВ® 2003 Step by Step (Step By Step (Microsoft))
ISBN: 0735615187
EAN: 2147483647
Year: 2005
Pages: 350
Authors: Curtis Frye

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