Chapter 6: Creating and Organizing a List of Contacts | Microsoft Office Outlook 2003 Step by Step (Step By Step (Microsoft))

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Overview

Managing the information you have about your contacts is crucial for staying organized and connected. To communicate effectively, you must have instant access to current, accurate contact information, including phone numbers, addresses, and e-mail addresses. Microsoft Office Outlook 2003 makes it easy to build and maintain your Contacts list. You have many options for viewing, sorting, and printing your contact information, as well as the ability to keep track of your dealings with a particular contact and share contact information with other people through e-mail or with other programs.

Outlook includes several options for storing addresses and other contact information in the Outlook Address Book.

The Global Address List is available if you are working on a network that includes Microsoft Exchange Server. It contains all the e-mail addresses and distribution lists in your organization. Your administrator maintains the Global Address List. You can view it, but you cannot change it.
The Contacts list is created automatically when you configure your Outlook profile. It contains information about the people you have added to your Contacts folder.

The Personal Address Book might also be part of your profile. You can create a Personal Address Book for personal contacts and distribution lists, rather than work-related contacts. The e-mail addresses and distributions lists in this address book are stored in a file with a .pab extension.

Tip

If a Personal Address Book is part of your Outlook profile, you can access it in the Address Book dialog box by clicking Personal Address Book in the 'Show names from the' drop-down list.