Using Contacts in OWA

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Contacts enable you to create your own lists of users that might not be within the GAL. By entering them into Contacts, you can easily send emails and appointments to those contacts and create distribution lists made up of users in the GAL and those in your personal contact lists.

Creating Contacts

Creating contacts is a simple three-step process:

  1. Click New/Contact in the Infobar. The New Contact dialog box appears, as shown in Figure 26.24.

    Figure 26.24. New Contact dialog.

    graphics/26fig24.gif

  2. Enter all pertinent information about the contact. The details tab enables even more details to be entered about the contact, such as nickname, manager, and even spouse name .

  3. When completed, click Save and Close to save the contact in the contact list.

Editing Contacts

To edit an already created contact, double-click the contact. Edit the contact sheet as needed, and then click Save and Close when completed.

Mapping Addresses from Contacts

When you click the Mapping button icon, if you have access to the Internet, OWA contacts mappoint.msn.com and pulls up a map of the location stated in the Address portion of the Contacts sheet.

Changing Contact Views

Just as the Inbox provides you with multiple views for email, Contacts provides six views for contacts:

  • Address Cards View Address cards are the standard, default view. The contacts look like Rolodex cards in the view, showing limited amounts of information about the contact.

  • Detailed Address Cards View Detailed Address Cards shows a few more fields than the standard Address Card view, but in the same format.

  • Phone List View Phone List view shows the contacts by name, company, and phone information in a single line per contact.

  • By Company View By Company view shows the contacts listed by company name headings. Contacts in the same company are listed below the company name heading.

  • By Location View By Location shows the contacts in the same format as the By Company view, but by location ( regions ) rather than by company name.

  • By Follow-up Flag View Follow-up Flag displays the contacts that require attention or need to be distinguished from other Contacts.

Deleting Contacts

To delete a contact, click the contact to highlight it and click the Delete button in the Infobar or press the Delete key.

Finding Names

To find names in contacts, click the Address Book icon. When the familiar Find Names dialog box appears, click Contacts in the Look in box to search contacts instead of the GAL. This feature can be configured to always search Contacts rather than the GAL in the OWA options area in OWA.

Sending Mail from Contacts

If a contact sheet is open , email can be sent directly to the contact if a correct email address is configured for the contact. To send an email directly, click the Send email to Contact button in the toolbar.

OWA then opens a new email dialog box with the addressee information already completed, listing the contact as the intended recipient. Complete the email and send it.

Creating New Distribution Lists

From Contacts, you can create custom distribution lists. All distribution lists are then saved in Contacts and differentiated from a standard contact with the group icon after it.

TIP

Contact Distribution lists can include only recipients from the GAL, not from the user 's contact list.


To create a new distribution list, enter Contacts and do the following:

  1. Click New, Distribution List. The New Distribution List box appears.

  2. Enter the List Name (for example, Local System Administrators ). To enter members of the list

    • Type the name of the users in the box under Add to Distribution List and click Add. The users must be entered one at a time. This method looks only in the GAL.

    • Click Find Names and find and enter names via the find name functionality discussed previously in this chapter.

  3. When the names have been found, click the name and click the Distribution list button at the bottom of the Find Names dialog box. Then click Close to close the Find Names dialog box.

  4. When the list is completed, click Save and Close.

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Microsoft Exchange Server 2003 Unleashed
Microsoft Exchange Server 2003 Unleashed (2nd Edition)
ISBN: 0672328070
EAN: 2147483647
Year: 2003
Pages: 393
Authors: Rand Morimoto

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