Transcript Microsoft Word 2010 - Mercer County Community College

Microsoft
Outlook 2010
Chapter 3
Managing Contacts and
Personal Contact
Information with Outlook
Objectives
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Create a new contact
Create a contact from an e-mail message
Modify a contact
Manipulate attachments to contacts
Display your contacts in different views
Find contacts using complete or partial
information
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Objectives
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•
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Find contacts from any Outlook folder
Create a contact group
Modify a contact group
Add and remove names in a contact group
Preview a contact list
Print a contact list
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Project – Contact List with Groups
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General Project Guidelines
• Determine whom you want to have as contacts
• Determine the information you want to store for a
contact
• Determine how you would like to view your
contacts
• Determine what groups you may need
• Determine the best method for distributing a
contact list
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Creating a New Contact
• Click the New Contact button (Home tab | New
group) to display the Untitled – Contact window
• Type the desired contact information in the
respective text boxes
• Click the Save & Close button (Contact tab |
Actions group) to save the contact and close the
Contact window
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Creating a New Contact
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Creating a Contact
from an E-Mail Message
• Click the message header from the message from
which you want to create a contact to preview the
e-mail message in the Reading Pane
• Right-click the e-mail address to display a shortcut
menu
• Click Add to Outlook Contacts to display the
Contact window
• Click the Save & Close button (Contact tab |
Actions group) to save the contact and close the
Contact window
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Creating a Contact
from an E-Mail Message
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Creating a Contact
from an Existing Contact
• Click the contact from which you want to create the
new contact
• Click the New Items button (Home tab | New group)
to display the New Items menu
• Click Contact from the Same Company to display a
new Contact window with selected information from
the previously selected contact
• Type the desired new contact information, and then
click the Save & Close button (Contact tab | Actions
group) to save the contact and close the Contact
window
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Creating a Contact
from an Existing Contact
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Editing a Contact
• Double-click the contact to edit
• Edit the desired information in the Contact
window
• Click the Save & Close button (Contact tab |
Actions group) to save the contact and close the
Contact window
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Editing a Contact
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Adding an Attachment to a Contact
• Double-click the contact to which you wish to add an
attachment
• Click Insert on the Ribbon to display the Insert tab
• Click the Attach File button (Insert tab | Include group) to
display the Insert File dialog box
• Navigate to the location of the file you wish to attach, and
then click to select the file
• Click the Insert button to attach the document to the
contact
• Click the Save & Close button (Contact tab | Actions group)
to save the contact and close the Contact window
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Adding an Attachment to a Contact
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Changing an Attachment to a Contact
• Double-click the contact for which you want to change an
attachment
• Click the attachment to select it
• Click Insert on the Ribbon to display the Insert tab
• Click the Attach File button (Insert tab | Include group) to
display the Insert File dialog box
• Navigate to the location of the new file, and then click the
file to select it
• Click the Insert button to change the attachment for the
contact
• Click the Save & Close button (Contact tab | Actions group)
to save the contact and close the Contact window
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Changing an Attachment to a Contact
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Removing an Attachment to a Contact
• Double-click the contact containing the
attachment to remove
• Click the attachment to select it
• Press the DELETE key to remove the attachment
• Click the Save & Close button (Contact tab |
Actions group) to save the contact and close the
Contact window
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Removing an Attachment to a Contact
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Changing the Current View
• Click the More button (Home tab | Current View
group), and then click the desired view
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Sorting Contacts
• Click the Reverse Sort button (View tab |
Arrangement group) to display the contact list in
reverse alphabetical order
• Click the Reverse Sort button (View tab |
Arrangement group) to display the contact list in
the original order
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Sorting Contacts
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Finding a Contact by Searching
for an E-Mail Address
• Click the Search Contacts text box to display the
Search Tools Search tab
• Type the desired search text in the Search
Contacts text box to search for all contacts
containing the search text
• Click the Close Search button in the Search
Contacts text box to close the search and return
to the Contact folder
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Finding a Contact by Searching
for an E-Mail Address
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Refining a Search
• Click the Search Contacts text box to display the
Search Tools Search tab
• Click the More button (Search Tools Search tab |
Refine group) to display a list of common
properties for refining a search
• Click the property by which you wish to search
• Type the desired search text
• Double-click the desired search result to open it
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Refining a Search
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Finding a Contact
from any Outlook Folder
• Click the Mail button in the Navigation Pane to
display your mailbox
• Type the search text for the contact in the Find a
Contact search box (Home tab | Find group) to
search for contacts containing the search text
• Press ENTER to display the Choose Contact dialog
box
• Select the desired contact, and then click the OK
button to display the contact record
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Finding a Contact
from any Outlook Folder
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Creating a Contact Group
from Existing Contacts
• Click the New Contact Group button (Home tab |
New group) to display the Untitled – Contact
Group window
• Type the desired name for the group in the Name
text box
• Click the New Contact Group button (Home tab |
New group) to display the Untitled – Contact
Group window
• Click From Outlook Contacts to display the Select
Members dialog box
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Creating a Contact Group
from Existing Contacts
• Click the first contact to add, press and hold the CTRL
key, and then click the remaining contacts to add
• Release the CTRL key
• Click the Members button to move the information to
the Members text box
• Click the OK button to add the contacts to the group
• Click the Save & Close button (Contact Group tab |
Actions group) to save the contact group and close
the window
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Creating a Contact Group
from Existing Contacts
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Creating a Contact Group
from an Existing E-Mail Message
• Click the Mail button in the Navigation Pane to
display your mailbox
• Click the message header for the e-mail message you
wish to add to a new contact group
• In the Reading Pane, right-click the e-mail address to
display a shortcut menu
• Click Copy to copy the name and e-mail address
• Click the New Items button (Home tab | New group)
to display the New Items menu
• Click More Items to display the More Items submenu
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Creating a Contact Group
from an Existing E-Mail Message
• Click Contact Group to display the Untitled –
Contact Group window
• Type the desired contact group name in the Name
text box
• Click the Add Members button (Contact Group tab
| Add Members group) to display the Add
Members menu
• Click From Outlook Contacts to display the Select
Members dialog box
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Creating a Contact Group
from an Existing E-Mail Message
• Right-click the Members text box to display a
shortcut menu
• Click Paste to paste the copied name and e-mail
address
• Click the OK button to add the contact to the
group
• Click the Save & Close button (Contact Group tab
| Actions group) to save the contact and close the
window
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Creating a Contact Group
from an Existing E-Mail Message
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Adding a Name to a Contact Group
• Double-click the contact group to which you want to add a
name
• Click the Add Members button (Contact Group tab | Add
Members group) to display the Add Members menu
• Click From Outlook Contacts to display the Select Members
dialog box
• Click the name of the contact you wish to add
• Click the Members button to add the contact to the
Members text box
• Click the OK button to add the contact to the contact group
• Click the Save & Close button (Contact Group tab | Actions
group) to save the contact and close the Contact Group
window
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Adding a Name to a Contact Group
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Removing a Name in a Contact Group
• Double-click the contact group containing the
name you wish to remove
• Click the member you wish to remove
• Click the Remove Member button (Contact Group
tab | Members group) to remove the member
from the contact group
• Click the Save & Close button (Contact Group tab
| Actions group) to save the changes to the
contact group and close the window
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Removing a Name in a Contact Group
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Printing Your Contacts
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Previewing a Contact List
• Click the contacts you wish to preview
• Click File on the Ribbon to open the Backstage
view
• Click the Print tab in the Backstage view to display
the Print gallery
• Click the desired print style
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Previewing a Contact List
• Click the Print Options button to display the Print
dialog box
• Click the ‘Only selected items’ option button to
preview only the selected contacts
• Click the Preview button to close the dialog box
and preview only the selected contacts
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Previewing a Contact List
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Printing the Contact List
• Click the Print button to print the selected
contacts
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Chapter Summary
•
•
•
•
•
•
Create a new contact
Create a contact from an e-mail message
Modify a contact
Manipulate attachments to contacts
Display your contacts in different views
Find contacts using complete or partial
information
Managing Contacts and Personal Contact Information with Outlook
45
Chapter Summary
•
•
•
•
•
•
Find contacts from any Outlook folder
Create a contact group
Modify a contact group
Add and remove names in a contact group
Preview a contact list
Print a contact list
Managing Contacts and Personal Contact Information with Outlook
46
Microsoft
Outlook 2010
Chapter 3 Complete