Microsoft Outlook 2007

Working with Contacts

Contacts provide a means for you to store information (name, address, phone, email, etc.) on individuals that you regularly communicate with. Contacts are an ideal way to keep track of the individuals (both UW-Eau Claire and non-UW-Eau Claire users) and groups that you individually send email to.

Adding Contacts
Modifying Contact Entries
Deleting Contacts

Adding Contacts

You can add Contacts from the File menu or an existing email message. You may enter as little or as much information as you desire or deem appropriate; however, it is recommended that you include a name and an email address. You are able to record up to three email addresses for each contact.

When creating a contact, there are three fields that pertain to a Contact's name:

Full Name
The complete name of the Contact. You may include titles (Ms., Dr.) and suffixes (Jr., III).

File as
Based on what is typed in the Full Name text box, Outlook will try to file this Contact alphabetically by last name. You may change this by selecting a different format from the pull-down list or by typing the desired name to file under.

Display as
This field controls what appears in the To... line of a message. The default is the Full Name followed by the email address.

Adding Contacts: Menu Option

From the Navigation pane, click CONTACTS
From the File menu, select New » Contact
The Contact dialog box appears.
Complete the desired text boxes
HINT: To move between fields, press [Tab].
To save this contact's information, click SAVE & CLOSE
OR
To save this contact's information and add a new contact, click SAVE & NEW

Adding Contacts: Email Message Option

If you receive an email message from someone whose address you would like added to your Contacts, you can add it while reading the message. You can also add any individual (or listserv name) that the message was sent to.

Open the email message from the person you want to add
In the From field, right click the name of the individual you wish to add to Contacts » select Add to Outlook Contacts
The Contact dialog box appears with some information completed for you.
Complete or edit the remaining text boxes as desired
HINT: To move between fields, press [Tab].
To save this contact's information, click SAVE & CLOSE
OR
To save this contact's information and add a new contact, click SAVE & NEW

Modifying Contact Entries

If you need to make adjustments to a Contact entry, you can do so in any of the Contacts views. Simply open the Contact entry through one of the following means and make the desired adjustments.

Modifying Contact Entries: Menu Option

From the Navigation pane, click CONTACTS
Select the Contact that you wish to open
From the File menu, select Open » Selected Items
The Contact dialog box appears.
Make the desired modifications
Click SAVE & CLOSE

Modifying Contact Entries: Mouse Option

From the Navigation pane, click CONTACTS
Double click the Contact that you wish to open
OR
Right click the Contact » select Open
The Contact dialog box appears.
Make the desired modifications
Click SAVE & CLOSE

Deleting Contacts

If you no longer need a Contact, you can send them to the Deleted Items folder by any of the following methods.

Deleting Contacts: Menu Option

From the Navigation pane, click CONTACTS
Select the Contact entry to be deleted
From the Edit menu, select Delete

Deleting Contacts: Keyboard Option

From the Navigation pane, click CONTACTS
Select the Contact entry to be deleted
To move the Contact to the Deleted Items folder, press [Delete]
To delete the Contact permanently,
1. Press [Shift] + [Delete]
  A confirmation dialog box will appear.
2. To delete the contact, click YES
  To cancel, click NO

Deleting Contacts: Mouse Option

From the Navigation pane, click CONTACTS
Right click the Contact entry you would like to delete » select Delete