Outlook Contacts Folder

Friday, February 29, 2008

Contacts: Outlook Contacts are more than just little boxes on your computer screen that contain names, addresses, and other information — Contacts can practically open up the door and lead you straight to someone!

That's right — if you have entered a complete address for a person or business in your contacts, it takes just a few clicks to bring up a map to that location. And if you want written directions, that's just another click away.

The Contacts folder is your e-mail address book and information storage for the people and businesses you want to communicate with. Use the Contacts folder to store the e-mail address, street address, multiple phone numbers, picture, and any other information that relates to the contact, such as a birthday or anniversary date.

Communicating with your contacts

From a contact in your contact list, you can click a button or menu command to have Microsoft Outlook address a meeting request, e-mail message, or task request to the contact. If you have a modem, you can also have Outlook dial the contact's phone number. You can have Outlook time the call and keep a record in the Journal folder complete with the notes you take during the conversation. You can link any Outlook item or Microsoft Office document to a contact to help you track your activities associated with the contact.

Entering contact information

When you enter a name or address for a contact, Outlook separates the name or address into parts and puts each part in a separate field. You can sort, group, or filter contacts by any part of the name or any part of the address you want.

You can file contact information under a last name, first name, company name, nickname, or any word that helps you find the contact quickly— for example, "caterer." Outlook gives you several naming choices to file the contact under, or you can enter your own choice.

You can enter up to three addresses for each contact. Designate one address as the mailing address, and use it for mailing labels, envelopes, or for creating mail merge letters.

Storing contact certificates

You can save the certificate (public key) for a recipient in the contact entry you have for them. Click the Certificates tab in the contact card to see the certificate listed. When the recipient sends you digitally signed e-mail messages, Outlook can use the certificate to verify their signature. You can also use the certificate to send the recipient encrypted e-mail.

Using vCards (virtual business cards)

Outlook supports the use of vCards, the Internet standard for creating and sharing virtual business cards. You can save a contact as a vCard and send it in an e-mail

Sending contact information to others

Microsoft Outlook supports the use of vCards, the Internet standard for creating and sharing virtual business cards. You can save a contact (contact: Person, inside or outside of your organization, about whom you can save several types of information, such as street and e-mail addresses, telephone and fax numbers, and Web page URLs.) as a vCard and send it in an e-mail message. You can also add a vCard to your e-mail signature. When you open a vCard, it opens as a contact item, and you can easily save it to your Contacts folder.