• Display more contacts on the screen at once with less detailed information about each contact (Phone List). • Organize and sort your contacts by their category, company, location, or follow-up flag (By Category, By Company,
By Location, or By Follow Up Flag).
In this lesson, you will learn how to utilize Outlook’s views to help you sort and organize the Contacts list.
1
1..
Click theContacts button
in the Navigation Pane.The Contacts list appears.
2
2..
Click thePhone List option
in theCurrent View
menu in the Navigation Pane.Phone List View displays contacts in a list with their company name as well as their business, business fax, home, and mobile phone numbers. Phone List View also displays more contacts on the screen at a time.
3
3..
Refer to Table 4-2: Available Contact Views and switch between each of the Contact Views and read about their descriptions.You can also change views by selecting View → Arrange By → Current View and selecting the desired view from the menu. When you’ve finished, move on to the next step.
4
4..
Click theAddress Cards option
in theCurrent View
menu in the Navigation Pane.Your Contacts list is once again displayed in the no-nonsense Address Cards View.
Here are the preset Contacts list views that are available. Most people seem to use the Address Cards View (the default view for the Contacts list) or Phone List View to display the Contacts list.
Table 4-2: Available Contact Views
View Displays
Address Cards D I S P L A Y S C O N T A C T S O N I N D I V I D U A L C A R D S W I T H O N E M A I L I N G A D D R E S S A N D B U S I N E S S A N D H O M E P H O N E N U M B E R S . T H I S I S T H E D E F A U L T V I E W F O R T H E C O N T A C T S L I S T .
Detailed Address Cards This is the most detailed view of the Contacts list. Everything is displayed on individual cards: business and home addresses, phone numbers, and any other information.
Phone List Displays contacts in a list with company name, business phone number, business fax number, and home phone number. Phone List View displays more contacts on the screen at a time but has less detailed information.
By Category Displays your contacts in a table and organizes and sorts contacts by category.
By Company Displays your contacts in a table and organizes and sorts contacts by company.
By Location Displays your contacts in a table and organizes and sorts contacts by country.
By Follow Up Flag You remind yourself about getting back to important contacts by flagging them. Flagged View organizes contacts according to which kinds of flags are set. We’ll discuss how to flag items in Outlook later on.
Lesson 4-6: Using the Actions Menu
The Contacts
View menu
Other Ways to Change Views:
• Select View → Arrange By
→ Current View from the menu and select the desired view.
• Select Tools → Organize
from the menu, select Using Views and select the desired view.
Figure 4-9
The Actions menu lets you create a new e-mail or letter addressed to the selected contact.
Chapter Four: Using the Contacts List
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The Actions menu is particularly powerful when you’re using the Contacts list. With just a few clicks of the mouse, you can create an e-mail or letter addressed to a selected contact. You can also use the Actions menu to schedule a meeting with a contact, assign a task to a contact, or even dial a contact’s phone number! To use the Actions menu, you simply need to select or open a contact, select Actions from the menu, and then select one of the commands listed in Table 4-3:
The Actions Menu.
In this lesson, you will learn about how to use the Actions menu while in the Contacts list.
1
1..
Find and double-click any contact from the Contacts list.The contact opens in its own window. Let’s take a closer look at the Actions menu.
2
2..
SelectActions
from the menu.The Actions menu appears, as shown in Figure 4-9. As you can see, there are a lot of useful commands here.
3
3..
SelectNew Letter to Contact
from the menu.Poof! Up pops Microsoft Word with the Letter Wizard, ready to help you write a letter to the selected contact. The Letter Wizard is supposed to make it easier to write a letter, but to be perfectly honest, most people find the Letter Wizard more annoying than helpful.
4
4..
ClickFinish
to close the Letter Wizard.The Letter Wizard dialog box closes. What do you know…there’s a letter addressed to your contact.
5
5..
Close Microsoft Word without saving the new document.You should be back in Microsoft Outlook.
Quick R To Use the Actio Contact: 1. Select or doub
contact to ope
2. Select Actions
and select the from the menu Table 4-3: The The New Letter to Contact option is only one of the many useful commands you can find in the Actions menu. The
following table lists all the commands located in the Actions menu.
Table 4-3: The Actions Menu
Menu Description
New Contact C R E A T E S A N E W C O N T A C T .
New Contact from Same
Company Creates a new contact with the same company as the selected contact. New Distribution List C R E A T E S A N E W D I S T R I B U T I O N L I S T F O R E -
M A I L I N G P U R P O S E S .
New Instant Message S E N D S A N I N S T A N T M E S S A G E T O T H E C O N T A C T ( I F Y O U R N E T W O R K A N D C O M P U T E R A R E
C O N F I G U R E D W I T H T H E S E O P T I O N S ) .
New Letter to Contact Creates a letter in Microsoft Word addressed to the contact.
New Message to Contact Creates an e-mail message addressed to the contact.
New Meeting Request with
Contact Creates a meeting request addressed to the selected contact. New Appointment with Contact Creates a new appointment with the contact.
New Task for Contact Creates a task request addressed to the contact.
New Journal Entry for Contact Creates a journal entry related to the contact.
Link Links or attaches files or other Outlook items to the contact.
Call Contact Opens the automatic phone dialler to dial the contact’s number.
Call Using NetMeeting Opens NetMeeting and starts a new call.
Follow Up Flags the contact to indicate that a follow-up action is required.
Display Map of Address Plots the contact’s address on an Internet-based map.
Explore Web Page Displays the contact’s web page (if any) in your web browser.
Add Picture Adds a picture to the contact.
Forward E-mail the contact information to another Outlook user.
Forward as vCard E-mails the selected contact as an electronic business card. Lesson 4-7: Printing the Contacts list
Figure 4-10
The Print dialog box lets you specify a print style and date range.
Figure 4-11
The Page Setup dialog box lets you change the paper size, orientation, and header and/or footer.
Chapter Four: Using the Contacts List
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Even in an increasingly digital world, some people still like to have a printed hard copy of their Contacts list. So much for the paperless office! Printing your Contacts list is no different than printing anything else in Outlook, except for a few unique options that you need to be aware of. You can customize the Contacts list print settings so that your printed list looks exactly how you want it to. For example, you can select a print style from card, booklet, memo, or phone directory formats as well as select which contacts you want printed.
In this lesson, you will learn how to print a hard copy of Outlook’s Contacts list.
1
1..
Make sure you are still in the Contacts list and click thePrint button
on the toolbar.The Print dialog box appears, as shown in Figure 4-10. The Print dialog box is similar to other print dialog boxes except for a few Contacts list-related features. By default, Outlook will print all the contacts in the Contacts list. You can print only selected contacts by holding down the <Ctrl> key as you click each contact that you want to print. When you’ve finished selecting the contacts you want to print, open the Print dialog box by clicking the Print button on the toolbar and selecting the Only selected items option.
Notice the Print style section. Here you can specify the format of your printout using the styles described in Table 4-4: Contact Print Styles. If none of the styles meet your needs, you can create your own.
2
2..
SelectPhone Directory
from the Print style list and clickPage Setup
.The Page Setup dialog box appears. Here you can change the print layout, paper size and orientation, and even add a header and/or footer to your printout.
3
3..
Click thePaper tab
.The Paper tab appears, as shown in Figure 4-11. If you use a Franklin® planner, you can specify the type of paper
you want to print on. You can also select the paper’s orientation: Landscape or Portrait.
Print button
Other Ways to Print:
Select File → Print from the menu.
Press <Ctrl> + <P>. Specify the print style, as
described in Table 4-4:
Contact Print Styles.
Specify what you want to print (all contacts or only selected contacts).
Figure 4-10
Figure 4-11
Specify the type of paper you want to print on. To use a special paper size, click Custom, and then type the dimensions below.
Specify the page size.
Specify the page orientation.