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Outlook Contacts

A "contact" is a person with whom you communicate on a business or personal level, and whose personal or business information (or both) is stored in your Contacts folder. Often you have contacts you e-mail who are outside of Dartmouth. They will not be located in the Global Address List of Exchange, nor in the Dartmouth Name Directory (DND). The best way to keep track of these addresses is to create a contact record for them in your account.

Please note: Contacts that are not in the Global Address List nor in the DND, even if they appear as you start typing their e-mail address, will not be permanently stored unless you explicitly save them as a contact.

Creating a New Contact

For Outlook 2010: 

  • Open Outlook 2010 and be sure that Contacts is selected in the Navigation bar, then click New Contact in the Home ribbon.
  • Enter the information you want regarding the contact you are adding, then click Save & Close. Note that one contact can have multiple e-mail addresses, phone numbers, street addresses, etc. 

 For Outlook 2011:

  • Open Outlook 2011 and be sure that Contacts is selected in the Navigation bar on the left, then click the Contact button to open a blank contact card.
  • Enter the information you want regarding the contact you are adding, then click Save & Close. Note that one contact can have multiple e-mail addresses, phone numbers, street addresses, etc. which can be manually entered.

  Creating a New Contact from an E-mail Message

Outlook 2010: 

  • Open the message and right-click the e-mail address in the message that you want added to your Contacts list.
  • Click Add to Outlook Contacts.
  • Edit the contact and click Save & Close.

Outlook 2011: 

  • Open the message and click once on the e-mail address in the message that you want added to your Contacts list.  
  • Move the mouse cursor over the e-mail address without clicking or holding down the mouse button
  • When the pop-up window appears, click the lower right-most icon in that window with a yellow pop-up named "Open Outlook contact...".
  • This will create the Contact card that you can update and then Save & Close.              

For Address Book on Mac OS 10.6 when using AppleMail:

  • Open the message in AppleMail.
  • Control-Click the e-mail address that you want to add to the AddressBook and in the resulting pop-down menu, select the Add to Address Book command. 
  • Open the Address Book application to edit the contact card.  Go to the File menu and select Save to save your changes.

 

Creating a Contact Group

If you regularly send e-mail to the same group of people, you can create your own contact group. This allows you to only have to type the name of the contact group to have the message addressed to everyone in the group.

For Outlook 2010: 

  • With Contacts selected in the Navigation bar on the left, click the New Contact Group button.
  • In the Name field, enter the name of the group. Next, click the Add Members icon in the Members group in the ribbon.
  • Find or manually add each contact that you want included in the group and double-click on their name to add them to the Members field found at the bottom of the window.
  • Once all the members of the group are shown in the list, click Save & Close.
  • Whenever you need to send an e-mail to everyone on this list, just enter the list name in the To: field of the e-mail window.

For Outlook 2011: 

  • With Contacts selected in the Navigation bar on the left, on the Home tab, click the Contact Group button. 
    • NOTE: if this button is grayed out, do the following:
      • Click Outlook in the menu bar then select Preferences.
      • In the Personal Settings group, click General.
      • In the Folder List section, UNCHECK the box beside Hide On My Computer folders.
      • Close the General window.
      • Navigate back to the Home tab and click on the Contact Group button.
  • Enter a Name for this Contact Group.
  • Click the Add button to begin adding names to this Contact Group.
  • When finished, click Save & Close.

 05/27/11

Last Updated: 3/2/12