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Windows 
Handy shortcuts and file handling
Outlook 
Contacts
Organize contacts (1) 
• Folder group 
• New 
 Right click an existing folder group (e.g. ‘My 
Contacts’, next select ‘New Folder Group’ 
• Enter a name and press Enter 
• Arrange 
• Drag and drop to desired place 
• Delete 
• Right click an existing folder group, select 
‘Delete Group’. 
• Note: existing items will be deleted 
• (Ex. 1.1)
Organize contacts (2) 
• Contact folder 
• New 
• Right click existing folder (e.g. ‘Contacts’), 
select ‘New Folder’ and enter a name 
• ‘Folder contains: Contact Items’ 
• Select were to place the folder and press the 
OK button 
• E.g. select your e-mail account (top folder) or 
select an existing folder (sub folder) 
• Arrange 
• Right click, select ‘Move Folder’, next follow the 
‘New’ steps from above. 
• Delete 
• Right click folder > ‘Delete Folder’ 
• (Ex. 1.2)
Create contacts 
• Select your desired contact folder 
• New Contact 
• <CTRL + N> 
• Ability to add multiple phones, e-mail 
addresses and normal addresses 
• Show 
• General: primary information 
• Detail: secondary information 
• All fields: access other fields 
• Communicate 
• Send e-mail 
• Create a meeting 
• Assign task 
• Start IM (e.g. Lync) 
• … 
• (Ex. 2)
Edit & delete contacts 
• Edit 
• Double click on contact in your contact view 
• Change desired info 
• Save and close 
• Delete 
• Select contact & press the <Delete> key 
• Right click contact > Delete 
• Home > Delete > Delete
View contacts (1) 
• Select your contact folder 
• Select view 
• Contacts > Home > Current View 
• E.g. Business card, list, … 
• Edit View 
• Right click current view > View Settings 
• Show/hide columns 
• Grouping, sorting, filtering, … 
• Mark-up 
• (Ex. 3)
View contacts (2) 
• Manage views 
• Home > Current View > bottom right 
arrow > Manage Views 
• Add or modify views 
• Apply current view to all contact folders 
• Create new view 
• Type of view 
• Apply parameters 
• E.g. 
• Which columns? 
• Mark-up 
• Group-by 
• Sort
Searching contacts 
• Select your contact folder 
• Enter your criteria in the quick search 
bar or use the shortcut <CTRL + E> 
• Use more criteria or filters by using 
the Search Tools ribbon (see LnL – 
Outlook Miscellaneous)
Contact groups 
• When? 
• Frequently communicate to same group 
of people (internal and/or external 
contacts). 
• Save time 
• Similar to distribution lists
Create a Contact group 
• Select your contact folder 
• Home > New > New Contact Group 
• Options 
• Add members 
• Remove member 
• Update now 
• Update contact details if contacts are added 
from an address book (e.g. global adress 
book). 
• (Ex. 4)
Sending messages to contacts 
• Contacts are a part of your address book 
• Set-up a new mail 
• Mail > New E-mail > To… 
• Select a contact folder 
• Select a contact group or individual contacts 
• In case a contact folder is not listed in 
address book 
• Right click your contact folder 
• Select Properties > Outlook Address Book 
• Select the checkbox ‘Show this folder as an 
e-mail Address Book’. 
• (Ex. 5)
Export & import contacts 
• This is not the same as contact sharing 
• (see LnL – Outlook - Share info with your 
colleagues) 
• Export 
• File > Options > Advanced > Export 
• Export to a file > Comma Separated Values 
• Select Contact folder 
• Contacts groups and members are only exported 
when ‘Outlook Data File’ is selected 
• Import 
• File > Open > Import 
• Multiple import options 
• Commonly used: ‘Import from another program or 
file’ > ‘Comma Seperated Values’ (.CSV) 
• (Ex. 6)
Q&A 
Future questions? 
• ICT intranet 
 Training 
 ICT Service Lunch ‘n Learn 
• Helpdesk 
http://ict.coleurope.eu 
helpdesk.be@coleurope.eu 
Tel 050 47 70 00

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Lunch 'n Learn - Outlook: contacts

  • 1. Windows Handy shortcuts and file handling
  • 3. Organize contacts (1) • Folder group • New  Right click an existing folder group (e.g. ‘My Contacts’, next select ‘New Folder Group’ • Enter a name and press Enter • Arrange • Drag and drop to desired place • Delete • Right click an existing folder group, select ‘Delete Group’. • Note: existing items will be deleted • (Ex. 1.1)
  • 4. Organize contacts (2) • Contact folder • New • Right click existing folder (e.g. ‘Contacts’), select ‘New Folder’ and enter a name • ‘Folder contains: Contact Items’ • Select were to place the folder and press the OK button • E.g. select your e-mail account (top folder) or select an existing folder (sub folder) • Arrange • Right click, select ‘Move Folder’, next follow the ‘New’ steps from above. • Delete • Right click folder > ‘Delete Folder’ • (Ex. 1.2)
  • 5. Create contacts • Select your desired contact folder • New Contact • <CTRL + N> • Ability to add multiple phones, e-mail addresses and normal addresses • Show • General: primary information • Detail: secondary information • All fields: access other fields • Communicate • Send e-mail • Create a meeting • Assign task • Start IM (e.g. Lync) • … • (Ex. 2)
  • 6. Edit & delete contacts • Edit • Double click on contact in your contact view • Change desired info • Save and close • Delete • Select contact & press the <Delete> key • Right click contact > Delete • Home > Delete > Delete
  • 7. View contacts (1) • Select your contact folder • Select view • Contacts > Home > Current View • E.g. Business card, list, … • Edit View • Right click current view > View Settings • Show/hide columns • Grouping, sorting, filtering, … • Mark-up • (Ex. 3)
  • 8. View contacts (2) • Manage views • Home > Current View > bottom right arrow > Manage Views • Add or modify views • Apply current view to all contact folders • Create new view • Type of view • Apply parameters • E.g. • Which columns? • Mark-up • Group-by • Sort
  • 9. Searching contacts • Select your contact folder • Enter your criteria in the quick search bar or use the shortcut <CTRL + E> • Use more criteria or filters by using the Search Tools ribbon (see LnL – Outlook Miscellaneous)
  • 10. Contact groups • When? • Frequently communicate to same group of people (internal and/or external contacts). • Save time • Similar to distribution lists
  • 11. Create a Contact group • Select your contact folder • Home > New > New Contact Group • Options • Add members • Remove member • Update now • Update contact details if contacts are added from an address book (e.g. global adress book). • (Ex. 4)
  • 12. Sending messages to contacts • Contacts are a part of your address book • Set-up a new mail • Mail > New E-mail > To… • Select a contact folder • Select a contact group or individual contacts • In case a contact folder is not listed in address book • Right click your contact folder • Select Properties > Outlook Address Book • Select the checkbox ‘Show this folder as an e-mail Address Book’. • (Ex. 5)
  • 13. Export & import contacts • This is not the same as contact sharing • (see LnL – Outlook - Share info with your colleagues) • Export • File > Options > Advanced > Export • Export to a file > Comma Separated Values • Select Contact folder • Contacts groups and members are only exported when ‘Outlook Data File’ is selected • Import • File > Open > Import • Multiple import options • Commonly used: ‘Import from another program or file’ > ‘Comma Seperated Values’ (.CSV) • (Ex. 6)
  • 14. Q&A Future questions? • ICT intranet  Training  ICT Service Lunch ‘n Learn • Helpdesk http://ict.coleurope.eu helpdesk.be@coleurope.eu Tel 050 47 70 00