Managing Contact Records in Microsoft Outlook 2013
- Creating address books
- Importing and exporting contact records
- Creating contact groups
- Quickly locating contact information
- Personalizing electronic business cards
- Key points
Quickly locating contact information
You can use the Search feature in any Outlook module to immediately find a specific Outlook item within the current folder, an item of the same type in any folder, or an item of any type in any folder. Finding an item that contains, for example, a specific word is as simple as entering that word in the Search box at the top of the content area. When you position the cursor in the Search box, the Search tool tab appears on the ribbon. You can refine your search criteria or expand your search to include additional locations by using the commands available on the Search tab.
In this exercise, you’ll locate specific contact records, and work with the contact records from the search results.
At the top of the contact list, click to position the cursor in the Search box, and activate the Search tool tab on the ribbon.
Filters on the People module Search tool tab are specific to information stored in contact records.
In the Search box, enter sa. Notice that as you enter the letters, Outlook filters the list to display only those contact records that contain the letters you’ve entered, and highlights the matches in the contact records. This highlighting appears in any view other than Business Card view.
Outlook locates the letters at the beginning of any word.
In the Search box, replace sa with steve. As you type, Outlook filters the records in the SBS Contacts address book to locate Steve Masters.
Let’s focus our search on Mr. Stevens, who is a member of the SBS Project Team contact group.
On the Search tool tab, in the Scope group, click the All Contact Items button. The search results expand to display contact information for Steve Masters and Max Stevens, in addition to any other contacts that meet the criteria. Because we’re no longer working specifically in the SBS Contacts address book, the view changes to the default People view.
In the contact list, click Max Stevens to preview his information.
Next let’s locate a co-worker of Mr. Stevens.
A refined search.
In the Search box at the top of the contact list, click the Close Search button (the X) to return to the SBS Contacts address book.
Click in the Search box, and then on the Search tool tab, in the Refine group, click the More button. In the list, click Company to display a Company box in the Search pane.
In the Company box, enter Wide World Importers. As you enter the company name, Outlook populates the Search box with the correct criteria for the search.
When a single search criterion includes multiple words, Outlook encloses the words in parentheses.
The search returns no results because no contact records containing that phrase exist in this address book. You added the contacts from Wide World Importers to the address book when you created the SBS Project Team contact group, and the contact group entries included only the first name, last name, and email address for each person.
Click the Remove button to the right of the Company box to remove the corresponding criterion from the Search box.
In the Refine group, click the More button and then, in the list, click E-mail to display an E-mail box in the Search pane.
In the E-mail box, enter wideworldimporters to enter the corresponding search criterion in the Search box. Your search still yields no matching contact records because Outlook creates contact records in your default address book when adding people by email address to a contact group; you are currently searching the SBS Contacts address book.
On the Search tab, in the Scope group, click the All Contact Items button to locate the three contact records you created in the previous exercise. In the Reading Pane, the source is specified as your Contacts address book.
Email address is one of the criteria by which you can conduct a search.
In the contact list, click any one of the three contact records, and then press Ctrl+A to select all three. Drag the selected contact records from the contact list to the SBS Contacts address book in the Folder Pane.
In the Folder Pane, click the Contacts address book and verify that the three contact records are no longer there.
Click the SBS Contacts address book. On the Home tab, in the Current View gallery, click the List thumbnail. Confirm that the contact records for Sara Davis, Delphine Ribaute, and Max Stevens are now stored in this address book with the other contact records and the contact group that you have created while working through this book.
The final contents of the SBS Contacts address book.