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Managing Contact Records in Microsoft Outlook 2013

Personalizing electronic business cards

Within each contact record window, information appears not only in the fields of the contact record but also in the form of a graphic that resembles a business card. When you enter a person’s contact information in a contact record, basic information appears in the business card shown in the upper-right corner of the contact window. This data includes the person’s name, company, and job title; work, mobile, and home phone numbers; and email, postal, webpage, and instant messaging addresses. (Only the first 10 lines of information fit on the card.) If an image is associated with the person through Exchange, SharePoint, or a social network to which you’ve connected Outlook, the contact record includes the image. You can change the types of information that appear, rearrange the information fields, format the text and background, and add, change, or remove images, such as a logo or photograph.

Creating a business card for yourself provides you with an attractive way of presenting your contact information to people you correspond with in email. You can attach your business card to an outgoing email message or include it as part (or all) of your email signature. The recipient of your business card can easily create a contact record for you by saving the business card to his or her Outlook address book.

In this exercise, you’ll modify the business card associated with a contact record.

  1. In the contact list, double-click the Joan Lambert contact record to open the contact record window. The business card in the upper-right corner displays information stored in the contact record fields. The grayscale graphic on the left side of the business card is a placeholder image.

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    The default business card displays the information stored in the contact record.

  2. On the Contact tab, in the Options group, click the Picture button, and then click Add Picture. The Add Contact Picture dialog box opens, displaying the contents of your Pictures library. You can add a business logo, your photograph, or any other image to a business card.

  3. In the Add Contact Picture dialog box, navigate to the Chapter09 practice file folder, click the JoanLambert image, and then click OK to replace the image placeholder in the contact record window and business card with the photo of Joan. Notice that the space allocated to the image changes and the content moves to the right.

  4. In the Options group, click Business Card to open the Edit Business Card dialog box, in which you can modify the contents of the business card.

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    The default placement of an image on an electronic business card is to the left of the contact information.

  5. In the Card Design area, in the Layout list, click Image Right to move the photo from the left side of the card to the right side.

  6. In the Image Area box, enter or select (by clicking the arrows) 40% to dedicate that horizontal portion of the card to the image.

  7. In the Image Align list, click Fit to Edge to expand the photo to the full height of the business card.

  8. In the Card Design area, click the Background Color button to open the Color dialog box. In the fifth row of the Basic colors palette, click the second swatch to select a brown color that coordinates with colors in the image.

  9. In the Color dialog box, click OK to apply the new background color to the card preview. Notice that some of the text on the card might be difficult to read against the dark background.

  10. With Full Name selected in the Fields list, click the Font Color button at the top of the Edit area (not the button associated with the Label field). In the Color dialog box, in the lower-right corner of the Basic colors palette, click the white swatch. Then click OK. The name on the business card now stands out from the background color.

  11. In the Fields list, click Company, and then change the color of the company name shown on the business card from black to light yellow (the second swatch in the top row of the Basic colors palette).

  12. In the Fields list, click Job Title. Then below the Fields list, click Remove to remove the job title from the business card (but not from the contact record).

  13. In the Fields list, click the first Blank Line entry. Below the Fields list, click the Move Field Up button five times (pausing between clicks) to position a blank line after the company name.

  14. In the Fields list, click E-mail. Then click the Move Field Up button two times to position the email address before the phone numbers.

  15. Use the techniques you learned in this exercise to do the following:

    • Remove the Business Address field from the business card.

    • Insert a blank line between the Mobile Phone and Business Home Page fields.

    • Change the color of the E-mail, Business Phone, and Mobile Phone information to light gray (the third swatch from the right in the last row) and the Business Home Page information to light yellow.

    After completing these changes, the business card looks very different from the original.

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    You can easily modify the layout and formatting of an electronic business card.

  16. In the Edit Business Card dialog box, click OK to display the customized business card in the contact record window.

  17. On the Contact tab, in the Actions group, click the Save & Close button to display the personalized business card among the default business cards in the address book.

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    A personalized business card stands out from other contact records.