Tutorials
Microsoft Outlook Tutorials
Adding a Contact to Your Contacts Folder
You can use the Contacts component to add contacts in a number of different ways. All contacts, however, are added in the Contact window. The Contact window contains five tabbed pages: General, Details, Activities, Certificates, and All Fields.
You can use the General page to enter a contact’s name, job title, company, multiple addresses and telephone numbers, multiple e-mail addresses, a web page address, and notes about the contact. Contact information is entered into fields. Fields are text boxes that contain specific pieces of information, such as a contact’s name, address, or telephone number. The File as text box is automatically completed based on the contact’s name information entered in the Full Name text box and allows you to choose how a contact’s name will appear. To create a unique entry in the File as text box, you can type over the information currently in the text box. In addition, you can use the Categories button to categorize your contacts.
The Details page allows you to add detailed information about a contact, such as a manager’s or assistant’s name, birth date, and other data. The Activities page displays activities associated with a contact, such as journal entries, e-mail, notes, and telephone calls. The Certificates page contains the digital IDs you need to include when sending e-mail, especially through the Internet, to the contact. Certificates are digital signature or encryption files that guarantee that the message came from you and has not been altered by someone else. The All Fields page allows you to customize the fields used in managing your contacts.
The Contact Dialog Box
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You can add multiple addresses, e-mail addresses, and telephone numbers for a single contact. After entering the first address or phone number, select the list arrow, select the field name for the second entry, and enter the address or telephone number for that location. You can continue to add one address or telephone number for each available field name. |
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The Location Information dialog box may open when you enter the first contact’s telephone number. You will have to complete this information before you can proceed. Enter your area code in the first text box and then enter any other pertinent information. |
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The Activities page reflects all items to which a contact is linked. To link a new item to a contact, select Contacts at the bottom of the item window (for mail, click the Options button, and then click Contacts), select the desired contact, and then select OK. To link an existing item to a contact, open the Contact window, select the Actions menu, point to the Link command, and then select the Items command. Choose the desired item in the Link Items to Contact dialog box and then select OK. |
Exercise: Adding a New Contact to the Contacts Folder
- With the Contacts folder open, click the New Contact button on the standard toolbar.
- Maximize the Contact window, if necessary.
- Type the full name of the contact.
- Continue to enter the desired contact information on the General page.
- Select the Details tab.
- Enter the desired information on the Details page.
- Continue to complete the contact information as desired.
- Select the Save and Close button.