11/11/21, 2:46 PM Outlook 2010: Managing Contacts

Outlook 2010
Managing Contacts

Introduction
Contacts view is the central place for all your contacts
in Outlook 2010. Maintaining a detailed contacts list will
make sending emails and scheduling meetings much
easier.

In this lesson, you'll learn how to add, manage, and

organize your contacts. We'll also talk about how to
import contacts.

Contacts view
Outlook 2010 keeps all of your contacts organized in Contacts view. Once you've added
contacts to Outlook, you'll use the same contact information to send emails, schedule
meetings, and assign tasks. Keeping a detailed contacts list can be especially helpful
in the workplace, as you may need to communicate with many different people every
day.

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The Contacts view interface

▶︎ To access Contacts view, locate and select the Contacts View tab in the
lower-left corner of the screen. Contacts view will appear.

Click the buttons in the interactive below to become more familiar with the
Contacts view interface.

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Adding contacts
There are two ways to add contacts:

▶︎ You can manually enter information for each of your contacts.

▶︎ You can import existing lists of contacts from other accounts, such as
Gmail. If you already have several contacts saved with another account, this
method can save you a lot of time and effort.

To add a new contact manually:

1 From Contacts view, locate and select the New Contact command on the
Ribbon.

2 The Contact dialog box will appear.

3 Enter the contact information. At the very least, you should enter a first
and last name, as well as an email address. However, you can also enter
other information, like phone numbers, alternate email addresses, and
more.

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4 When you are finished filling out the contact information, click Save &
Close.

5 The contact will be added to your contacts list.

To import contacts:
In order to import contacts to Outlook, you must first export those contacts to a file,
most commonly a Comma Separated Value file, also known as CSV. Most email
applications will provide instructions on how to export your existing contacts. Once
you've exported your contacts, you're ready to import them to Outlook.

1 Click the File tab on the Ribbon.

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2 Backstage view will appear. Select Open.

3 The Open options will appear. Select Import.

4 The Import and Export Wizard will appear. Follow the instructions to
import contacts into Outlook.

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If you use Gmail, follow these instructions for exporting Gmail contacts.

Doing more with contacts

Once you're familiar with the basics of Contacts view, you can start taking advantage of
its most helpful features with these additional tips.

To send an email to contact groups:

Contact groups are especially convenient for sending messages to a group of people,
such as a specific team in your workplace.

1 Select the desired contact group, then click the E-mail command on the
Ribbon.

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2 The Compose window will appear, and the contact group will be copied
into the To: field. The message will be sent to everyone in the contact
group.

To assign tasks:
If you want to use Outlook 2010 to manage projects and tasks, you can assign tasks
(also known as To-Do's) to your contacts. Your contact will receive a notification about
the task, and you'll be notified when the task is completed.

1 Click the desired contact, locate and select the More command on the
Ribbon, then select Assign Task from the drop-down window.

2 The Task window will appear. Enter a subject as you would for an email
message, as well as a due date for the task.

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3 When you're finished entering information about the task, click Send.

To print contacts:
If you need to access your contacts list away from your computer, it's easy to print
contacts.

1 Click the File tab on the Ribbon.

2 Backstage view will appear. Locate and select Print.

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3 The Print pane will appear. Choose your desired layout, including
business card, phone list, and more, then click Print.

Challenge!
1 Navigate to Contacts view.

2 Add a new contact to your contacts list.

3 Create a contacts group.

4 Address a new email message to one of your contacts.

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