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Figure 14-16. search.
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Use the Choose Contact dialog box to select the correct contact after a
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You also can choose Tools, Find, Find to open a Find Bar above the Contacts folder, as shown in Figure 14-17. You can use this Find Bar to locate other information in addition to contacts (such as e-mail messages or tasks). 405
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Part 3: Contact Management
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Microsoft Office Outlook 2003 Inside Out
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Figure 14-17.
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Use the Find Bar to locate contacts and other information in Outlook.
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Choose Tools, Find a second time to close the Find Bar.
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Finally, if you need to perform an advanced search, choose Tools, Advanced Find to open the Advanced Find dialog box (see Figure 14-18). You can use this dialog box to perform more complex searches based on multiple conditions, such as searching for both name and company.
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Figure 14-18. Use the Advanced Find dialog box to perform more complex searches using multiple conditions.
For a detailed discussion of how to perform both simple and complex searches in Outlook, see 31, Finding and Organizing Data.
Part 3: Contact Management
Managing Your Contacts
Making a Common Change to Multiple Contacts
Making changes to a single contact doesn t take long, but making the same change to several contacts can take a lot of time. You can relieve some of that time drain by propagating a change to a single contact to multiple contacts. For example, let s say that your Contacts folder includes contacts for several people who work for the same organization. The organization s fax number has changed, and now you need to make that change for each contact. Propagating the change to other contacts is a simple dragand-drop action with Outlook s ability to group items in the Contacts folder view. Here s how to make it happen:
1 Open the folder containing the contacts to be changed. 2 Click View, Arrange By, Current View and choose a table view that best displays the
information you need to change. In this example, choose Group By Company because its table view includes the fax number. Then, choose View, Arrange By, Current View, Customize Current View.
3 Click Group By and then click Clear All. From the Group Items By list, choose the
item you want to change (in this example, Business Fax).
4 From the Expand/Collapse Defaults drop-down list, choose All Collapsed. Click OK
twice to return to the view you just created.
5 Expand the group that includes the item you want to change. 6 Open one of the contacts and make the needed change, then save and close the contact. This contact now appears by itself under a different group.
7 To propagate the change, drag the gray grouping bar for the unchanged contacts and
drop it on the grouping bar for the modified contact. Outlook makes the change to the other contacts automatically. Changing multiple items at one time is easy as long as you remember that you need to first display a table view and then group it by the item you want to change. You can either custom ize an existing view or create a new one. If you customize an existing standard view, you can restore it to its default condition by clicking View, Arrange By, Current View, Define Views, selecting the view, and clicking Reset.
Viewing Contacts
Outlook provides predefined views for reviewing your contacts list in the Contacts folder. For example, Address Cards view displays names and addresses of contacts in blocks that look like address labels. This view is a convenient way to look up a contact s mailing address. In Phone List view, Outlook displays contact entries in table rows with details such as phone, job title, and department name in columns. This view is helpful for quickly finding a contact s phone number or job title. You can customize the various standard views to control the amount of detail or to help you organize and analyze information.
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Part 3: Contact Management
Microsoft Office Outlook 2003 Inside Out
Using Standard Views in the Contacts Folder
The Contacts folder offers seven standard formats for viewing contacts. To change views, choose View, Arrange By, Current View and select the view you want to use. Two of the stan dard formats are card views and five are table views, as described in the following list:
Address Cards
This view (the default) displays contact entries as individual cards with name, one mailing address, and business and home phone numbers.
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