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Earlier versions of Of ce Outlook enabled users to store addresses in Personal Address Books (PABs), which were kept in separate les from the personal data store. Although PABs are no longer available in Outlook 2007, you can import them into the OAB.
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When you use a pro le that contains an Exchange Server account, you ll nd one other address list in addition to the OAB: the Global Address List (GAL). This address list resides on the Exchange Server and presents the list of mailboxes on the server as well as other address items created on the server, including distribution groups and external addresses (see Figure 6-2). However, end users can t create address information in the GAL; only the Exchange Server system administrator can do this.
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Figure 6-2. The Global Address List shows addresses on the Exchange Server.
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Some e-mail addresses are not available in the OAB or GAL but are available using Lightweight Directory Access Protocol (LDAP). This requires network connectivity to the LDAP server.
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Details on con guration are found in 17, Using LDAP Directory Services.
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Other Address Lists
In addition to the OAB, GAL, and LDAP, you might see other address sources when you look for addresses in Outlook 2007. For example, in an organization with a large address list, the Exchange Server system administrator might create additional address lists to lter the view to show only a selection, such as contacts with last names starting with the letter A or contacts external to the organization. You might also see a list named All Address Lists. This list, which comes from Exchange Server, can be modi ed by the Exchange Server administrator to include additional address lists. The list can also include Public Folders (see Figure 6-3), which can store shared contacts. In addition, the list by default includes All Contacts, All Groups, All Rooms, and All Users, which sort addresses by type.
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Managing Address Books and Distribution Lists
Figure 6-3. Additional address lists can display ltered lists of contacts.
Con guring Address Books and Addressing Options
Outlook 2007 offers a handful of settings you can use to con gure the way your address books display contacts and address information. You also can add other address books and choose which address book Outlook 2007 uses by default for opening and storing addresses and processing messages.
Setting the Contacts Display Option for the OAB
You can set only one option for the OAB. This setting controls the order in which Outlook 2007 displays names from the OAB: either First Name, Last Name or Last Name, First Name. Follow these steps to set this display option: 1. If Outlook 2007 is open, choose Tools, Account Settings, and then select the Address Books tab. If Outlook 2007 is not open, right-click the Outlook icon on the desktop or on the Start menu, choose Properties, click E-Mail Accounts, and then select the Address Books tab. 2. Select Outlook Address Book and click Change to display the Microsoft Of ce Outlook Address Book dialog box, shown in Figure 6-4. 3. In the Show Names By box, select the display format you prefer. Click Close, and then click Close.
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Con guring Address Books and Addressing Options
Figure 6-4. Select the display option for Outlook Address Book entries in the Microsoft Outlook Address Book dialog box.
Removing Contacts Folders from the OAB
In most cases, you ll want all your Contacts folders to appear in the OAB. If you have several Contacts folders, however, you might prefer to limit how many folders appear in the OAB or you might simply want to restrict the folders to ensure that speci c addresses are used. You can set the folder s properties to determine whether it appears in the OAB by following these steps: 1. Open Outlook 2007 and open the folders list (or click the Contacts button in the Navigation Pane). Then right-click the Contacts folder in question and choose Properties. 2. Click the Outlook Address Book tab and clear the Show This Folder As An E-Mail Address Book option to prevent the folder from appearing in the OAB. 3. Change the folder name, if necessary, and then click OK.
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