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To quickly create a contact while you re composing a message, type the e-mail address in the To, Cc, or Bcc eld, and then press Tab. The e-mail address becomes underlined. Right-click the e-mail address and select Add To Outlook Contacts (see Figure 6-8). You can also create new contacts, distribution groups, and other types of entries from any navigation pane. To do this, select the drop-down arrow next to the New button on the main window s Menu bar and choose the type of item to create.
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Figure 6-8. Right-clicking an e-mail address gives you extra options.
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You can modify any addresses stored in your own address books, as well as in the address books of other users for which you have the appropriate access. You can modify an address while working with an e-mail message or while working directly in the address book. If you re using a message form, click To, Cc, or Bcc. Right-click the address you want to change and click Properties. If you re working in the address book instead, just right-click the address and choose Properties. Outlook 2007 displays the same form you used to create the contact. Make the changes you want and click OK.
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Removing a contact from the OAB is much easier than creating one. Open the OAB, select the address you want to delete, and click the Delete button on the toolbar or press Delete.
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If your address book contains numerous addresses, as might be the case in a very large organization, it can be a chore to locate an address if you don t use it often. Outlook 2007 provides a search capability in the address book to overcome that problem, making it relatively easy to locate addresses based on several criteria.
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Managing Address Books and Distribution Lists
Note
You can simply click in the text box at the top of the Address Book and type a name. Outlook 2007 locates the rst address that matches the text you type. If you prefer to see only those items that match the text for which you are searching, you can use the Find dialog box, as described in the following steps.
Follow these steps to locate an address in any address book: 1. Click the Address Book button on the toolbar to open the address book. 2. In the Address Book drop-down list, select the address book you want to search. 3. Choose Tools, Find to display the Find dialog box shown in Figure 6-9 (for Exchange Server address lists) or Figure 6-10 (for the OAB).
Figure 6-9. Use the Find dialog box to locate people in the Exchange Global Address List.
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Figure 6-10. The Find dialog box offers only a single search eld for Outlook Address Book searches.
Using AutoComplete for Addresses
4. If you re searching an address list on the Exchange Server, decide which criteria you want to use and enter data in the elds to de ne the search. If you re searching an OAB, specify the text to search for, which must be contained in the contact s name. 5. Click OK to perform the search. When you click OK, Outlook 2007 performs a search in the selected address book based on your search criteria and displays the results in the Address Book window. You can revert to the full address book list by selecting the address book from the Address Book drop-down list. Select Search Results from the Address Book drop-down list to view the results of the last search.
SIDE OUT
Using a directory service
In addition to searching your address books, you also can search a directory service for information about contacts. A directory service is a server that answers queries about data (typically contact information) stored on the server. For detailed information on setting up and using directory services in Outlook 2007, see the section Con guring a Directory Service Account in Outlook in 17.
Using AutoComplete for Addresses
Outlook 2007 automatically keeps track of addresses that you enter in the address elds and stores them in an AutoComplete cache le in your pro le folder. When you type an address in the To, Cc, or Bcc elds, Outlook 2007 adds the address to the cache. The cache le has the le name pro le.nk2, in which pro le is your Outlook 2007 pro le name. The default location for the le is the AppData\Roaming\Microsoft\ Outlook folder of your user pro le. When you begin typing in any of these address elds, Outlook 2007 begins matching the typed characters against the AutoComplete cache. If it nds a match, it automatically completes the address. If there is more than one match in the cache, Outlook 2007 displays a drop-down list that contains the names for all the matching entries (see Figure 6-11). Use the arrow keys or mouse to select a name from the list and then press Enter or Tab to add the address to the eld.
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