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If you want to time a call and type notes in Outlook 2007 while you talk, you can create a journal entry for the call as you dial. The journal entry form contains a timer that you can start and stop and also provides space to type notes. For example, you might want to use this option if you bill clients for time spent on phone conversations. For more information about using the journal for phone calls, see 23, Tracking Documents and Activities.
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If you omit the country code and area code from a phone number, the automatic phone dialer uses settings from the Dialing Properties dialog box, which you can access through the Phone And Modem Options icon in Control Panel or by clicking Dialing Properties in the New Call dialog box. If you include letters in the phone number, the automatic phone dialer does not recognize them.
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If you make frequent calls to particular phone numbers, you can create a speed dial list of those phone numbers and quickly make calls from the list. Before you become enamored with the idea of the Outlook 2007 speed dialing feature, however, you should understand that it suffers from a aw that renders it only moderately useful. Although you can add names and numbers to the speed dial list, Outlook 2007 keeps only the numbers and loses the names. If you remember whom a particular number belongs to, this isn t a problem. However, if you have more than a few numbers on the list, the speed dial feature won t do you much good. Follow these steps to create entries in the speed dial list: 1. Open the Contacts folder, and then choose Actions, Call Contact, New Call to open the New Call dialog box. Alternatively, you can click the Dial button on the Standard toolbar. 2. Click Dialing Options to display the Dialing Options dialog box.
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3. If the person s contact information is stored in the Contacts folder, type the name in the Name box, and then press Tab to move to the Phone Number box, where Outlook 2007 automatically lls in the phone number from the contact entry. If you need to use a different number, select it from the drop-down list or type the number in the Phone Number box. 4. Click Add to add the entry to the speed dial list, shown in Figure 18-11.
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Figure 18-11. Use the Dialing Options dialog box to add speed dial numbers.
5. Repeat these steps to add other numbers as needed, and then click OK. 6. Click Close to close the New Call dialog box.
Note
To dial a speed dial number, click the arrow next to the Call button on the Standard toolbar, click Speed Dial, and then click a speed dial entry in the corresponding list.
Redialing Recently Dialed Numbers
In addition to using the speed dial list, you also can select a phone number from a list of numbers you ve recently dialed. To do so, choose Actions, Call Contact, Redial, and then choose the number you want to dial on the menu.
Sending an E-Mail Message to a Contact
If you re working in the Contacts folder, you can send an e-mail message to one of your contacts without switching to the Inbox folder. This is a handy feature that can save a lot of time in an average work day. Here s how to send a message from the Contacts folder: 1. In the Contacts folder, select the contact item, click Actions, Create, and then select New Message To Contact. Or simply right-click the contact, click Create, and then click New Message To Contact. 2. In the Subject box, type the subject of the message.
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Working with Contacts
3. In the message body, type the message. 4. Click Send.
Connecting to a Contact s Web Site
It seems everyone has a Web site these days, whether it s a company s site or a collection of family photos. If you have the URL for a contact s Web page recorded in the contact entry, you can connect to that site directly from Outlook 2007. This is particularly handy for linking to business sites from a company contact entry for example, you might create a link to the company s support or sales page. Associating Web sites with contacts is often more meaningful than simply storing a URL in your Favorites folder. With the contact item open, you can connect to the contact s Web site by performing one of the following actions: Click on Web Page in the Communicate group on the Contact tab. Press Ctrl+Shift+X. Click the hyperlink that appears in the Web Page Address box in the contact entry.
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