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Follow these steps to modify the formatting for an existing rule or to create a new rule: 1. Open the Contacts folder. Click View, Current View, and then Customize Current View. 2. Click Automatic Formatting in the Customize View dialog box to display the Automatic Formatting dialog box, shown in Figure 18-19.
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Figure 18-19. Use the Automatic Formatting dialog box to create custom rules that control how Outlook 2007 displays contacts.
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3. If you want to modify an existing rule, select the rule, and then click Font to change the font characteristics or click Condition to modify the condition for the rule. If you are changing the condition, skip to step 6. Otherwise, skip to step 7.
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You can modify a rule condition only for rules that you have created. You cannot change the condition for the three prede ned rules.
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4. Click Add if you want to add a new rule. Outlook 2007 creates a new rule named Untitled. 5. Type a new name in the Name eld, click Font and specify font characteristics, and then click Condition to open the Filter dialog box, shown in Figure 18-20.
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Creating and Managing Your Contacts
Figure 18-20. You can specify complex conditions using the Filter dialog box.
6. Specify the criteria to de ne the rule condition. For example, click Advanced, click Field, click Frequently Used Fields, and click Company. Then select Contains in the Condition drop-down list and type a company name in the Value box. This will automatically format all contacts from the speci ed company using the font properties you specify in the next step. 7. Click OK to close the Filter dialog box, click Font in the Automatic Formatting dialog box, specify the font properties, and then click OK. 8. Close the Automatic Formatting and Customize View dialog boxes to view the effects of the new rule.
Automatic formatting rules follow the hierarchy in the list shown in the Automatic Formatting dialog box. Use the Move Up and Move Down buttons to change the order of rules in the lists and thereby change the order in which they are applied.
Filtering Contacts with Categories
Categorizing contacts allows you to organize your contacts into groups that you create. For example, categories provide an easy way to distinguish all of your personal contacts from business contacts. Categorizing also gives you the ability to group people from different companies who are all involved in the same project. Outlook 2007 provides an easy way for you to categorize your contacts, using color coding to distinguish the categories from each other. You can also de ne custom labels for categories so that you can identify the category by both color and label.
You can de ne your categories either by using a color category for the rst time or by using the Color Categories dialog box. Outlook 2007 offers three ways to open the Color Categories dialog box: Click the Categorize button on the Standard toolbar, and then click All Categories. Click Actions, Categorize, and then click All Categories. Right-click any contact item, and then choose Categorize, All Categories.
When you use a color category for the rst time, Outlook 2007 displays a Rename Category dialog box that lets you change the text associated with the category.
To create a new category and assign a color to it, follow these steps: 1. In the Color Categories dialog box, click New. 2. Type an appropriate name for the category, and and then select a color in the drop-down color palette. 3. Click OK.
For quick category assignment, assign a unique shortcut key to each of the categories you use most often. You can assign the shortcut key through the Color Categories dialog box.
You should now see the category you just created in your category list. To assign these categories to your contacts, follow these steps: 1. In the Contacts folder, right-click any item in the contacts list. 2. Click Categorize on the shortcut menu. 3. Select the category you just added in the list. Now that you have categorized your contacts, it s time to view them. Outlook 2007 has already provided a lter to show your contacts grouped in the way you selected. To view your contacts by category, use one of the following methods: In the Navigation Pane, under Current View, select By Category.