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Outlook allows you to edit your contact information from any of the views available while within Contacts, whether you re in the default Address Cards view or any of the other possible views accessible from the View menu Select the contact by clicking it once and then clicking the field you want to change, as shown in Figure 24-3 Once your cursor is blinking within the data, you can use BACKSPACE and DELETE to remove unwanted content and then type whatever you do want to appear in the field
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Import Your Address Book from Outlook Express
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If you ve been using Outlook Express for email prior to installing Office 2003, you can take your address book with you In Outlook 2003, choose File | Import and Export, which opens the Import and Export Wizard Choose Import Internet Mail and Addresses and then click Next Choose your current version of Outlook in the next step of the wizard and then choose whether or not to import both your mail and your address book you can choose one or both Click Next, and the import begins In the end, you ll see your Outlook Express address book entries appear in the current Outlook 2003 Contacts view, and you can use and edit the addresses as you would those you enter manually
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FIGURE 24-3
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The Phone List view, as selected from the View menu Simply click one of the fields and update the information to edit the contact
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Of course, you can also open the contact in the Contact window and make any changes there as well To reopen the Contact window for any contact in the address book, just double-click the record name in the current view, and the window opens You can also right-click the record (on any of the displayed data) and choose Open from the shortcut menu Deleting records is almost too easy Simply select the contact in any of Outlook s possible views and either press DELETE to send it to the Deleted items folder or right-click the contact and choose Delete from the context menu You can also click the X (Delete) button on the toolbar while the record is selected
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CHAPTER 24: Building a Contacts List
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The Activities tab of the Contact dialog box allows you to see all email messages, appointments, tasks, notes, and documents related to that contact You tie these items to a contact via links Outlook will automatically create links when you send or receive email messages, schedule meetings, or assign tasks involving someone on your Contacts list You can manually link contacts to Outlook items and other Office documents using any of the following methods
Linking a Contact to a Preexisting Outlook Item
Open the contact to which you want to link an item, and select Actions | Link | Items from the menu bar This displays the Link Items to Contact dialog box, shown next
Use the Look In field to select the folder you want to look in, and use the Items field to choose the specific Outlook items you want linked to this contact
Linking a Contact to New Items
When composing a new message, click the Options button on the message window s toolbar and then click the Contacts button at the bottom of the Message Options dialog box When creating appointments, meetings, and event items, simply use the Contacts button located at the bottom of their input windows
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Linking a Document to a Contact
Just like linking a contact to a preexisting Outlook item, open the contact to which you want to link a document, select Actions | Link, but then choose File from the menu bar This opens a standard Choose a File dialog box from which to locate a file on your hard drive
Printing Your Contacts List
You can print out your contacts in much the same way you print out a calendar You can print your entire Contacts list or print only a subsection for example, if you re going out of town and only need the contacts for a specific city To print your entire Contacts list, switch to Address Cards view, as this provides the most print style options, and then choose File | Print from the menu bar You can also press CTRL-P on your keyboard In the Print dialog box, select the style you prefer in the Print Style area (see Figure 24-4) and then click OK You may want to use the Preview button first to get an idea how your printout will look If you only want to print a selection of contacts, go to the View menu and choose Current View | Customize Current View In the View Summary dialog box, click the Filters button In the resulting dialog box, shown next, use the available fields to narrow your contacts down to the ones you want You could use the Search for the Word(s) field and enter the name of a city, or you could use the Email button to pick out individuals from your Contacts list Use in In field
FIGURE 24-4
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