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Microsoft Of ce PC QuickSteps Outlook 2007 Know Your PC Managing Contacts Getting to QuickSteps
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ADD A FILE To place a copy of a photo, document, spreadsheet, or any other kind of file in the contact: (Continued)
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1 In the main Contacts window, on the standard toolbar, click the New down arrow, and
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select Distribution List The Distribution List window opens
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2 Type a name for the list in the Name text box In the Distribution List tab Members
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group, click Select Members to display your current Contacts list
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3 Double-click each name to include it in your distribution list 4 Click OK at the bottom of the Select Members window when you have chosen all the
names you want in your list
5 If you need to add a name that is not in your Contacts list, in the Distribution List tab
Members group, click Add New to display the Add New Member dialog box
1 Click inside the
Notes section of the Contact window
6 Click in the Display Name text box, and type the name you want displayed in your
distribution list
2 In the Insert tab Include group, click Attach File
The Insert File dialog box will appear
7 Click in the E-mail Address text box, and type the e-mail address for this list member 8 Click Add To Contacts if you want to add this person to your Contacts list
3 Select the file you want to attach by doubleclicking the file name A link to the file is displayed in the Notes section, as shown in Figure 4-3
4 Double-click the file to open it
ADD AN ITEM You can place a copy of an Outlook item (e-mail message, task, appointment, and so on) in the contact
1 Open the contact and in the Insert tab Include
group, click Attach Item The Insert Item dialog box appears
2 Select the item you want to include with your
contact You may insert:
Text only An attachment A shortcut to the item
3 When you are done, click OK
Figure 4-3: You can attach any type of file in your Contact window
Microsoft Of ce Outlook 2007 QuickSteps Managing Contacts PC QuickSteps Getting to Know Your PC
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Click OK to close the dialog box
You may add notes to your distribution list In the Distribution List tab Show group, click Notes to display the Notes window Type any notes that pertain to this distribution list In the Distribution List tab Actions group, click Save & Close to save your new list
Remove a Name from a Distribution List
You can count on change affecting the people in your list To keep your messages going to the right places, you can add or remove members and update current information directly from your Address Book
1 2
To remove a name, open the Contacts window, and locate the distribution list Double-click the list to open it In the Distribution List tab Show group, click Members to display the list of members, if it isn t already displayed
Figure 4-4: Distribution lists ensure that your e-mail message goes to every member of the group
3 Click the member name you want to remove In the Members group, click Remove
The name is removed from your distribution list This does not remove the name from your Contacts list, only from the distribution list
4 In the Actions group, click Save & Close to save your changes
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Microsoft Of ce PC QuickSteps Outlook 2007 Know Your PC Managing Contacts Getting to QuickSteps
CATEGORIZE YOUR DISTRIBUTION LIST
When you send e-mail to a distribution list, you don t have to let the members see who s on it enter the name of the list into the Bcc field To display the Bcc field from the e-mail message window, in the Options tab Fields group, select Show Bcc
If you use color categories to organize Outlook 2007, you can easily assign one or more to your distribution list
1 To assign one color category to your distribution list, open the Contacts window, and
locate the distribution list Double-click the list to open it
2 In the Distribution List tab Options group, click Categorize
to display the Categorize menu
3 Click the category you want The category is displayed
above the name of your distribution list The menu closes automatically
NOTE
You can create a new distribution list from anywhere in Outlook 2007 Press CTRL+SHIFT+L to open a new Distribution List window
4 To assign more than one color category, follow steps 1 3,
except click All Categories at the bottom of the Categorize menu The Color Categories dialog box appears
5 Click the check boxes for the categories you want 6 Click OK to close the dialog box and return to your
distribution list All of the color categories you chose appear above the name of your distribution list
7 In the Distribution List tab Actions group, click Save & Close to close the Distribution
List window
Use Contacts
Once you enter a contact, you can do a lot with it besides fill in e-mail addresses quickly and accurately though that alone makes it worth far more than any effort involved You can share contact information, sort contacts, flag them for future action, use an automated telephone dialer built into the contact, and even create a postal service letter using the contact
Add Contacts to E-mail
The information you have for a contact may be useful to someone else Whether it s a business associate or a relative, sharing the information by way of e-mail prevents typos, copying errors, and tedium You can send the contact as an
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Microsoft Of ce Outlook 2007 QuickSteps Managing Contacts PC QuickSteps Getting to Know Your PC
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item both in text and as an attachment or as an electronic business card, which you can send to other Outlook users, or you can send a vCard (vcf file) to those who don t use Outlook No matter how you send it, the recipient treats the contact like any other attached file
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