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CHANGE THE VIEW OF CONTACTS
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CREATE A NEW COLOR CATEGORY To create a new color category:
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1 In the Contacts window, click Actions on the
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2 Click Categories and then click All Categories to
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display the Color Categories dialog box
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3 Click New The Add New Category dialog box
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Just as you can select and customize the view of other parts of Outlook, you can choose from eight standard views of the Contacts window, and you can change the view to suit your needs If you do not see the eight views, click the two downward arrows to the right of Current View on the Navigation pane:
a Enter the name you want for this category b Click the Color down arrow, and click a color
from the palette You can use any of the 25 colors
Business Cards shows the electronic business cards for each contact Address Cards shows names, e-mail addresses, phone numbers, and mailing addresses Detailed Address Cards, in addition to showing the information in Address Cards view, presents a condensed version of all the information for the contact Phone List gives each contact one line in a table, with headings you can click to use for sorting the table By Category clusters contacts that have been assigned to categories By Company groups contacts for which companies have been entered By Location clusters contacts for which a country or region has been entered
c Click the Shortcut Key down arrow, and click
a keyboard shortcut You have 11 choices of keyboard shortcut keys
d Choose one of the keyboard shortcuts
displayed, or leave the default selection
(None) Continued
80 80
Microsoft Of ce PC QuickSteps Outlook 2007 Know Your PC Managing Contacts Getting to QuickSteps
UICKSTEPS
WORKING WITH COLOR CATEGORIES (Continued)
e Click OK to complete the process and close
the Color Categories dialog box
Outlook Data Files are the storage files that Outlook 2007 creates from items you ve saved There are two types of data files:
Personal Folders (pst) files are the default type of data that is used for standard
e-mail This is the standard format for most home users of Microsoft Outlook Exchange is used primarily by larger organizations
Offline Folders (ost) files are used only with Microsoft Exchange Microsoft
It s easy to try the various views to find which one works best for you and then to customize that view
1 2 3
Click a current view option in the Navigation pane Or Click the View menu, click Current View, and click a current view Open the Customize View dialog box by clicking the View menu, clicking Current View, and clicking Customize Current View
RENAME A COLOR CATEGORY To rename an existing color category:
1 Open the Color Categories dialog box, as
described in the previous section, or by clicking Categorize on the standard toolbar and clicking All Categories
2 Select the category and click Rename 3 Type a new name for this category in the text box
that appears
4 Each view has its own dialog box, in which you can click a button to edit an element
of the view The availability of each element depends on the view with which you
4 Press ENTER to complete the process
Continued
9 10
Microsoft Of ce Outlook 2007 QuickSteps Managing Contacts PC QuickSteps Getting to Know Your PC
81 81
UICKSTEPS
WORKING WITH COLOR CATEGORIES (Continued)
are working In each element, click OK to close the element s dialog box and save any changes The possible elements are:
Fields displays available fields on the left side of the Show Fields dialog box and
fields that are actually used on the right The fields displayed on the right are in the order in which they appear in the view you selected
DELETE A COLOR CATEGORY To delete an existing color category:
1 Open the Color Categories dialog box in either of
the two ways described previously
Group By allows you to choose how your items are grouped Sort alphabetically orders the contents If Group By is also used Sort will provide a
secondary ordering within the groups
2 Select the category and click Delete 3 A warning message will appear, informing you
that deleting the category removes it from your list but does not affect previously categorized items
Filter lets you filter by words, categories, and other advanced options Other Settings control how the data looks, such as the font style and size
4 Click Yes to delete the category or click No to
leave it on the list
Automatic Formatting lets you set rules for the selected view Format Columns lets you change the format and labels of columns within a view
SORT CONTACTS BY FIELDS OR COLUMNS
You can change how your contacts are displayed when working with one of the list views
82 82
Microsoft Of ce PC QuickSteps Outlook 2007 Know Your PC Managing Contacts Getting to QuickSteps
1 From your Outlook window, click Contacts in the Navigation pane Your Contacts list
is displayed on the right side of the Contacts window
2 In the Navigation pane, choose which current view you want from the five choices that
display as a list These are:
Phone List By Category By Company By Location Outlook Data Files
3 In the Contacts window, click the column name by which you want to sort 4 The default is to sort by lowest number to highest number and then by A to Z Click the
column name a second time to reverse the sort order from highest number to lowest number and then by Z to A
REMOVE A SORT ORDER
To remove a sort order from a selected view:
1 Click the View menu, click Arrange By, and click Custom to display the Customize
View dialog box
2 Click Reset Current View to return to the original settings, and click OK to close the
dialog box
3 Click Sort to open the Sort dialog box: a Click the Sort Items By down arrow to display a list of sort choices b Choose File As in the first box and (none) in each of the other three boxes c Click OK to close the Sort dialog box 4 Click OK to close the Customize View dialog box
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