Objectives of this tutorial:

• Use an Address Book to address a message
• Display different address lists
• Find a name in an address list
• Create, edit and delete a contact
• Sort the contacts list and find a contact
• View activities with a contact

The Outlook Address Book is a directory of address lists. An address list is simply a list of names that you can address mail to. These lists include names of Exchange users and distribution lists (a list of recipients that can be selected as one addressee, so that the message is delivered to all of them).

You have at least two address lists:

• Global Address List
• Contacts

The Global Address List contains the names of all Outlook users in your organisation and any distribution lists setup on the Exchange server. Contacts are a list of names that you have created and maintain. You can also create Personal Distribution Lists as contact items.

Depending on your company's IT network structure, you may have other lists in your Address Book. For example, if you have access to another mail system through a gateway, you may have a separate list for gateway addresses.

When you open the Address Book from a new message item, a list of recipients that you can address messages to is displayed.

Address a Message Using an Address Book

When addressing a message, you need to display the appropriate address list and locate recipient names in the list. You can then add names to the To, Cc and/or Bcc (blind carbon copy - the other recipients do not see to whom the mail has been sent) field of your message.

To add an addressee

• Click the New Message button to open a new message
• In the message headers, click any of the To... , Cc... or Bcc: field buttons

OR

• On the Message toolbar, click Address Book

OR

• From the Outlook window, select the Tools menu, then select Address Book... (SpeedKey: Ctrl + Shift + B)

The Address Book is displayed.

• Select the name you want, and click the To ->, Cc -> and/or Bcc -> button

OR

• If you are adding the name to the To box, double-click the name
• Select further names as required and enter them into the recipients list(s)
• If the contact(s) is not listed in the address book shown select another address book from the Show Names from the: drop-down list box
• Click OK to add the recipients to your message

Note: You can address a message from multiple address lists.

Tip: You can select and add multiple names by clicking the first name, then clicking additional names while holding down the Ctrl key, and then clicking the To or Cc button.

Note: If you know the spelling of your recipient names, you can type the names in the To or Cc box of your message instead of using the Address Book. Separate multiple names with a semicolon. You can then verify that the names are correct by clicking the Check Names button .

To display a different address list

When you open the Address Book, the default address list for your company or organisation is displayed. If the information you require is not in the default address list, you can quickly display other lists.

• In the Show Names from the: box, select another address list