Outlook Contact Shortcuts

Group Your Contact Folders

2009-10-16T13:53:00.000-07:00

So many contacts, and now... so many folders of contacts. I literally have 28 folders of contacts that apply to many industries. So I seperate my contacts by the industry: School, Business, E-commerce, and personal groups like Family, Hobbies, Holiday Cards, etc.

Then my contact folders were so long and alphabetized, that my family folders were intermingled with business folders. Do you see my delemma? There is only one way to tame this beast... GROUPS!

In Microsoft Outlook Contacts on the Navigation Pane, above the folder "Contacts" is a gray bar with blue lettering that says "My Contacts". That is a Group.
- Right click on that gray bar. Choose "New Group".
- A new gray bar shows up under your contact folders and is labeled "New Group".
- Right click on it, choose "Rename Group". Hit enter.
- Now simply click and drag your folders to the new group.

Now click the double-arrow on each group to close them up. When you need a set of folders, open the Group. This is a great way to keep your own Contact Management Program working for you.

Outlook Contacts Folders

2009-10-16T12:55:00.000-07:00

I'm big on organizing my piles and piles of papers. With Microsoft Outlook, you will eventually accumulate piles and piles of contacts. You need to keep them organized. There are 2 methods: (and I use both of these simultaneously)

1) Create Contacts folders (or "add folders") and move the contacts into their designated folders. Here's how:

a. Float your mouse over the word "Contacts" and Right click.
b. Choose New Folder, type a name and click OK.
c. Now click on any contact name and drag it into the new folder. This is how to "move" it there.
d. To "copy" it into the new folder, click and drag the contact name while holding down the Ctrl key. When the new folder turns blue, let go.

2) Assign a category to each contact, then View "By Category" on the Navigation Pane. This is very handy and I do use it occasionally. But... I don't like the spreadsheet layout so I always switch back to "Address Card" view when done.

To assign a category, open the contact, in 2003 Outlook, on the bottom right corner is the category box. In 2007 Outlook, on the ribbon bar is a category button.

Done. Now spend some time and get organized and add contacts to your Microsoft Office folders!

Quickly Sort Contacts

2009-10-16T12:50:00.000-07:00

Take a look at your list of Microsoft Outlook contacts. Have you ever noticed the vertical lines between the columns? They have a purpose: (If you don't see the lines, check the left panel under "Current View" and click Address Cards.)

1) You can drag the lines to widen or shrink the column width
2) You can sort the contacts with a right click on any vertical divider line.
· Just right-click the line and choose "Sort"
3) To undo a sort, right-click the gray divider line again, click on Sort
· In the 'Sort Items By' box, click File As, and click OK.

Now take a look at the left hand panel on your Outlook screen. It is called the Navigation Pane. This is where you control your views, and therefore, your sanity. How your data is displayed either helps you or hinders you. Take a moment to click through the radial buttons and change the views to become familiar with them.

(click picture to enlarge)

There are many Microsoft Office Shortcuts right in front of our eyes, but we just don't use them to their potential.

The folders and groups are discussed in my blog posts (listed on the right side of this screen).

Privacy Policy

2009-07-07T19:18:00.000-07:00

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