7. Store and access contact information
Practice files
No practice files are necessary to complete the practice tasks in this chapter.
Having immediate access to current, accurate contact information for the people you need to interact with—by email, phone, mail, or otherwise—is important for timely and effective communication. You can easily build and maintain a detailed contact list (also called an address book) in the Outlook 2016 People module. From your address book, you can look up information, create messages, and share contact information with other people. You can also keep track of your interactions with people whose contact information you store in Outlook.
If you need to take contact information with you in a non-electronic format, you can print an address book or selected contact records in many different formats.
This chapter guides you through procedures related to saving and updating contact information, communicating with contacts, displaying different views of contact records, and printing contact records.
Save and update contact information
You save contact information for a person or company by creating a contact record in an address book.
A contact record in the People card view of an address book
Contact records have four content pages: General, Details, Certificates, and All Fields. The General page stores the most common contact information, and is usually the only page you use. On the General page of a contact record, you can store the following types of contact information:
Name, company name, and job title
Business, home, and alternate addresses
Business, home, mobile, pager, and other phone numbers
Business, home, and alternate fax numbers
Webpage address (URL), instant messaging (IM) address, and email addresses
Photo, company logo, or other identifying image
General notes, which can include text and illustrations such as photos, SmartArt diagrams, charts, and shapes
On the Details page of a contact record, you can store additional personal and organization-specific details, such as the following:
Professional information, including department, office location, profession, manager’s name, and assistant’s name
Personal information, including nickname, spouse or partner’s name, birthday, anniversary, and the title (such as Miss, Mrs., or Ms.) and suffix (such as Jr. or Sr.) for use in correspondence
The Certificates page displays any digital ID certificates that you save for communications with that person, and the All Fields page displays all the fields in a specific category of information that you select.
Create and modify contact records
You can create a new contact record from scratch or from an email message that contains the contact’s information. When you want to create a contact record from scratch, you can easily do so from any module or from an address book. After you save the contact record, it appears in the contact list.
You can create a contact record that contains only one piece of information (for example, a name or company name), or as much information as you want to include. You can quickly create contact records for several people who work for the same company by cloning the company information from an existing record to a new one.
Tip
In addition to creating individual contact records, you can create groups of contacts so that you can manage messaging to multiple people through one email address. For information, see “Create contact groups” in Chapter 8, “Manage contact records.”
Address books
Address books can be created by apps, email accounts, or social networks, or by you
Outlook creates a Contacts address book for each account you connect to. The Contacts address book of your default email account is your main address book, and it is the address book that appears by default in the People module. The Contacts address book is empty until you add contact records to it.
You can create custom address books that aren’t associated with email accounts; for example, you might want to keep contact information for family and friends in an address book separate from client contact information, or you might maintain an address book for clients that meet specific criteria.
If you connect Outlook to a social network or other external contact-management system, Outlook creates an address book that synchronizes with your contact list on the social network.
If your organization stores contact information in a SharePoint contact list, you can import the contact list from SharePoint into Outlook as an address book.
See Also
For information about creating address books, see “Create address books” in Chapter 8, “Manage contact records.”
Global Address Lists
You can add to or change the information stored in a contact record at any time. If you need to change only basic information, such as the contact’s email address or phone number, you can edit the entries in the contact’s People card. This card format cleanly displays the available information exactly as it appears in the Reading Pane.
People cards have fewer editable fields than standard contact records
For the greatest level of detail, you can edit the information in the contact record window.
A typical contact record for a business contact
Tip
You can create a personalized electronic business card for yourself or for any of your contacts. For information, see “Personalize electronic business cards” in Chapter 8, “Manage contact records.”
The contact record window organizes information on the General page in the following sections:
Name In this section, you enter the name and basic information for the contact. The name can be the name of a person, company, or organization.
After you enter a name in the Full Name box and move on to the next box, the contact’s name appears on the contact record window title bar and in the business card representation.
The contact name is also copied to the File As box. The File As setting determines the order in which Outlook displays contact records in the contact list. By default, Outlook orders contacts by last name (Last, First order). If you prefer, you can change the order for new contacts to any of the following:
• First Last
• Company
• Last, First (Company)
• Company (Last, First)
Internet In this section, you can enter up to three email addresses, a webpage address, and an instant message (IM) address.
Click the arrow to the right of the field name to display additional instances of the field
After you enter an email address, Outlook formats the address as a hyperlink and enters the name and email address in the Display As box. This box indicates the way the contact will appear in the headers of email messages you exchange with this contact.
Phone numbers In this section, you can enter up to 19 different phone numbers for a contact, including Pager, Car, ISDN, and TTY/TDD. The contact record window displays only four phone numbers at a time. You can choose which numbers to display by clicking the arrow next to the Phone number box. You use the Check Phone Number dialog box to refine the number, by adding a country code or an extension, for example.
After you enter a 10-digit phone number in the appropriate box, and then press Tab, Outlook formats the string of numbers in standard telephone number format.
Addresses In this section, you can add up to three addresses for the contact and note which address is the preferred mailing address. You can also display a map with the exact location of each address.
Notes In this section, you can enter any notes you want. You can use the commands on the contact record window’s Insert tab to insert files, pictures, shapes, tables, and much more in the Notes area, which expands to accommodate your content.
See Also
For information about adding an image to a contact record, see “Personalize electronic business cards” in Chapter 8, “Manage contact records.”
Conform to name and address standards
The Check dialog boxes fit contact information into standard patterns
To create a basic contact record in a list view
1. In Phone view or List view, under the Full Name header, click the Click here to add a new contact box, and then enter information in any of the fields displayed in the list.
Tip
The Click Here To Add A New Contact box is available only in address books that you can edit. It isn’t available in synchronized address books from other sources such as LinkedIn.
To create a new contact record from a name in the header of an email message
1. In the Reading Pane or message window, in the email message header, right-click the underlined name or email address from which you want to create a contact record, and then click Add to Outlook Contacts to display a People card for the contact.
2. Insert or modify any information that you want to, and then click Save to save the contact record to your default address book.
Tip
If you want to add more details than you can in the People card, you can do so in the contact record window.
To open a new contact record window
1. Do any of the following:
• In the Contacts module, on the Home tab, in the New group, click the New Contact button.
• In any module, on the Home tab, in the New group, click the New Items button, and then click Contact.
• Press Ctrl+Shift+C.
• In any module, on the Home tab, click the Address Book button. Then, in the Address Book dialog box, click New Entry, and in the New Entry dialog box, click New Contact.
To enter the name and basic business information for a contact
1. In the contact record window, do either of the following:
• Enter a name directly in the Full Name box.
• Click the Full Name button to display the Check Full Name dialog box, and enter the information you want in the appropriate boxes.
2. Press the Tab key to move to the next box and continue adding the information you want.
3. When you finish, click the Save & Close button in the Actions group on the Contact tab.
To change the File As order for a contact record
1. In the contact record window, click the arrow at the right end of the File as box, and then click the order you want. The options are formed from the information in the contact record, and include the following:
• Last, First
• First last
• Company
• Last, First (Company)
• Company (Last, First)
Tip
This procedure changes the File As order for the active contact only; to set the filing order for all your contacts, display the People page of the Outlook Options dialog box, expand the Default “File As” Order list, and then click the order you want.
To save one or more email addresses for a contact
1. In the Internet section of the contact record window, in the Email box, enter an email address.
Or
To select an email address from an existing contact record, do the following:
a. Click the Email button to open the Select Name dialog box.
b. In the Address Book list, click the source you want to display contacts from.
c. Scroll the list to locate the contact email address you want to copy.
d. Click the contact, and then click OK.
2. In the Display as box, ensure that the display name is as you want it shown in the address field of a message.
3. If you want to add another email address, do the following:
a. Click the E-mail arrow (not the button), and then click Email 2 or Email 3.
b. In the Email 2 or Email 3 field, enter or select an email address, and then press Tab to populate the Display as field.
c. In the Display as box, ensure that the display name is as you want it shown in the address field of a message.
To save a webpage or IM address for a contact
1. In the Internet section of the contact record window, do either or both of the following:
• In the Web page address box, enter a URL. Outlook formats the URL as a hyperlink.
• In the IM address box, enter an IM address for the contact.
To save one or more phone numbers for a contact
1. In the Phone numbers section of the contact record window, do any of the following:
• If the type of phone number you want to add is displayed on one of the phone number buttons, enter the phone number in the box next to that button.
• If the type of phone number you want to add is not displayed, click the arrow next to one of the buttons and select the type you want. Then enter the phone number in the box next to that button.
• Click a phone number button to display the Check Phone Number dialog box, and enter the information you want in the appropriate boxes. Then click OK to add the phone number to the phone number box.
To save one or more addresses for a contact
1. In the Addresses section of the contact record window, do any of the following:
• Click the arrow to the right of the Business, Home, or Other button, and then click the type of address you want to save.
• In the Addresses pane, enter the address, pressing Enter at the end of each address line.
• Click the Business, Home, or Other button to display the Check Address dialog box. Enter the address information in the appropriate boxes, and then click OK to insert the address in the address box.
Tip
A selected check box to the left of the address field indicates that it is the default mailing address for the contact. If you enter multiple addresses for a contact and want to specify one as the default mailing address, display that address and then select the This Is The Mailing Address check box.
To enter notes for a contact
1. In the Notes section of the contact record window, click in the Notes pane, and then do any of the following:
• Enter or paste content.
• Use the commands on the Insert tab to insert an object.
• Select text, and then use the commands on the Format Text tab to apply formatting.
To enter personal and professional details for a contact
1. In the contact record window, on the Contact tab, in the Show group, click the Details button.
2. On the Details page, enter the information you want to save with the contact record.
The Details page stores a variety of information
To edit contact information in a People card
1. Do either of the following to activate the content for editing:
• To open the card, double-click an entry in the contact list.
• To edit the content in the Reading Pane, click Edit in the contact record header area.
2. Change any of the available contact information.
3. In the lower-right corner of the People card or Reading Pane, click the Save button.
To edit contact information in a contact record window
1. Do any of the following to open the contact record window for the contact record that you want to edit:
• In People view, open the People card or display it in the Reading Pane, and then in the View Source area, click the link to the source contact record.
• In Business Card or Card view, double-click the card.
• In Phone or List view, double-click the list entry.
2. Change any of the contact information.
3. On the Contact tab, in the Actions group, click the Save & Close button.
To create a contact with the same company information as an existing contact
1. In the contact list, select the contact record for the contact whose company information you want to duplicate.
2. On the Home tab, in the New group, click the New Items button, and then click Contact from the Same Company to create a new contact record.
3. The new contact record contains whatever company information was in the original contact record, including the company name, webpage address, phone number, fax number, and mailing address. Because the contact record doesn’t yet include a person’s name, the File as name is set to the company name.
4. Enter the person’s name, job title, and any other information you want to include in the new contact record.
5. Save and close the contact record window.
Communicate with contacts
Saving contact information for people in a physical or electronic address book is useful because it centralizes the information in one place so that you no longer have to remember the information or where to find it. The added benefit of saving contact information in an Outlook address book is that it makes the process of initiating communication with a contact much more efficient.
Create custom contact record fields
1. Open a contact record window.
2. On the Contact tab, in the Show group, click All Fields.
3. In the lower-left corner of the All Fields page, click the New button.
4. In the New Column dialog box, enter the field name and select the field type and format.
Custom fields can contain many specific types of information
5. Click OK.
Initiate actions from contact records
Contact records are useful not only for storing information; you can also initiate a number of actions that are specific to a selected contact. Commands for initiating communication are available in the Communicate group on the Contact tab of an open contact record or in the header of a People card.
The Communicate options vary based on your environment and the information saved with the contact record
You can perform many actions from within a contact record window (but not in a People card) by using the commands in the Communicate group on the Contact tab. If you save the necessary information in a contact record, you can do the following:
Initiate an email message or meeting request.
In an environment that includes an instant messaging app such as Microsoft Skype for Business, you can start an IM session.
In a unified communications environment that includes a Voice over IP (VoIP) phone system, you can call the contact.
Display the webpage in your default Internet browser.
Display a map of the active address in your default Internet browser.
Assign an Outlook task.
After you install and configure Microsoft OneNote on your computer, you can create notes that are linked to the contact record.
To create Outlook items from a contact record window
1. On the Contact tab, in the Communicate group, do any of the following:
• To open a preaddressed email message composition window, click the Email button.
• To open a preaddressed meeting request window, click the Meeting button.
• To open a preaddressed task assignment window, click More, and then click Assign Task.
To initiate communication from a contact record window
1. On the Contact tab, in the Communicate group, do either of the following:
• To open a conversation window for the contact in your default instant messaging app, click More, and then click Reply with IM.
• To start a VoIP call, click More, click Call, and then click the number you want to call.
To display information from a contact record window
1. On the Contact tab, in the Communicate group, click More, and then click either of the following:
• To display the saved webpage in your default browser, click Web Page.
• To display the current address on the Bing Maps webpage in your default browser, click the Map It button.
To create a OneNote notebook page linked to a contact record
1. On the Contact tab, in the Actions group, click the OneNote button.
2. In the Select Location in OneNote dialog box, select the OneNote section in which you want to create the linked note, and then click OK.
OneNote creates a new page in the selected section, prepopulated with information about the contact.
Clicking Link To Outlook Item opens the contact record window in Outlook
Select message recipients from address books
When you send an email message to a person whose contact information is stored in one of your address books, you can quickly address the message to that person by entering his or her name as it appears in the address book and letting Outlook validate the address. If you don’t know the exact spelling of the name, you can open the address book from the email message composition window and look it up. You can also open the address book from any module and initiate the email from there.
To look up contacts from a message composition window
1. In the message composition window, on the Message tab, in the Names group, click the Address Book button to open the Select Name dialog box.
2. At the right end of the Address Book box, click the arrow, and then click the address book you want to search.
Insert names from an address book directly into the message composition window
3. Scroll through the Name list to locate the person’s name. If you save multiple email addresses for that person, the name will appear once for each email address.
Tip
You can enter the first few letters of the person’s name in the name box to scroll to entries beginning with those letters.
4. Double-click the name, or click it and then press Enter to add the email address to the To box as a primary message recipient.
5. If you want, do any of the following:
• Click in the Cc box at the bottom of the dialog box, and then double-click another name, or click it and press Enter, to add the person as a secondary recipient.
• Click in the Bcc box at the bottom of the dialog box, and then double-click another name, or click it and press Enter, to add the person as a private recipient.
Tip
If you click the To, Cc, or Bcc box in the message header before clicking the Address Book button, double-clicking the name adds the person to that box. You can also click the Cc or Bcc box and then click the adjacent button to open the Select Names dialog box with that box active.
6. After selecting all message recipients from the address book, click OK to close the Select Names dialog box and return to the message composition window.
To create an email message from an address book
1. In any module, on the Home tab, in the Find group, click the Address Book button to open the Address Book dialog box.
2. In the Address Book dialog box, select the name of the contact to whom you want to send an email message.
3. On the File menu, click New Message. A new message composition window opens with the name of the contact in the To box.
4. Compose the message and then send it.
1. Display the address book in People view, and locate one of the contact records you want to link.
2. Display the People card of the contact in the Reading Pane, or open the People card.
3. Do either of the following to open the Linked Contacts window for the current contact record:
• In the Reading Pane, under View Source, click Link Contacts.
• In the People card header, click the Options button (...) and then click Link Contacts.
The Linked Contacts window suggests any contact records that have similar names
4. In the Linked contacts for name window, enter a name in the search box if necessary, and click any contact that appears below the search box to link it to the original.
Display different views of contact records
You can view all your address books in the People module. You can also display a list of the contacts in an address book, including those in your organization’s Global Address List.
In the People module, you can display an address book in several different formats. Each view presents information from your contact records organized in different ways either on cards or in a list. If a standard view doesn’t display precisely the information you want, you can modify it.
People view Displays only contact names and pictures in the contact list, and the available information for the selected contact on the People card and in the Reading Pane. Contact names are displayed in alphabetical order by first or last name, depending on the File As selection. This view displays information about the contact from multiple sources. For example, if you have an Outlook contact record for a person you network with on LinkedIn and Facebook, the People card displays a compilation of the information from all three locations. This view is the default view.
Business Card view Displays the business card associated with each contact record—either the default card created by Outlook or a custom card if you have one. Business cards are displayed in the alphabetical order specified by the File As selection.
You can move quickly to groups of contact records by clicking the contact index
Card view Displays contact information as truncated business cards that include limited information, such as job title and company name. Outlook displays the contact records in a compact card-like format that includes only text and no additional graphic elements.
Phone view Displays a columnar list that includes each contact’s name, company, and contact numbers. You can choose the grouping you want from the Arrangements gallery on the View tab.
List view Displays a columnar list with contact records arranged in groups.
In any list view, you can expand and collapse the groups or select and take action on an entire group of contacts. You can also enter information directly into any contact record field displayed in the list.
You can search and filter your contact records in any view by using the Instant Search feature from the search box at the top of the content area. You can sort contact records by any displayed column in a list view by clicking the column header.
Tip
Press Ctrl+E to move to the search box in the active module. For more information about keyboard shortcuts, see Appendix B, “Keyboard shortcuts.”
You can change the fields displayed in each view; the way records are grouped, sorted, and filtered; the display font; the size of business cards; and other settings to suit your preferences. If you don’t like your changes, you can reset the view to its default configuration.
To display contact records in an address book
1. In the People module, in the Folder Pane, click the address book that contains the contacts you want to display.
Or
1. Do any of the following:
• In any module, on the Home tab, in the Find group, click the Address Book button to open the Address Book dialog box.
• In a contact record window, on the Contact tab, in the Names group, click the Address Book button to open the Select Name dialog box.
• In a message composition window, in the message header, click the To, Cc, or Bcc button to open the Select Names dialog box.
2. In the Address Book list, click the address book you want to display.
To display a different view of contact records in the People module
1. On the Home tab, in the Current View gallery, click People, Business Card, Card, Phone, or List.
The standard view options for the People module
See Also
For information about adding, moving, and removing fields in list views, see the “Content area views” section of “Work in the Mail module” in Chapter 2, “Explore Outlook modules.”
Modify the settings of any view
1. On the View tab, in the Current View group, click View Settings to open the Advanced View Settings dialog box for the current view.
The options vary depending on the currently displayed view
2. Do any of the following:
• To change the displayed fields, field order, and height (in lines) in compact mode, click the Columns button.
• To group entries by up to four fields, click the Group By button.
• To sort entries by up to four fields, click the Sort button.
• To filter entries by any field, click the Filter button.
• To change the font of the column headings, list rows, or message previews, or to display grid lines, click the Other Settings button.
• To set off entries that meet a specific condition by using a different font, style, size, color, or effect, click the Conditional Formatting button.
• To set the format, label, width, or alignment of a field column, click the Format Columns button.
3. In the dialog box that opens, make the changes you want, and then click OK.
To sort contact records in a list view
1. In Phone view or List view, click any column header to sort the contact records based on that field. The sort arrow to the right of the column header indicates the sort order.
Click any column header to sort by that column or to reverse the sort order
2. Reverse the sort order by clicking the active column header.
To group contact records in a list view
1. In Phone view or List view, on the View tab, on the Arrangement menu, click Show in Groups to select or clear the check mark.
2. In the Arrangement gallery, click the grouping you want.
Arrangements are available only for list views
To resize columns in a list view
1. Point to the column separator between two columns. When the cursor changes to a double-headed arrow, double-click to change the column width to accommodate its contents, or drag the column separator to the right or left to widen or narrow the column width.
To specify the lines of information shown in a compact view
1. On the View tab, in the Arrangement group, click Message Preview and then click Off, 1 Line, 2 Lines, or 3 Lines.
To reset the current view to its default settings
1. Do either of the following:
• On the View tab, in the Current View group, click the Reset View button, and then click Yes in the message box that opens.
• Open the Advanced View Settings dialog box, click the Reset Current View button, and then click OK.
Print contact records
You can print an address book or individual contact records, either on paper or to an electronic file (such as a PDF file or an XPS file), from the People module. As with printing any other Outlook item, you print contact records from the Print page of the Backstage view.
Many print styles are available in the Card view of the People module
Tip
The Backstage view on your computer reflects your individual printer settings and might display other print options than those shown here.
Depending on the view, Outlook offers a variety of print styles:
Card Style Displays contact information alphabetically in two columns. Letter graphics appear at the top of each page and the beginning of each letter group. The last page of the printout provides space for you to enter additional contact information. (Outlook refers to this as a blank form.) This style is available in Business Card, Card, and People views.
Small Booklet Style and Medium Booklet Style Displays contact information alphabetically in one column and is formatted to print eight numbered pages (Small Booklet) or four numbered pages (Medium Booklet) per sheet. Letter graphics appear at the top of each page and the beginning of each letter group, and a contact index at the side of each page indicates the position of that page’s entries in the alphabet. These styles are available in Business Card, Card, and People views.
Memo Style Displays contact information under a memo-like header that contains your name and is formatted to print one record per sheet. This style is available in Business Card, Card, and People views.
Phone Directory Style Displays contact names and phone numbers in two columns. Letter graphics appear at the top of each page and the beginning of each letter group. This style is available in Business Card, Card, and People views.
Table Style Displays contact information in a table that matches the on-screen layout. This style is available in Phone and List views.
You can customize the layout of most of the default print styles, and save them as custom print styles.
On the Print page of the Backstage view, the preview pane depicts the appearance of the selected contact records when printed.
You can preview one or more pages as they will appear when printed
The page indicators in the lower-left corner of the preview pane indicate the number of pages required to print the selected contact records. You can move among the pages and change the display of the pages in the preview pane.
If the preview doesn’t display the printout the way you want it to be printed, you can make adjustments in the Print dialog box. The options available in this dialog box vary depending on the view.
You can select specific contact records to be printed
Clicking the Page Setup button in the Print dialog box opens the Page Setup dialog box, where you can change settings on the Format, Paper, and Header/Footer tabs. For all print styles, you can change the fonts, paper size, page orientation and margins, header and footer, and other basic settings. For the Card Style layout, you can also change the layout of cards on the page, the number of blank forms to be printed, and how the alphabetical division of the cards is indicated.
Sometimes you might want to print only one or a few records from an address book. You can do this from either the List view or the Phone view of the address book. The default print style for individual contact records is Memo Style.
By default, Memo Style prints one contact record per page
To print contact records from an address book
1. In the People module, display the address book you want to print.
2. Switch to the view you want to print from:
• To print contact records in Table Style, display the module in Phone view or List view.
• To print the contact records in Card Style, Small Booklet Style, Medium Booklet Style, Memo Style, or Phone Directory Style, display the module in Business Card view, Card view, or People view.
3. If you want to print only one or a few contact records, click the first contact record you want to print. Press and hold the Ctrl key, and then click each other contact record you want to print to add it to the selection.
4. Display the Print page of the Backstage view, and then do the following:
• In the Printer list, click the printer you want to use.
• In the Settings list, click the print style you want.
5. Click the Print button.
Or
If you want to further configure the settings, click the Print Options button to open the Print dialog box, and make the changes you want. Then click the Print button to print the address book or selected contact records.
To move among pages in the Print preview pane
1. In the lower-left corner of the preview pane, do either of the following:
• Click the left arrow or right arrow to move one page back or forward.
• Enter a page number in the box to jump to a specific page.
To change the display of pages in the Print preview pane
1. In the lower-right corner of the preview pane, do any of the following:
• To display the current page at 100% magnification, click the Actual Size button.
• To display the current page at the largest size that fits the pane, click the One Page button.
• To display multiple pages side-by-side, click the Multiple Pages button.
Skills review
In this chapter, you learned how to:
Save and update contact information
Display different views of contact records
Save and update contact information
Display the People module, and then do the following:
1. In your default address book, create a contact record that includes the following information:
• Full name: Dante Durkin
• Company: Bellows College
• Job title: Professor
• Email address: [email protected]
Save and close the contact record.
2. Display your Inbox, and then do the following:
a. Open a message from someone who isn’t already in your address book.
b. Create a contact record from the person’s name in the message header.
c. In the People card window, enter any additional information you have about that person.
d. Save and close the contact record.
3. Display the People module. Use the contact index to locate the contact record you created in step 1, and then do the following:
a. Open the contact record in a contact record window.
b. Set the File as field to Bellows College.
c. In the Web page address field, enter www.bellowscollege.com.
d. Add a second email address of [email protected].
e. Set the Display as text for the first email address to Dante Durkin (work), and for the second email address to Dante Durkin (home).
f. Display the Home address field, and enter your address. Then click the Map It button to display the location in Bing Maps. Verify that it’s accurate, and then close the map window.
g. Save and close the contact record.
4. Create a new contact record that contains all the business contact information in the Dante Durkin contact record.
5. Enter the following additional information in the new contact record:
• Full name: Abby Rodriguez
• Title: Dean of Students
6. Notice that the File as order is already set to Bellows College, but the Address fields are blank. Then save and close the contact record.
Communicate with contacts
Display the People module, and then do the following:
1. Use the contact index to locate the contact records you created for Bellows College employees.
2. Open the contact record for Abby Rodriguez, and create an email message addressed to her.
3. In the open message composition window, click the To button. In the Select Names dialog box, display your default address book. Locate Dante Durkin in the address book, and add him as message recipient.
4. Close the message without saving or sending it.
1. Display each of the standard views of the People module. Note the information available in each view, and consider which would be most useful to you on a regular basis.
2. Display your default address book in List view.
3. Adjust the width of each column to fit its content.
4. Sort the contact records by Full name, then by Company, and then by Email address.
5. Reset the List view to its default settings.
Print contact records
Display the People module, and then do the following:
1. Preview your default address book as it would appear when printed as contact cards.
2. Preview the address book as it would appear when printed as a phone list.
3. If you want to, print the address book in the format that you prefer.
Tip
You can retain the contact records you create in this chapter, or delete them if you prefer to.