Outlook - Create a contact & add and use contacts Tutorial

In this video, you will learn how to create a contact and add and use contacts in Microsoft Outlook.
The video covers the process of creating a contact, filling in the necessary information, adding a photo and notes, and saving the contact.
It also demonstrates how to browse the address book to search for contacts and how to quickly add a contact from an email message.
Additionally, the video explains how to use the contact list to view availability, schedule meetings, and perform fast actions like sending messages or making calls.
This tutorial will help you effectively manage your contacts in Microsoft Outlook and improve your productivity.

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3720 views

Available in Microsoft365

Objectifs :

This video aims to teach users how to effectively manage contacts in Outlook, including creating, editing, and utilizing contact information for better communication and organization.

Chapitres :

Introduction to Outlook Contacts
Outlook provides a robust system for saving and organizing contacts in your address book. This feature allows you to easily find and use information about the people you add, enhancing your communication efficiency.
Creating a New Contact
To create a new contact, follow these steps: 1. Click on the 'New Contact' button located in the ribbon. 2. A new window will open, displaying various fields for input. 3. Fill in the available information, such as the person's name, first name, and email address. As you type, the card will automatically populate with key information. 4. You can add a photo by clicking on the designated area and include notes as needed. 5. Small arrows next to certain fields allow you to add multiple email addresses or phone numbers. 6. Once all information is entered, click 'Save and Close' to add the contact to your list.
Editing and Browsing Contacts
If you need to change or add information to an existing contact, you can use the 'Edit' button. Additionally, you can browse your address book to search for specific contacts. By double-clicking on a person's name, a window will open, allowing you to add them to your contacts.
Adding Contacts from Email
You can quickly add a contact directly from an email message. When you receive a message from someone not in your contacts list, right-click on their name and select 'Add to Outlook Contacts.' A window will appear with some information already filled in; complete any necessary fields and click 'Save.'
Utilizing Your Contacts List
Once you have added contacts, Outlook provides handy functions to enhance your communication: - View a person's availability if they are part of your organization, indicated by a color-coded status on their photo. - Check their availability by looking under the Calendar section. - Schedule meetings by entering their name in the 'To' field. - Use icons for quick actions such as sending an instant message, making a call, starting a video call, or sending an email.
Quick Address Entry
When composing a new message, you can simply type the first few letters of a contact's name or first name. Outlook will automatically fill in the recipient's field, streamlining the process of sending messages.

FAQ :

How do I create a new contact in Outlook?

To create a new contact in Outlook, click on the 'New Contact' button in the ribbon. Fill in the available fields with the contact's information and click 'Save and Close' to save the contact.

Can I add multiple email addresses for a contact?

Yes, you can add multiple email addresses or phone numbers for a contact by using the small arrows next to the respective fields when creating or editing a contact.

How can I quickly add a contact from an email?

To quickly add a contact from an email, right-click on the sender's name and select 'Add to Outlook Contacts.' A window will open with pre-filled information that you can complete and save.

What does the availability indicator mean?

The availability indicator shows whether a contact is available for communication. It is often represented by a color on the contact's photo in Outlook.

How can I schedule a meeting with a contact?

You can schedule a meeting by entering the contact's name in the 'To' field when creating a new meeting request in Outlook.

What should I do if I want to edit a contact's information?

To edit a contact's information, find the contact in your address book, click on it, and then select the 'Edit' button to make changes.

Quelques cas d'usages :

Organizing Team Contacts

In a corporate environment, team leaders can use Outlook to create and manage a comprehensive address book of team members, including their roles and contact information. This helps in streamlining communication and collaboration within the team.

Adding Contacts from Email Campaigns

Marketing professionals can quickly add new leads to their contacts list by right-clicking on email addresses from campaign responses. This allows for efficient follow-up and relationship management.

Scheduling Meetings with Clients

Sales representatives can utilize the availability indicator in Outlook to check when clients are free for meetings, making it easier to schedule appointments without back-and-forth communication.

Managing Personal Contacts

Individuals can use Outlook to maintain a personal address book, adding family and friends' contact details, which can be easily accessed for planning events or sending invitations.

Streamlining Communication in Remote Teams

Remote teams can leverage Outlook's contact management features to keep track of team members' availability, facilitating better communication and collaboration across different time zones.

Glossaire :

Contact

A contact is an entry in an address book that typically includes a person's name, first name, and email address, along with other relevant information.

Address Book

A digital storage space in applications like Outlook where contacts are organized and managed for easy access.

Ribbon

A user interface element in Microsoft applications that contains tabs with various commands and tools, including the New Contact button.

New Contact

A button in Outlook that allows users to create a new contact entry in their address book.

Save and Close

An action that saves the entered information for a contact and closes the contact creation window.

Edit

A function that allows users to modify existing contact information in the address book.

Add to Outlook Contacts

A feature that enables users to quickly add a new contact directly from an email message.

Availability Indicator

A visual cue in Outlook that shows whether a contact is available for communication, often represented by color coding.

Calendar Section

A part of Outlook where users can view and manage their schedules, including the availability of contacts.

Recipient's Field

The area in an email composition window where the email addresses of the recipients are entered.

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in your address book,

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and organize information about people you add

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to find them and use them more easily.

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A contacts is generally composed of the name,

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the first name, and the email address of a person,

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but you can find out more information.

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First of all, to create a contact,

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click on the New Contact button present in the ribbon.

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A window will open,

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and you can see that different fields are available.

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Fill in the information you have,

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and you notice when typing, the card fills automatically,

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bringing together key information.

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You can add a photo by clicking here and also add notes.

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Small arrows are available next to certain areas.

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They allow you to add multiple email addresses

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or phone numbers.

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When you have filled in all the information you have,

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you can click Save and Close.

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Your contact now appears in your list.

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The Edit button is available

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if you want to change information or add.

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You can also browse the address book to search for items.

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By double clicking on a person,

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a widow opens with the possibility to Add to Contacts

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another way to add a contact quickly

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is from an email message.

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When you receive a message from a person

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who is not on your contacts list,

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you can add it directly by right clicking on its name,

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then Add to Outlook Contacts.

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A window opens in which certain information

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area already filled in.

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Complete if necessary, and then Save.

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By adding the people you know,

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handy functions allow you to use your contacts list.

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You can view availability of a person

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if it is part of your organization.

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Thanks to the indicator of this color on the photo,

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but also to know exactly when it would be available

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by looking under the Calendar section.

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Also here, a link that allows you to schedule a meeting

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by directly entering his name in the To field.

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Icons allow you to perform fast actions,

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like sending an instant message, call,

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start a video call,

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or send an email message.

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Another possibility when you write a new message,

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you can simply type the first few letters of the name

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or first name,

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then Outlook will automatically fill it in

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in the Recipient's field.

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