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Outlook Online - Managing your contacts Tutorial

In this video, you will learn about managing your contacts in Outlook Online.
The video covers the two main sections for managing contacts:
Your Contacts section and the Directory section.
In the Your Contacts section, you have full control to create, manage, or delete contacts that you have personally added or imported.
The Directory section provides access to the complete company directory, including contacts, contact groups, and resources like meeting rooms.
While you cannot delete items from the directory, it is a valuable resource to find and connect with colleagues and resources within your organization.
When you select a contact from the directory, a detailed information panel opens up, allowing you to take various actions such as sending an instant message, scheduling an event, or checking shared emails, files, and events.
Managing your contacts in Outlook Online will help you effortlessly build strong connections and stay connected with the people in your network.

1:25
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Available in Microsoft365

Description

Objectifs :

This video aims to provide a comprehensive understanding of managing contacts in Outlook Online, highlighting the differences between personal contacts and the company directory, and demonstrating how to effectively utilize these features for better communication and collaboration.

Chapitres :

Introduction to Contacts in Outlook Online
In this section, we will explore the importance of managing contacts in Outlook Online. Staying connected with colleagues and resources is essential for effective communication within an organization.
Managing Your Contacts
Outlook Online features two main sections for contact management: - **Your Contacts Section**: This is where you can manage the people you have personally added or imported from another email system. Here, you have full control to create, manage, or delete contacts as needed. - **Directory Section**: This section provides access to the complete company directory, created by your System Administrator. It includes contacts, groups, and resources such as meeting rooms.
Exploring the Directory Section
The Directory section is a valuable resource for finding and connecting with colleagues and resources within your organization. However, it is important to note that: - You cannot delete items from the directory; only your System Administrator has that authority. - Selecting a contact from the directory opens a detailed information panel, providing insights into context information and interactions.
Actions Available in the Contact Information Panel
When you select a contact from the directory, you can perform various actions to enhance communication: - **Send an Instant Message**: Quickly communicate with the contact. - **Schedule an Event**: Coordinate meetings or events seamlessly. - **Add or Edit Contact Details**: Update information such as phone numbers. - **Check Shared Emails, Files, and Events**: Review past interactions with the contact.
Conclusion
With the capabilities of Outlook Online, you can effortlessly manage your contacts and build strong connections within your organization. Understanding the differences between your personal contacts and the company directory is crucial for effective collaboration.

FAQ :

What is the difference between the Contacts section and the Directory in Outlook Online?

The Contacts section is where you manage individuals you have personally added or imported, while the Directory is a company-wide resource created by the System Administrator that includes all organizational contacts, groups, and resources.

Can I delete contacts from the Directory in Outlook Online?

No, you cannot delete items from the Directory. Only your System Administrator has the authority to make changes to the Directory.

How can I communicate with a contact in Outlook Online?

You can send an instant message, schedule an event, or check shared emails and files directly from the contact's information panel.

What actions can I take when viewing a contact's details?

You can send an instant message, schedule an event, add or edit contact details, and view emails, files, and events shared with that contact.

Who manages the Directory section in Outlook Online?

The Directory section is managed by the System Administrator, who creates and maintains the list of contacts, groups, and resources.

Quelques cas d'usages :

Managing Personal Contacts

In a corporate environment, employees can use the Contacts section to manage their personal contacts, ensuring they have quick access to important colleagues and clients. This can improve communication efficiency and help maintain professional relationships.

Utilizing the Company Directory

Employees can leverage the Directory to find and connect with colleagues across different departments. This is particularly useful for collaboration on projects, as it provides access to a wide range of resources and expertise within the organization.

Scheduling Meetings

Using the event scheduling feature, employees can coordinate meetings with multiple contacts, ensuring that everyone is available and informed. This can enhance teamwork and project management.

Quick Communication

By sending instant messages to contacts, employees can facilitate quick discussions without the need for lengthy emails, thus improving response times and decision-making processes.

Maintaining Updated Contact Information

Employees can regularly update their contact details in the Contacts section, ensuring that they have the most current information for effective communication. This practice can prevent miscommunication and enhance collaboration.

Glossaire :

Contacts

Individuals or entities that you have added to your Outlook Online account, which you can manage, create, or delete.

Directory

A comprehensive list of contacts, groups, and resources within an organization, created and managed by the System Administrator.

System Administrator

The individual responsible for managing the organization's IT infrastructure, including the creation and maintenance of the Directory section in Outlook Online.

Instant Message

A real-time text communication method that allows users to send messages to each other quickly.

Event Scheduling

The process of planning and organizing meetings or appointments with contacts, ensuring all parties are coordinated.

Context Information

Details related to a contact that provide insights into previous interactions, shared files, and events.

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