How to Create and Manage Contacts in Outlook 2010?

When you have entered a name as a contact, you can add business related information like numbers, important dates, addresses as per your requirement. Also, you can add personal information. In this document we will discuss about different ways of using contact information, including how to create and maintain contacts.

Create Contacts

It is a kind of address book which is used to write phone numbers. Repeatedly, entries get scratched out and changed as people move. Other entries are almost incomprehensible because now in the family every member have multiple phone numbers.

Beside, this Outlook provides a sufficient alternative that helps you to keep contact and related information up-to-date. If you want to create a new contact from an email message, from a public folder and from an electronic business card, then  you can add contacts from within Outlook.

  The New Contact Window Looks Like as Shown in Fig.

Steps to Add a New Contact to Outlook 2010:

1. Open Outlook and Select Contacts from the bottom of the navigation pane.

2. Click on New Contact from the contact Home tab or you can press CTRL+N

3. If you don’t see the contact window, then click on General from the contact tab. This allows you to enter basic contact information.

4. Fill the following fields such as Full Name, Company, Job Title, File As, etc. by using the TAB key to move through the fields or by clicking in the desired fields.

5. Internet field allows to add:

• E-mail: This can allow you to add up to 3 email addresses associated with the same person by clicking the down arrow.
• Display As: This field helps you to determine how the person’s name appears in the “To” field of an email message.
• Web Page Address: This field is used to enter the Person’s URL.
• IM Address: Enter the Internet mail address that a person uses for instant messaging.

6. Phone Number field allows to enter detailed information about the person and a particular number related to that by clicking the down arrow and enter the number in the text box.

7. Addresses: This field allows you to enter detailed information up to 3 types such as Home address, business address or other. For more than one address for a contact you have, click the checkbox to mark “This Is the Mailing Address” to specify the respective address used for mail.

8. Notes: Add any type of comment or note in the text box­­­­­­­­­­­­ which you want to add.

9. To show the “Detail fields” such as Specific Office Information, Internet Free-Busy and Personal Information, click on “Details” from the Contact Tab.

How to Copy Contacts from E-mail?

If you want to copy an email address from the Cc or From email message fields, then a contact window will open with an email address and name field.

1. Open an email you have received from which you want to add a contact.

2. Make a right click on the name in the message window, and click “Add to Outlook Contact”. Fill the information which you want to add.

3. Then click Save and Close.

Finally, the name and email address are added to contacts.