A list of Contacts
may be created and stored in Outlook.
These can be sorted in different ways –
alphabetically, by category, by company,
by location etc. For the purpose of this
exercise we will sort by Category – this
will enable an email to be sent to
everyone in the group, avoiding the user
typing in each email address every time
they want to email the group. If it is a
large group that includes external email
addresses it may be worth sending out a
test email, asking the group to
acknowledge receipt. If typing errors
are made in an external email address,
e.g. email@example.com instead of
firstname.lastname@example.org, you will not be
notified of the error. The system only
recognises the correct format.
From your Outlook
screen select ‘Contacts’
Select View –
Current View – By Category
The New Contact
screen will appear. You may complete as
much information as you wish, e.g. Name,
Address, Telephone Number, Mobile Number
For this exercise we will complete the
minimum information that we require for
a contact list.
In the ‘General’ tab complete the
Name and the email address
fields. The ‘File As’ field will be
select the Categories tab.
A new screen will
appear. You may select from the list and
click OK or add your own category by
selecting Master Category list
and adding the new category.
In the box labeled, 'Item(s) belong to
these categories' Type in the new
Category (e.g. I.T.) Select 'Add to
List' and click OK.
This will return you to the previous
'categories' screen. Select I.T. and OK.
This will return you to the 'Contact'
screen. Select Save and Close.
This will take you back to the main
contacts screen and your new contact
will be listed.
To email a group of contacts or a single
contact select either a group name or single name.
Then select the ‘new message to contact’
The names will
automatically appear in a new email
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