| [Back to Index] Topics:
Where is my Frequent Contacts book?
In Outlook 2007, there are two main address books by default: the Global Address List (GAL) and the Contacts folder. The Global Address List contains all of the resources on the Johns Hopkins Exchange Server (including both people and room resources). The Contacts folder contains all of the names and addresses that used to be stored in your personal book in GroupWise. Any other books that you created in GroupWise will migrate over as separate folders in the Contacts folder. The big difference you will see when Outlook 2007 first rolls out is that your names will not complete for you when you type them into the To... area in a message. This feature is called auto-complete in Outlook, and it does not have any memory of any previous names when you first start using Outlook. As you continue to use Outlook, the auto-complete will start remembering your previous names as you use them, and it will start acting like it did in GroupWise. For more information on this topic, see below:
- The system address book in Outlook/Exchange is called the Global Address List or GAL.
- Your personal GroupWise address books will move over to Outlook/Exchange as Contacts folders.
- Your main Outlook Contacts folder will contain what was in your "firstname lastname" address book in GroupWise. For example, if your GroupWise username was "Jane Doe," the information from the address book called "Jane Doe" will be what moves over into the main Contacts folder.
- Each other address book you had in GroupWise will move into a separate Contacts folder. For example, your Frequent Contacts address book will move over to a Contacts folder called Frequent Contacts.
- The first time you send an email to someone, you will need to choose their name from the GAL.
- Outlook will build its own list of frequently used addresses as you send mail to people. That list, called the Auto-Complete List, is initially blank. Once a name is in the Auto-Complete List, you can start typing a name, and the system will display a list of possible matches from your Auto-Complete List.
Where did all of my migrated GroupWise address books go? GroupWise address books that are migrated to Exchange are put into a "Contact" tab on the left side of your Outlook client on the Navigation Pane. Address books can be added to your Outlook Contacts list in the following manner:
- Right-click on a contact list and click "Properties."
- Select the "Outlook Address Book" tab.
- Check "Show this folder as an E-mail Address Book."
How do I use the Contacts folder? You can get to the Global Address List by clicking on the Address Book button or by clicking on the To... button when creating a new message (also the CC or BCC button). To select people or rooms, either double-click on the resource OR select them and click on the To, CC, or BCC button at the bottom. Just clicking once on the name and pressing the OK button DOES NOT work. You can also get to your contact folder by clicking on the drop-down after Global Address List and selecting Contacts. The Contacts folder should contain all contacts that you want to save that may or may not already be in the Global Address List. This is where all of your internet addresses should go. There are several ways to create an entry into your Contacts folder. If you want to add someone to your Contacts who is already in the Global Address List, then the best way is to bring up the Address Book and right-click on their name and select Add to Contacts.
If the person you want to add is NOT already in the Global Address List and they just sent you an email, then just drag their email message to the Contacts button on the Navigation Pane and drop it. This will automatically open up the New Contacts box allowing you to enter any additional information about this person. Click on Save and Close when you are done. You also have the option to just click on the New Contacts button on the Navigation Pane at any time and add or edit any contacts. To add a new contact: 1) Click on the Contacts button on the Navigation Pane. 2) Click on the New button. 3) Either type in the full name or click on the Full Name... button to enter first name, middle, last, etc. 4) Type in any other additional information including email address. 5) Click on the Save & Close button on the ribbon.
Can I create more than one Contacts folder? You can create additional folders by right-clicking on Contacts (once you are in the Contacts folder) and selecting New Folder... You can also change how you view your contacts by changing the Current View options on the Navigation Pane.
- On the new message composition window, click the
 button to bring up the GAL.
- In the Search box, start typing the last name of the person you want to address. Find and highlight the person from the list of names below, and click the To-> button.
- Repeat for anyone else you want to add.
- When done, click OK.
- Start typing the last name of the person.
- Press and hold the Control key on the keyboard and press the letter K on the keyboard at the same time (CTRL+K).
- The system will bring up a list of potential persons you want from the GAL.
- Scroll through the provided list, select the right person, and click OK.
- HINT: This can also be accomplished by pressing the Check Names button.
- If there is only one possible match to what you typed, when you hit CTRL+K, that address will be entered and there will be an underline underneath it. This indicates that the system has found the name in the GAL and knows where to send the message.
- On the new message composition window, click the button to bring up the GAL.
- Click the triangle beside Global Address List to bring down the drop-down list.
- Under Outlook Address Book, select Contacts.
- The list of names and addresses shown is what is in your Contacts folder.
- Start typing the last name of the person you want to find, and click the To-> button.
- Repeat for anyone else you want to find, then click OK.
- Initially only your main Contacts folder is flagged as a searchable address book in Outlook.
- You must tell Outlook to make any other Contacts folders show up as an address book.
- Once that is done, you will be able to go to the GAL and see them in the Address Book drop-down list.
- From the main Outlook window, click the Contacts tab on the lower left side of the screen.
- Your Contacts folders are listed under My Contacts near the top on the left Navigation Pane.
- Right-click on the Contacts folder that you want to flag as an address book.
- Then choose Properties from the drop-down menu.
- Click on the Outlook Address Book tab.
- Check the box beside "Show this folder as an e-mail Address Book."
- Click OK.
- Repeat for any other Contacts folder you want to be able to choose names from when you click and bring up the GAL.
- If you type the wrong address for someone and send the message, that incorrect address is now saved in your Auto-Complete Address List.
- The system "remembers" the addresses you've sent to, even if they are not right!
- You can remove an address from the Auto-Complete List. Start typing the name/address until it appears under the address line, then press the Delete key on the keyboard.
- From the main Outlook window, click the Contacts tab on the lower left side of the screen.
- Click Share My Contacts Folder... on the Navigation Pane.
- Type the email address of the person you want to share your Contacts or click the button to select the person from the Global Address List.
- If you would like to request permission to view the Contacts of the person you are sharing with, click the checkbox next to "Request permission to view recipient's Contacts folder."
- Type a message in the message box to the person with which you are sharing the Contacts.
- When you are done, click Send.
- The only Contacts folder that will initially synch over to your Blackberry device is the folder called "Contacts."
- In order to synch your other Contacts folders, you will need to drag and drop them from your old address book.
- See All About Contacts to for more information about where your GroupWise address books go during migration.
|
| | |
|
