Standss Twitter Standss Facebook Standss RSS

 
   
     
 

Archive for Outlook Contacts Tips

Linking Contacts to Calendar Appointments in Outlook

Posted by: standss | Comments (0)
Wednesday, May 16th, 2012

[A hidden but very useful feature of Outlook appointments is that you can link contacts to them. Here’s why and how.]

Why you may want to show contacts on Outlook Appointments?

Having your contacts linked to the Outlook Calendar appointment lets you see all the people associated with the appointment. In case you need to reschedule the appointment, you can simply get more information about the contact (like phone number) directly from the appointment screen and make a call to inform them of the reschedule.

Apart from being able to get information about the contact straight from the Appointments screen, the appointment will also appear in the Activities tab of contact record and also in the People pane when you receive an email from the contact.

How to display Outlook Contacts on Appointments?

The first thing you need to do is to make the Contacts field visible on your Appointment form. In the versions prior to Outlook 2007, the Contacts field was always available on the Appointment form, but this feature was disabled by default in the later versions.

To enable Contacts button on the Appointment form in Outlook 2010 and 2007:

  • In Outlook 2010, click on File > Options > click Contacts from the left pane
  • Tick the option “Show contacts linked to the current item“
  • Click OK
  • In Outlook 2007, click Tools > Options…
  • Under the Preferences tab, click the Contacts Option… button
  • Tick the option “Show contact linking on all Forms“
  • Click OK and then OK again

To start attaching contacts to an appointment:

  • Go to your Calendar folder and create a new Appointment, you will find the Contacts button as shown below:

Contacts on Appointment form

  • Say for example you want to create a meeting with Sanjay Singh of Standss (South Pacific) Limited. Simply click on the Contacts button, select Sanjay Singh from your contacts list and click OK.
  • Click Save and Close to create the appointment.

You can also link contacts to other Outlook items such as Tasks, Journal, Notes etc following similar steps.

Let us know if you find this tip useful by leaving a comment below.

Categories : Outlook Calendar Tip, Outlook Contacts Tips, Outlook as a Business Tool
Comments (0)

Import Contacts from CSV File into Outlook

Posted by: standss | Comments (0)
Thursday, March 1st, 2012

In the last post, we showed you how you can Export your Outlook Contacts to a CSV file to easily transfer your details to another program.

Following this, a lot of readers wrote to us and asked, How can you import contacts from a CSV file into Outlook. So we decided to do a post on this.

Steps to Import Contacts from CSV to Outlook

  • Start Outlook
  • In Outlook 2010, click File > Options > click on Advanced form the left pane > Scroll down and click on the Export button
    For Outlook 2007/2003, On the main menu Select File > Import and Export…
  • Select Import from another program or file and click Next >
  • Select Comma Separated Values (Windows) and click Next >
  • Use the Browse… button to select the required file.
  • Under Options, choose Do not import duplicate items. (you can use any options you want)
  • Click Next >
  • Select the Outlook folder you want to import the contacts to. This will usually be your Contacts folder and then click Next >
  • Click Map Custom Fields…
  • Ensure that all columns in your CSV file are mapped to a related Outlook address book field. You can also create new mappings by dragging the column title to the desired field. Any previous mapping of the same column will be replaced with the new.
  • Click OK.
  • Click Finish.

This should now import all your contact details from CSV to Outlook Contacts.

Did you find this tip useful? Let us know by leaving a comment below

Categories : Outlook Contacts Tips, Outlook as a Business Tool
Comments (0)

Export Outlook Contacts to a CSV File

Posted by: standss | Comments (0)
Tuesday, February 28th, 2012

Normally if we change programs, we would love to ensure that all our data is easily transferred from one computer to another.

This tip shows how easily you can Export all your contact details from Outlook into a CSV file which you can then use to import your contact details into other programs which usually support CSV files.

Steps to Export Outlook Contacts to CSV

  • Start Outlook
  • In Outlook 2010, click File > Options > click on Advanced form the left pane > Scroll down and click on the Export button
    For Outlook 2007/2003, On the main menu Click File > Import and Export…
  • Click Export to a file > click Next >
  • Select Comma Separated Values (Windows) > click Next >
  • Use the next screen to Highlight the Contacts folder and click Next >
  • Click the Browse… button to specify a location and file name for the exported contacts.
  • Click Next >
  • Click Finish.

This should now save all your contact details in the CSV file which can be used to import your contacts to any other program that supports CSV.

Did you find this tip useful? Let us know by leaving a comment below

Categories : Outlook Contacts Tips, Outlook as a Business Tool
Comments (0)

Updating General Information for multiple contacts in Outlook

Posted by: standss | Comments (1)
Wednesday, March 16th, 2011

Creating contacts in Outlook is very easy and even before you might realize, you would have hundreds or thousands of them in your Outlook Contacts folder. It is also likely that most of the contacts might have some relation to the others for exmaple working in the same company. Now if the company relocates itself, would you want to go and change the address for every contact who works in that company? I know I wouldn’t!

Here is a easier method that will let you update the general information for multiple contacts that are linked with one another.

To start off, we simply update the information for one contact (in this case the Business Address) and then Save and Close that contact. Then we modify the view of

the Contacts folder so that all the contacts are grouped by that updated field. So for our example of the Business Address that would be;

1. In Outlook 2010, Click View > View Settings…
In all other versions of Outlook, Click View-> Arrange By-> Customize Current View…

2. Click on Group By…

3. At the bottom set the “Select available fields from:” to “Address fields”

4.At the top set the “Group items by” to “Business Address” field

Group by Settings in Outlook

5.Click OK and then OK again.

Now you’ll notice that all your contacts are grouped by the Business Address. Select the contacts who still have the old address, drag and drop them into the group of your updated contact. Outlook will now automatically update the Business Address field for all the contacts you added to the group.

The above example was for updating the Business address but you can follow the same steps to update any other outlook fields for multiple contacts

Do you have any other methods of updating multiple contacts? Let us know by leaving a comment.

Categories : Outlook Contacts Tips
Comments (1)
  

Subscribe to MS Outlook for Business

Get the latest updates delivered via email
Copyright ©2003 - 2010 Standss (South Pacific Limited)