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Manage Contacts in Outlook- Instructions

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Manage Contacts in Outlook: A picture of a user saving editing changes to a contact in Outlook.

Manage Contacts in Outlook: Overview

How to Select Contacts in Outlook

            This lesson shows you how to manage contacts in Outlook. The first activity you must learn to manage contacts in Outlook is how to select contacts. To select a single contact when viewing the Contacts folder in Outlook, click once on the contact’s entry. Notice the entry is then highlighted to indicate it is selected. To select multiple contacts if the contacts are not next to each other in the folder, click the first one to select. Then hold down the “Ctrl” key on your keyboard. Then click any other contacts to select. Finally, release the “Ctrl” key when finished.

            To select multiple contacts located next to each other in the folder, click the first contact to select. Then hold down the “Shift” key on your keyboard. Then click the last contact. All contacts including and between the first and the last contacts you clicked are then selected. Finally, release the “Shift” key on your keyboard.

How to Edit Contacts in Outlook

            You can also manage contacts in Outlook by editing information for an existing contact. To edit the information for an existing contact, double-click the entry for the contact whose information you want to edit to open the “Contact” window again. Then change the contact’s information in this window. After changing the information, click the “Save and Close” button in the “Contact” window to save your changes.

Manage Contacts in Outlook: A picture of a user saving editing changes to a contact in Outlook.

Manage Contacts in Outlook: A picture of a user saving editing changes to a contact in Outlook.

How to Delete Contacts in Outlook

            To delete a contact, select the contact to remove from the Contacts folder. Then press the “Delete” key on your keyboard. Alternatively, click the “Delete” button in the “Delete” button group on the “Home” tab of the Ribbon. The selected contact or contacts are then immediately deleted. To reverse this action, if needed, click the “Undo” button in the Quick Access Toolbar to undo it immediately after deleting the contact.

Manage Contacts in Outlook: Instructions

Instructions on How to Select Contacts in Outlook

  1. To select a single contact when viewing the Contacts folder in Outlook, click once on the contact’s entry. Notice the entry is then highlighted to indicate it is selected.
  2. To select multiple contacts if the contacts are not next to each other in the folder, click the first one to select.
  3. Then hold down the “Ctrl” key on your keyboard.
  4. Then click any other contacts to select.
  5. Finally, release the “Ctrl” key when finished.
  6. To select multiple contacts located next to each other in the folder, click the first contact to select.
  7. Then hold down the “Shift” key on your keyboard.
  8. Then click the last contact.
  9. All contacts including and between the first and the last contacts you clicked are then selected.
  10. Finally, release the “Shift” key on your keyboard.

Instructions on How to Edit Contacts in Outlook

  1. To edit the information for an existing contact, double-click the entry for the contact whose information you want to edit to open the “Contact” window again.
  2. Then change the contact’s information in this window.
  3. After changing the information, click the “Save and Close” button in the “Contact” window to save your changes.

Instructions on How to Delete Contacts in Outlook

  1. To delete a contact, select the contact to remove from the Contacts folder.
  2. Then press the “Delete” key on your keyboard.
  3. Alternatively, click the “Delete” button in the “Delete” button group on the “Home” tab of the Ribbon.
  4. The selected contact or contacts are then immediately deleted.
  5. To reverse this action, if needed, click the “Undo” button in the Quick Access Toolbar to undo it immediately after deleting the contact.

Manage Contacts in Outlook: Video Lesson

            The following video lesson, titled “Basic Contact Management,” shows how to manage contacts in Outlook. This video on how to manage contacts in Outlook is from our complete Outlook tutorial, titled “Mastering Outlook Made Easy v.2019 and 365.”

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