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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

            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, click the contact’s entry in the Contacts folder. The entry is then highlighted to indicate it is selected.

            You may also want to select multiple contacts. If the contacts you want to select are not next to each other, click the first one to select. Then hold down the “Ctrl” key on your keyboard. Then click any other contacts you want to select. Finally, release the “Ctrl” key when finished.

            If the contacts you want to select are located next to each other, click the first contact to select. Then hold down the “Shift” key on your keyboard. Then click the last contact in the group. All contacts between the first and the last contacts you clicked will also be selected. Finally, release the “Shift” key on your keyboard.

            You can also manage contacts in Outlook by editing information for an existing contact. To edit a contact, open the “Contact” window by selecting the desired contact within the “Contacts” folder. Then click the “Outlook (Contacts)” hyperlink for the contact. This link appears under the “View Source” label in the Reading Pane at the right side of the “Contacts” folder.

            Alternatively, in the other views available, you can double-click the entry of the contact whose information you want to edit within the “Contacts” folder to open the “Contact” window. After changing the information in the “Contact” window, click the “Save and Close” button 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.

            You can also add or edit basic contact information for a selected contact in the Reading Pane that appears at the right side of the “People” view of the “Contacts” folder. To do this, select the contact within the folder. Then click the “Edit” command in the Reading Pane at the right side of the view. Then edit any information shown. To add a new field to record new information, click the small plus signs next to the information types shown. When finished, click the “Save” button in the lower-right corner of the pane to save the changes.

            You can also manage contacts in Outlook by deleting contacts. To delete a contact, first 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 in the Ribbon. The selected contact or contacts will immediately be deleted. To reverse this action, if needed, click the “Undo” button in the Quick Access Toolbar to undo the deletion. You must do this immediately after deleting the contact.

Manage Contacts in Outlook: Instructions

  1. To select and view a single contact, single click the contact name in the list.
  2. To select multiple non-adjacent contacts, click the first one to select.
  3. Hold down the “Ctrl” key on your keyboard.
  4. Then click any other contacts you want to select.
  5. Finally, release the “Ctrl” key when finished.
  6. To select adjacent contacts, click the first contact to select.
  7. Hold down the “Shift” key on your keyboard.
  8. Then click the last contact in the group to select all contacts between the first and the last contacts you clicked.
  9. Finally, release the “Shift” key on your keyboard.
  10. To edit existing contact information, open the “Contact” window by selecting the desired contact within the “Contacts” folder.
  11. Then click the “Outlook (Contacts)” hyperlink for the contact under the “View Source” label in the Reading Pane at the right side of the “Contacts” folder.
  12. Alternatively, to open the “Contact” window in the other views available, double-click the entry of the contact to edit within the “Contacts” folder.
  13. Make your changes to the information in the “Contact” window.
  14. Then click the “Save and Close” button to save your changes.
  15. To add or edit basic contact information for a selected contact in the Reading Pane, select the contact within the folder.
  16. Then click the “Edit” command that appears in the Reading Pane at the right side of the view.
  17. Then edit any information shown.
  18. If you want to add a new field into which you can record new information, click the small plus signs next to the information types shown.
  19. To save the changes when finished, click the “Save” button in the lower-right corner of the pane.
  20. To delete a contact, select the contact then either press the “Delete” or “Del” key on your keyboard.
  21. Alternatively, click the “Delete” button in the “Delete” button group on the “Home” tab in the Ribbon.
  22. To undo a contact deletion, click the “Undo” button in the Quick Access Toolbar.

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 training, titled “Mastering Outlook Made Easy v.2016-2013.”

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