Outlook 2007 Contacts FAQ
Importing-Exporting Address Book Information
- Can I import my address book into my Outlook Contacts?
- How do I import contacts from an Excel file to Outlook?
- How do I convert my Personal Address Book to a Contacts Folder?
- How do I export my contacts?
- How can I import my Pine address book into Outlook 2007?
Using Contacts
- What is the contacts folder?
- How do I create a contact from scratch?
- How do I create a contact from an e-mail message?
- Can I move a distribution list from a message to my Contacts?
- I need to modify a Contact’s information. How can I update the info?
- How can I add a picture to a contact?
- How can I remove a contact’s picture from his/her record?
- How do I create a distribution list?
- I need to email some contact information to a 3rd party? Is there any easy way to do this with Outlook?
- How do I send a meeting request to one of my contacts?
- I need to assign one of my contacts a task? How do I do it.
- How do I share my contacts with others?
- How do I create a vCard from a Contact?
- Can I link my Contacts to documents, databases, and other Outlook items?
- How can I see all the different things that I have linked to my Contacts?
- How do I remove a link from a Contact?
- What is the difference between my Contact list and my address book?
- Can I change the default sort order of my Contact List?
- My contacts don’t appear in my address book. How can I fix it?
- I would like to separate my contacts into separate files. Can I create a 2nd Contact file?
Importing-Exporting Address Book Information
- Can I import my address book into my Outlook Contacts?
Microsoft Outlook can import and export 4 types of files:
- Comma Separated Values (MS-DOS)
- Comma Separated Values (Windows)
- Tab Separated Values (MS-DOS)
- Tab Separated Values (Windows)
- How do I import contacts from an Excel file to Outlook?
Office Outlook 2007 supports the previous Excel file format, which uses the file extension .xls. You can save your Office Excel 2007 worksheet in the file format used by previous releases of Excel and then import data from that file into Outlook. Save an Excel workbook in the Excel 97-2003 Workbook (*.xls) format Important: If you save a workbook in a file format other than a Microsoft Office Excel 2007 file format, formatting and features unique to Excel 2007 will not be retained.
- Open the workbook that you want to import into Office Outlook 2007.
- Click the Microsoft Office Button, and then point to the arrow next to Save As.
- In the File name box, type a new name for the workbook. Tip You can also accept the suggested name.
- In the Save as type list, click Excel 97-2003 Workbook (*.xls).
- Click Save.
- How do I convert my Personal Address Book to a Contacts Folder?
The Personal Address Book has a .pab file extension and its default location is drive:\Documents and Settings\user\Local Settings\Application Data\Microsoft\Outlook.
- On the File menu, click Import and Export.
- Under Choose an action to perform, click Import from another program or file, and then click Next.
- Under Select file type to import from, click Personal Address Book, and then click Next.
- Choose the file to import by entering the file name in the box or selecting it using the Browse option.
- Under Select destination folder, click Contacts or a subfolder under Contacts. Click Finish.
- How do I export my contacts?
The Import and Export Wizard in Outlook makes it easy to export contact information from Outlook into an Excel worksheet.
- In Outlook, on the File menu, click Import and Export.
- Click Export to a file, and then click Next.
- Click Microsoft Excel, and then click Next.
- In the folder list, click the Contacts folder, and then click Next.
- Browse to the folder where you want to save the contacts as an Excel file (.xls).
- Type a name for the exported file, and then click OK.
- Click Next.
- To add or remove fields to determine the way the contact information is saved in the new Excel worksheet, click Map Custom Fields.
- In the From box, drag the field you want to convert onto the Outlook field that is listed in the To box.
Note:
The Name field doesn't appear in the From box, because Outlook reserves the first row of a named range for field names. If the range that you import does not contain field names, the first row of data will be interpreted as field names and will not be imported as data. To ensure that all of the data in the named range is imported, use the first row for field names.To see additional records in the From box, click Previous or Next. To remove all mapping, click Clear Map. To reset the original mapping, click Default Map. To display additional fields in the From box, click the plus sign (+) next to the field. For example, to display the Business Street and Business City fields, click the + next to Business Address. Click Finish. - How can I import my Pine address book into Outlook 2007?
There is no easy way to convert a Pine address book to an Outlook Contact Folder, but it can be done. If you have a short address book, we recommend that you recreate your Pine address book manually. This is the easiest method. If you would like to try to convert your Pine address book to Outlook, the following instructions work to convert an address book from Pine to Outlook. This procedure does not work for distribution lists, only single addresses.
- Use a Secure FTP program to connect to your email account.
- In your directory you will see a file named .addressbook. Copy this file to your computer's desktop.
- Rename the file to pine addressbook
- Use Excel to open the pine addressbook file on your desktop.
- When the Text Import wizard appears, click on Delimited and then choose Next.
- On the following screen, click Next and then Finish.
- Remove all lines containing distribution list entries in your address book file. Outlook will not properly convert these entries.
- Insert a row at the top (go to the first line of the spreadsheet and then choose Insert | Row from the menu bar)
- Add the following to the column titles: Nickname, Full Name, Email Address.
- Save the file you just edited as a comma separated (.csv) file on the desktop (from the menu bar, choose File | Save As and choose the file type as CSV).
- If you get an error message (The selected file type does not support workbooks that contain multiple sheets…), click OK.
- Click Yes on the next error message (pine addressbook.csv contains features that are not compatible with CSV…)
- Close Excel (from the menu bar, choose File | Close. Do not save the changes again.
- Open Outlook 2007.
- From the Menu Bar, choose File | Import and Export.
- Highlight Import from another file or program and click Next.
- Highlight Comma Separated Values (Windows) and click Next.
- If you get an error message (the translator program is not installed…), choose Yes.
- Click the Browse button and then click on Desktop (on the left). Highlight the file pine addressbook and click OK.
- Choose Do not import duplicate items and click Next.
- Highlight the Contacts folder under Mailbox-Your Name.
- Check the box next to Import “pine addressbook.csv” into folder: Cont… The Map Custom Fields will open. If it does not, click on the Map Custom Fields button.
- Your first addressbook entry will appear on the left. Do not do anything with the Nickname.
- Drag the Full Name to Name on the right.
- On the right, scroll down until you see Email. Expand the Email selection. Drag E-mail (on the left) to E-mail Address on the expanded section on the right.
- Click OK.
- Click Finish.
- Open the Contacts view by clicking on Contacts on the left.
- Right-click in the Contacts title bar (above the main pane listing the contacts) and choose Properties.
- Click on the Outlook Address Book tab.
- Check the box that says Show this folder as an e-mail Address Book and then click on Apply and then OK.
- If the check box is unavailable, you need to add the Outlook Address Book to your profile, so do the following:
- Click OK.
- To add the Outlook Address Book to your profile, go to Tools | Email Accounts.
- Choose Add a new directory or address book and click Next.
- Choose Additional Address Books and click Next.
- Choose Outlook Address Book and click Next.
- Restart Outlook.
Using Contacts
- What is the contacts folder?
The Contacts folder is your e-mail address book and information storage for the people and businesses you want to communicate with. Use the Contacts folder to store the e-mail address, street address, multiple phone numbers, picture, and any other information that relates to the contact, such as a birthday or anniversary date.
- How do I create a contact from scratch?
- On the File menu, point to New, and then click Contact.
- Type a name for the contact.
- Enter the information you want to include for the contact.
- You can specify how you want the contact's name to appear in the To: line of a message by typing the name in the Display As box.
- You can specify the contact's instant messaging address in the IM address box.
- To enter multiple entries in a field, such as more than one address or e-mail address, click the down arrow next to the field.
- If you have more than one address for a contact, to establish which address is used during mail merge, select the This is the mailing address check box.
- You can quickly create another contact with the same company information. In the current contact, on the Actions menu, click New Contact from Same Company.
- How do I create a contact from an e-mail message?
- Open or preview the e-mail message that contains the name you want to add to your contact list.
- Right-click the name of the sender you want to make into a contact, and then click Add to Outlook Contacts on the shortcut menu.
- If you do not see Add to Outlook Contacts, you may be using Microsoft Outlook® Express instead of Microsoft Outlook®.
- In Outlook, there isn't an option to have contact information automatically added to Contacts or Address Book when you reply to them.
- Can I move a distribution list from a message to my Contacts?
- Open the message that contains the distribution list.
- Click the attached distribution list and drag it to the Contacts folder.
- I need to modify a Contact’s information. How can I update the info?
In Contacts, open the contact and make the appropriate changes. Click Save and Close when you are done.
- How can I add a picture to a contact?
- In Contacts, create or open a contact.
- Click on the picture icon, also known as Add Contact Picture, in the Contact field.
- Locate the picture you want to insert.
- Double-click the picture you want to insert.
- The picture is automatically sized to best fit the contact picture space.
- How can I remove a contact’s picture from his/her record?
Right-click the picture and select the option Remove Picture.
- How do I create a distribution list?
To create a distribution list:
- On the File menu, point to New, and then click Distribution List.
- In the Name box, type the name of the distribution list.
- Click Select Members to add users from your address book.
- In the Select Members box, click the address book that contains the e-mail addresses you want in your distribution list.
- In the Type name or select from list box, type a name you want to include. In the list below, select the name, and then click Members. (You can also highlight the names of the individuals). Do this for each person you want to add to the distribution list, and then click OK.
- To add users that are not in your address book, click on the Add New button. Type in the person’s name in the Display Name field and his/her e-mail address in the E-mail Address field. Click OK.
- Click on the Save and Close button to create the distribution list.
- If you want to add a longer description of the distribution list, click the Notes tab, and then type the text.
- The distribution list is saved in your Contacts folder by the name you give it.
- You can also create a distribution list by copying names from an e-mail message.
- In the e-mail message you want to copy the names from, select the names in the To or Cc box.
- On the Edit menu, click Copy.
- On the File menu, point to New, and then click Distribution List.
- In the Name box, type a name for the distribution list.
- Click Select Members.
- In the Add to distribution listMembers field, right-click, and then choose Paste and then OK.
- Click on the Save and Close button to create the distribution list.
- I need to email some contact information to a 3rd party? Is there any easy way to do this with Outlook?
You can forward one or several of your contacts as an attachment in an e-mail message to another person.
- In Contacts, click the contact that you want to forward. To select multiple contacts, press CTRL while clicking the contacts.
- Right-click the contact, and then click Forward. This will send the information as a vCard. If you selected multiple contacts, click Forward Items.
How do I create an email from a contact?
- In Contacts, select the contact, click the Actions menu, select Create and then click New Message to Contact.
- In the Subject box, type the subject of the message.
- In the message body, type the message.
- Click Send
- To quickly create an addressed message, drag the contact to the Mail button in the Navigation Pane, and then continue with step 3.
- How do I send a meeting request to one of my contacts?
In Contacts, click the contact (or to send a meeting request to multiple contacts, select multiple contacts by pressing CTRL while clicking the contacts).
- Choose the Actions menu; click Create and select New Meeting Request to Contact.
- Alternatively, you can right click on the contact and choose Create - New Meeting Request to Contact to create the meeting request.
- In the Subject box, type a description.
- In the Location box, enter the location.
- Enter start and end times.
- Select any other options you want.
- Click Send.
To send a meeting request to multiple contacts, select multiple contacts by pressing CTRL while clicking the contacts.
- I need to assign one of my contacts a task? How do I do it.
In Contacts, right click on the Contact’s name, and choose Create - New Task for Contact.
Can I add contact information (from my contacts) to a task that is already created?
- Open the task information.
- In the Contacts box, type contact names.
- How do I share my contacts with others?
You can either share your contacts with everyone or share them with specific individuals. Both users must be using Microsoft Exchange for this to work.
To allow anyone access to your Contacts
The default Contacts folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted.
- In Contacts, in the right-click the default Contacts folder.
- This is usually under My Contacts, and is displayed as Contacts.
- If you are using the Navigation Pane in Minimized view, in Contacts,click Navigation Pane, and then right-click the default Contacts folder. This is usually under My Contacts and is displayed as Contacts.
- Click Change Sharing Permissions.
- On the Permissions tab, in the Name box, click Default.
- Under Permissions, in the Permission Level list, click Publishing Editor or any of the other options.
To specify the individuals who can access your Contacts:
The default Contacts folder in Outlook is created in each Outlook profile. This folder cannot be renamed or deleted. You can create additional contacts folders and these folders can be renamed or deleted. This section includes instructions to share contacts folders that you create.
- In Contacts, in the right-click the contacts folder that you want to share. Note:If you are using the Navigation Pane in Minimized view, in Contacts,click Navigation Pane, and then right-click the contacts folder that you want to share.
- Click Share folder name.
- In the To box of the sharing invitation, enter the name of the recipient.
- If you want to, change the Subject.
- If you want to, grant permissions to the recipient to change your contact items.
- In the message body, type any information that you want to include.
- Click Send.
- Review the confirmation dialog box, and then, if correct, click OK
- How do I create a vCard from a Contact?
- Open the contact you want to save as a vCard.
- Select Save As – Export to vCard File.
- Type a name in the File name box, and then click Save.
- Can I link my Contacts to documents, databases, and other Outlook items?
Yes, you can link your contacts to other documents, databases, and Outlook items. A linked object is an object that is created in a source file and inserted into a destination file, while maintaining a connection between the two files. The linked object in the destination file can be updated when the source file is updated.
To Link a Document to a Contact
- Open the contact to whom you want to link the document.
- On the Insert menu, choose Attach File.
- In the list, double-click the file you want to link to the contact.
To Link a Contact to an Existing Microsoft Outlook Item:
- Open the contact to whom you want to link the item.
- On the Insert menu, choose Attach Item.
- In the Look in box, click the folder that contains the items you want to link to the contact.
- In the Items list, select the items you want to link to the contact.
To Link a Contact to a New Outlook Item as it is Created:
Create a link and do one of the following:
- In a message, click Insert, and then click Business Card.
- Select Other Business Cards.
- In the Look in list, double-click the business card that contains the contact to be linked.
To Link a Contact to an Access Database
You can quickly copy or link to your Outlook contacts in an Access database, enabling you to work with your Outlook contacts in an Access database. Your Access data is kept up to date with changes to Outlook contacts, and vice versa, if you choose to link contacts to Access.
- Open Access and start a new, blank database or open an existing database.
- Choose External Data. In the Import menu, choose More – Outlook Folder.
- Next, select Link to the data source by creating a linked table. Click OK.
- When the list of Outlook folders appears, locate your Contacts folder under Outlook Address Book and double-click the folder.
- The wizard will display the folder name Contacts in the Linked Table Name box. Click Finish to link the contacts to the database. Then, click OK and the contacts will be displayed in the database.
- If you link Outlook data to Access, any items updated in Outlook are automatically updated in Access.
- How can I see all the different things that I have linked to my Contacts?
- Open the contact.
- Click the Activities tab in Contact – Show.
- In the Show list, click the type of item you want to see.
- How do I remove a link from a Contact?
- Open the contact that has the link you want to remove.
- Click the Activities tab.
- Select the item you want to remove.
- Delete the link.
In an E-mail item:
In Options, choose More Options. Select Contacts and delete the item.
In all other items:
In the Contacts box, delete the contact you want to remove the link to.
- What is the difference between my Contact list and my address book?
The Outlook Address Book and Outlook Contacts are both are part of Outlook. However, the Address Book is a compilation of the different address lists you might have stored in Outlook, such as a Personal Address Book (.pab), LDAP Internet directories, the Global Address List (GAL), or other third-party address books. Contacts is just one of the address lists that make up the Address Book. Only contacts can be exported directly from Outlook to Excel.
- Can I change the default sort order of my Contact List?
Yes, you can change the default sort order.
- On the Tools menu, click Options, and then click Contact Options (next to Journal Options).
- In the Default "file as" order list, click the order that you want to use to sort your contacts. You can sort by:
- Last Name and then First Name
- First Name and then Last Name
- Company
- Last Name, First Name, and then Company
- Company, Last Name, First Name
- My contacts don’t appear in my address book. How can I fix it?
- In the Navigation Pane, click Contacts.
- Under My Contacts, right-click the Contacts folder you want to view in the address book, and then click Properties on the shortcut menu.
- Click the Outlook Address Book tab, and make sure that the Show this folder as an e-mail address book check box is selected. If the check box is unavailable, you need to add the Outlook Address Book to your profile (see instructions below).
- Click OK.
To add the Outlook Address Book to your profile
- Go to Tools | Account Settings.
- Choose Address Books and click New.
- Choose Additional Address Books and click Next.
- Choose Outlook Address Book and click Next.
- Restart Outlook
- I would like to separate my contacts into separate files. Can I create a 2nd Contact file?
Yes, you can create a separate contact list.
- In the Navigation Pane, click Contacts.
- Under My Contacts, right-click the Contacts folder
- Choose New Folder.
- Type in the name of the folder and choose OK.