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Keeping track of friends and family in a traditional address book can be a tedious task. With people moving or changing their e-mail addresses, your address book can become pretty hefty, not to mention messy, over time. If you're tired of scratching out names, consider moving your seemingly endless contact list to your computer. Not only will your address book become more manageable, it will make correspondence easier than ever!
Start now and your address book will be ready for sending out cards and letters during the busy holiday season.
Create an address book in Outlook
If Outlook is your default e-mail program, you can use it to store all of your addresses. Because Outlook is a Microsoft Office program, you can import your address data into Office programs like Word and Excel to create documents such as labels and envelopes.
To enter names
- To add friends and family to the address book, open Outlook.
- Go to View > Toolbars and make sure both the Standard and Advanced toolbars are selected (when chosen, a checkmark will appear).
- From the Outlook shortcut menu, select Contacts. Or, select View > Go To > Contacts.
- On the Standard toolbar, click New > Contact.
- Under the General tab, enter all pertinent information about the individual; full name, mailing address, phone numbers, e-mail address, etc.
- Click the Details tab to input further facts about the person such as their birthday.
- Select Save and Close to file your information in your address book.
Maintaining and finding names
Once you've entered all of your contacts, it's very easy to update information and add new people.
- Entries are saved in alphabetical order. Along the right-hand side of your Contact page, you will see all the letters of the alphabet. Click a letter to find an entry.
- You can also find a contact by clicking Find on the Standard toolbar and entering key words.
- You can classify your address book entries by name, category, company, etc. Go to View > Current View to see your options.
- To edit an entry, double click it.
Printing your address book
- If you would like a hard copy of your address book, select how you want it to appear on paper. You can choose from different page layouts by clicking View > Current View.
- Go to File > Print Preview to ensure it's the right view and select print.
- You can also categorize your entries in different groups, for example business or family, by going to Tools > Organize. Grouping addresses makes it easy when you want to send correspondence to an entire list instead of entering each name individually.
Create an address book in Works
Creating an address book through Works or Windows allows you to retrieve information through programs such as Outlook Express if it is your default e-mail program. (NB Outlook Express is a different e-mail program than Outlook as listed above.)
To enter names
- To open the Windows Address Book, go to Start > All Programs > Accessories > Address Book.
- Or, open the Works Task Launcher and go to Household Management > Addresses > Start this task.
- A page will open called Address Book — Main Identity.
- Go to File > New Contact or select New > Contact from the toolbar.
- Click on the different tabs to enter all pertinent information.
- When you're done, click OK and the contact will be saved and added to the address book.
Maintaining and finding names
- Double click entries to edit information.
- To search for a person's entry, click Find People and type their first or last name to find them in your list.
- To group entries into different categories, go to New > New Group. Grouping addresses makes it easy when you want to send correspondence to that entire list instead of contacting them individually.
- Enter a name for your group and then click Select Members.
- This will allow you to choose the relevant contacts from your address book.
- Click on the entry you require and hit Select to add them to your group.
- Press OK when done.
- All groups are organized along the left-hand side of the task pane.
- Go to View > Sort By to select how you want to classify your contacts.
- Click the Print icon to print a copy of your address book.
Published October 2003
E-mail this to a friend | Printer-friendly version
Writer, Tara Nolan
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