Sometimes the user needs to change, supplement, transfer the list of contacts to the right person, transfer it to an additional device. To do this conveniently, Outlook has all the necessary tools.
How to transfer addresses from Outlook
How to export contacts
Data transfer methods vary depending on the version of the Outlook mail client.
Export contacts from Outlook 2013
- To export data from Outlook 2013, open the program and select "Import and Export" in the "File" - "Open and Export" tab.
- The mail client will offer possible options. Click on the item “Export to file”.
Select a folder for recording information.
Name the saved object and click the “Finish” button.
You can check the new CSV file on your computer by opening it in Excel.
Export contacts from Outlook 2010
- Open Outlook 2010 and go to the File tab.
Click “File” in the control panel at the top of the Outlook window.
- Select the folder where the contact information will be stored.
- Wait until the process of moving information is complete.
The Outlook Settings window opens. In the left horizontal menu, click on "Advanced".
The “Export Wizard” will open, here select “Comma Separated Values \u200b\u200b(Windows)”, this is another name for the CSV file. Click "Next."
If you use the contents of the transferred contacts in other products of the mail client, you will need the item “Outlook Data File (PST)”.
Export contacts from Outlook 2007
- To transfer contacts from Outlook 2007, open the program and expand the File tab. In the list of functions, click Import and Export.
- The "Import Wizard" opens, which will be needed to create the document. Check "Export to file."
- In the window that opens, select "Comma Separated Values \u200b\u200b(Windows)." Continue by clicking on the “Next” button.
- Designate the folder to be the save location. Click on "Next".
- Wait for the move process to complete.
How to transfer contacts from Outlook to Excel
No matter what version of Outlook, after transferring the CSV file to the computer, it can be opened in Excel.
Do not be alarmed if you see empty cells in a document. These are the positions that were not filled when the contact was still in Outlook. Not every person prescribes all the information: about the home phone, the name of the organization or the position of the contact.
After viewing the migrated file in Excel, do not save the changes when closing. This can destroy the structure of the document and its reading will be impossible.
How to import contacts in all versions of Outlook
- The process of adding a CSV file to mail will be the same for all versions of Outlook. This is done in the same way as export: “File” - “Open and Export” - “Import and Export”. In the "Wizard", select "Import from another program or file."
- After selecting an action, click Next. Wait for the transfer process to complete.
Import Internet addresses and mail in Outlook of all versions
- To import contacts from Outlook, go back to the Import and Export Wizard. Select "Import from another program or file."
- In the window that opens, click "Import Internet Addresses and Mail."
- Choose from the two proposed import options "Outlook Express 4.x, 5.x, 6.x or Windows Mail."
- Click "Next" and wait while the contacts are imported.
Import from another program or file in any version of Outlook
- After selecting “Import from another program or file”, you can add contacts from the Lotus Organizer utility, as well as information from Access, Excel or a simple text file. Select the program from where you plan to add contacts.
- A window will appear with a choice of parameters. If you want to create duplicates, click on the option “Allow duplicates”.
- Select the folder where you want to get information.
- Designate a place where the data will be stored.
Video: Contact Transfer Instructions
Where in Outlook the address book is located
All information about the address book, messages, calendars and notes is stored on the computer in an archived form. If you need to find, copy or transfer it, it will be useful to know in which folders the desired PST file is located:
- drive: / Users /<имя пользователя>
- drive: / Users /<имя пользователя>/ Roaming / Local / Microsoft / Outlook;
- drive: / Users /<имя пользователя>/ Documents / Outlook files;
- drive: / Users /<имя пользователя>/ My documents / Outlook files;
- drive: / Documents and Settings /<имя пользователя>
In the case of using IMAP, Microsoft Exchange or outlook.com, the place to save your mail information is server space. Data is recorded in PAB format. In this case, you can find them here:
- drive: / Users /<имя пользователя>/ AppData / Local / Microsoft / Outlook;
- drive: / Documents and Settings.
If you used a Microsoft Exchange Server account, then the "Offline Address Book" is located at the following addresses:
- drive: / Users /<имя пользователя>/ AppData / Local / Microsoft / Outlook;
- drive: / Documents and Settings /<имя пользователя>/ Local Settings / Application Data / Microsoft / Outlook.
Create an address book in Outlook
After the address book has been created, you can add contacts to it.
How to add contacts in Outlook
Contacts store information about people. You can enter only an email address or fill out more information, for example, phone numbers, person’s photo, mailing address, work address.
After creating a systematic contact folder, the program will find the desired one by the first few letters and automatically fill in the email address.
Add contact from email
First you need to open the received message, right-click on the person’s name and select “Add to Outlook Contacts”. Fill in the required information according to the field names, then save.
Adding a contact from scratch
Video: instructions for adding contacts
How to create a mailing list in different versions of Outlook
For simultaneous sending to several subscribers at once, we recommend using the Contact Group tool.
Create a mailing list in Outlook 2013
Create a mailing list in Outlook 2010
In the main menu of the work program, select "Create a contact group." Fill in the important information and save.
Video: How to create a contact group in Outlook 2010
In Outlook 2007, follow the path “File” - “Create” - “Mailing List” or press Ctrl + Shift + L. Fill in the information about the participants, save.
Select the address book through "File" - "Create" or use the command Ctrl + Shift + L
How many people can send a message at a time depends on the size of the name files. Tentatively, the average number is 100 contacts.
Delete contacts in Outlook
To ensure that contacts are not doubled, when importing them in the “Import Wizard”, do not forget to change the standard settings for transferring “Allow duplicates” to another point, where the option of replacing existing ones is proposed.
If the contacts have already doubled, then you can remove them in the "Contact List" by clicking on the "Phones" item. In the field that opens in front of you, select the duplicated contacts, and then press DELETE.
If you uncheck the "Automatically check duplicate contacts" section in the "Contact Settings", then when you select a person, Outlook will not track duplicate business cards.
The main function of Microsoft Outlook is working with email. In addition, it can act as a notebook and contact manager. Having familiarized with the methods of adding, deleting contacts and creating groups in the Outlook mail client, the user can configure the program as he sees fit, and with it, he will stay in touch with friends and colleagues.
Attention! All steps of the procedure described below will be correctly performed only if your computer is located inside the faculty network (where access to the server via RPC is allowed).
Run it.
If you have not already done so on your computer, a window will appear for the initial setup of Outlook 2007, on the first page of which you just need to click the button Further. Below are pictures made on the basis of the Russian version of the program, for the English language they will be different.
On the next page, check the box. Manually configure server settings or additional server types and again click Further.
On the page Choosing an Email Service set the switch to Microsoft Exchange Serverand click Further.
On the page Microsoft Exchange Settings field Microsoft Exchange Serverenter exch.chem.msu.ru, and in the field Username - username assigned to you (in the picture ekv) and click the button Check name.
An additional window should appear on the screen asking for the username and password. In this window, before the username, you must specify the word maildomain and put a backslash. In field Passwordenter the password given to you to access the server. To not have to enter it every time, check the box Save passwordand click Ok.
Attention! If the username and password that you used when entering the system on your computer do not coincide with those specified on the mail server, a window asking for the password will appear every time you connect to the server.
At the moment, the program will try to establish a connection with the mail server using the information you entered. If this information is correct and there is a connection with the server, you will again see the page Microsoft Exchange Settings, but already in a modified form (server name EXCH.maildomain.chem.msu.ruand underlined username). An underscore means that your account has been uniquely identified. Leave checked Use Exchange Cached Mode (this will allow you to work with mail in the absence of communication with the server and slightly reduce the load on it), then click Further.
The appearance of the page with the inscription Congratulations! means that you have successfully configured Microsoft Office Outlook 2007to work with Microsoft Exchange Server. Click Done, and Outlook will start on your computer.
If in the future you need to change the settings for connecting to the server, use Account Settingson the menu Serviceprograms Outlook. Or run the program post officeof Control panels(Control panel) Windows system and click in the window that appears Accounts.
MS Outlook Self-Tutorial → Outlook Basics → What is Outlook?
What is Outlook?
Outlook 2002 is a powerful and comprehensive information management application. But each subject (this applies not only to software products) requires introducing the specifics of this area and demonstrating general principles of work, technology, etc. In this part, we will cover the basics of Outlook: from installing the application to working directly with e-mail.
To start a book with a story about working with e-mail, we consider it incorrect, if not incorrect, because Outlook is not an application for working with e-mail. Outlook is the unity of all means related to the management of personal information in which mail takes up a substantial, but nonetheless part. Otherwise, Outlook Express, an application included in the standard package that comes with the Windows operating system and is only an email client, could be completely dispensed with.
The first part of the book includes chapters such as:
- Introducing Outlook. This chapter will cover: installing Outlook, general principles for working in Outlook, as well as the interface and working with the built-in help system.
- The calendar. You will learn how to plan single and recurring appointments, as well as work with Outlook views.
- Tasks. This chapter provides information on the purpose of tasks and how they are carried out, as well as on the transformation of elements.
- Contacts. After reading this chapter, you will learn how to create contacts and work with the user's address books.
- Notes. This chapter discusses working with notes and the Microsoft Office clipboard.
- A diary. You will be introduced to the automatic and manual management of your activities in the Outlook diary.
- Outlook today and personal folders. The final chapter discusses how to store Outlook items, create and use your own folders, and how to work with the computer file system using Outlook tools.
Bcc in Outlook 2010
Microsoft Outlook is much better than the product than the one that was in Windows XP - Outlook Express.
In Windows 7, this is already a full-fledged client and by the way with a rather nice external interface, which is good news.
How to create a rule in Outlook 2007 and Outlook 2010 so that all messages from a specific address are moved to a specific folder.
It happens that you constantly receive letters from a certain addressee to your MS Outlook mail, and in order to have quick access to them, it would be advisable to move them to a separate folder and at the same time, so that all subsequent letters from this addressee will be moved there automatically. Here the “Rules and Alerts” function comes to our aid.
First, create a folder where letters from a specific recipient will be moved. To do this, right-click on the “Inbox” folder and select “Create Folder” in the menu that opens.
Set the name of the created folder and click "OK".
Here we have the folder we created
But the letters themselves will not be moved there, for this you need to configure the rule. In order to create a rule, right-click on any letter from the addressee for letters from which we want to create a rule and select "Create Rule" in the menu that opens.
In the window that opens, check the box, as shown in the figure below
In the next window that opens, select the folder we created. That is, we select the folder in which letters from a specific recipient will be moved. Click OK.
The next message asks whether to fulfill our new rule for all the letters in the current folder, that is, whether to move already received letters from a specific recipient to the folder we created.
Put a checkmark as in the figure below and click "OK"
So that is all. The rule is created. Already received letters from a specific recipient are sorted into the folder we created and all subsequent letters from this recipient will also be automatically moved to this folder.
I will share with you a small note on how to hide the Outlook 2010 window in tray. That is, if you need to have your mail always open when working with a computer, but it does not bother you with another icon in the working panel below (usually the panel below). As you can see, the Outlook icon also hangs in the tray, so why will it take away your precious workspace and be duplicated in general, especially this annoys people who use a large number of programs at the same time.
Actually the program is removed in the tray with just three clicks.
First press you need to carry out on the arrow that unfolds the tray, this is the lower right, near the clock. Second press on the Outlook icon which is in the expanded tray. Pressing must be done with the right button of the bear. Third press make the left mouse button on the words " Hide minimized"(The action is shown on the left in the picture in my note).
That's all. Now when you minimize Outlook 2010, it will minimize to tray and you will have more free space. New messages will be displayed as before by a warning near the clock in the lower right corner. By the way, you can open Outlook by clicking on the tray icon with two clicks of the left mouse button.
In addition to single contacts in the folder, you can place distribution lists, which are contact groups. Suppose you have four alternates and most directives have to be distributed to all four. To make your work easier, prepare a mailing list and include alternate contacts. After that, when sending the next directive, it will not be necessary to consistently indicate the addresses of all four people, just select the appropriate mailing list. Follow these steps to add a list.
1. Button dropdown Create select team Create mailing list.
Note In Outlook XP, it is possible to combine several contacts in a mailing list, which, in turn, can be used in operations as simultaneous contact with several people.
Fig. 20.7. Add addresses to the Outlook mailing list
2. In the field Name enter the name Four email addresses.
3. Click on the button Choose members.
4. In the Address source list of the add addresses window shown in fig. 20.7, select Contacts.
Note Addresses for the mailing list can be selected not only from the contacts folder, but also from the Windows address book and from other address directories registered in Outlook.
5. In the left list of the window, select the line Alexander Petrov (E-mail).
6. Click on the button The members.
7. Repeating steps 5 and 6, add the email addresses of two other people to the mailing list.
8. Click on the button OK.
10. In the dialog box that opens Adding a new entry in field Short name enter Sergey Nikolaev. In field E-mail address type the email address. Check the box Add contactso that the new address is automatically added to the Outlook contacts folder. Then click on the button OK. Now the mailing list window will look like the one shown in fig. 20.8.
Note To remove an address from the mailing list, select the line with this address and click on the button Delete.
Instruction manual
Run Outlook. Double-click the application icon on the desktop or click the "Start" button and select the desired item in the "All Programs" menu. After downloading the application, select the “File” menu and find the “Create” line. When you hover over this caption, action sub-items will appear. Find the item “List mailing lists»And click on it with the left mouse button. The window for creating and editing a new list of mail recipients opens.
Enter a name for the list in the "Name" field. So you can create several different groups of recipients for various tasks, and then quickly switch between them. For example, “Customers”, “Employees”, “Friends” and so on.
Click on the button labeled “Select Members” to add recipients from your address book. Find the right person in the list and click OK. The recipient selection window closes, and in the list mailing lists the recipient appears, repeat until you have entered all the necessary addresses. This method is well suited if you have already entered the names and e-mail of those to whom you want to send mail in the Outlook address book. If this is a new name, you need to use a different method of entering recipients.
Left-click on the inscription “Add”. A small window will open in which you will see the fields "Short name" and "Email address". Copy and paste the name and address if you have a letter from this person, or type a new name and address manually. Press the OK button (it will become active only after entering the email address). The dialog box closes and a new line appears in the recipient list. Repeat this step as many times as needed to add all subscribers. mailing lists.
Click the “File” button in the top line of the window and select “Save”. Left-click on it, and after a few seconds list mailing lists outlook will be created.
Sources:
- how to create a list
Instruction manual
Call the main system menu by pressing the "Start" button, and go to the "All Programs" item. Expand the Microsoft Office link and start the Outlook application. To use the recipient names found in the application’s address book, open the File menu of the Oulook top service panel and select the Create command.
Select the "Mailing List" subcommand and type the desired name of the list to be created in the "Name" line. Click on the "Mailing List" tab in the dialog box that opens and use the "Select Members" link. Specify the address book containing the required email addresses in the Address Book directory. Type the name of the selected recipient in the "Search" line and highlight the name that is defined in the directory below the search line. Click on the "Members" link and repeat all the above steps for each desired mailing list recipient. Confirm the selected action by clicking OK.
Let me remind you of the terminology. A mailing list is a set of contacts. These lists make it easy to send messages to groups of people. For example, if messages are often sent to the sales department, it’s convenient to create a mailing list with the name “Sales Department” that includes the names of all employees in this department. A message sent to the addresses of this list is sent to all recipients listed on the mailing list. At the same time, the recipients see in the message line “To” not the name of the mailing list, but the names of all persons included in the list. Mailing lists can be used for messages, assignments, meeting invitations, and other mailing lists.
It is possible to add names to the mailing list and delete them, send the list to other users and print it. Mailing lists are marked with and are stored by default in the Contacts folder, which allows you to sort them and assign categories to them. If you are using Microsoft Exchange Server, the global address list may contain global distribution lists that are accessible to all users on this network. Personal mailing lists created in the Contacts folder are available only to one user, but can be copied and sent to other users.
Message or Invitation only parts of the mailing list can be sent to the meeting. To do this, select the list members by clicking on the plus sign (+) after the list name, and then delete unnecessary names. Contact mailing lists in the Email field Mail "can not be expanded.
Add a name to the mailing list or delete a name
- To add an address from the address book or the Contacts folder, click the Select Members button.
- To add an address not from the contacts folder or from the address book, click the Add button.
- To delete a name, click it and click the Delete button.
Sending a mailing list part
- Run the command File → Create → Message.
- Click the "To" button and in the "Enter or select a name" field, select the mailing list containing the users to whom you want to send a message.
- Mailing lists are indicated by.
- Click the OK button.
- Click the plus sign (+) after the name of the distribution list to see its contents, and then delete the names of people who do not need to send a message.
Mailing list
- Open a new message.
- Click in the message body area.
- Perform one of the following actions:
- if you use Microsoft Word as your email message editor, drag and drop the mailing list from Contacts in the message;
- if you use Microsoft Outlook as the email editor, select Insert the team Document.
- In the list Folders Click the folder containing the distribution list that you want to send. Mailing lists are saved by default in the Contacts folder.
- In the list Items Click the mailing list you want to send, and then click OK.
- Send a message.
If you want to send a mailing list containing members of the global address list (the Global address list is an address book containing the email addresses of all users, groups and mailing lists in the organization. This address book is created and maintained by the administrator. It can also include email addresses public folder.), make sure the recipient of this distribution list uses the same global address list.
Display names on the mailing list
- If you are creating a new message, click the To button.
- In the Address Source list, select the address book that contains the mailing list about which you want information.
- In the "Enter or select a name" field, enter the name of the distribution list. In this list, click on the desired name.
- Click the Advanced and Properties buttons.
To update addresses in the mailing list, you need to open the mailing list in the "Contacts" folder (mailing lists are marked with an icon), and click on the "Update" button. If you need to move the mailing list from the message to the Contacts folder, follow these steps:
- Open the message containing the mailing list.
- Click the nested mailing list and drag it to the Contacts folder.
