section g chap 1
TRANSCRIPT
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Section E :MS Office
Utilities
Microsoft Outlook 2010
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Objectives
To understand the features of the MicrosoftOutlook, how to create email account, etc.
To understand about the configuration affecting
behavior of Microsoft Outlook
To understand how to navigate within Microsoft
Outlook
To understand how to use Microsoft Outlook email,
tasks, contacts, etc.
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Introduction
Microsoft Outlook 2010 is the
Windows Email client. It includes
customizable email, calendar, task,
contacts, notes tracking tool, to help
us efficiently manage our
business/personal activities.
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Added the ribbon to the main Outlook window.
Behind-the-Scene options
Conversation view
Meeting Reply Forgotten Subjects
Reduce the size of a picture attachment
View zoom control Access OWA from Outlook client
Folder order changed
Whats New in Outlook 2010
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The following items are also new in Outlook 2010,
but either require add-ins or changes to the
Exchange server:
MailTips
Speech to text translation of voice mail
Quota Thermometer
Whats New in Outlook 2010
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Outlook 2007 had the ribbon for messages, but
Outlook 2010 replaces the menus in the main
Outlook window with the ribbon.
Ribbon
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Many Outlook
settings that are
not related to
creating ormanaging Outlook
items were moved
to the File, Infotab.
Behind-the-Scenes Options
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Conversation viewgroups emails by titleand date.
When you receive a
new email, the entireconversation is movedto the top.
To turn conversation
view on or off, on theViewtab, select Showas Conversations.
Conversation View
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Conversations can include messages from multiplefolders. Messages that you send are saved in the SentItems folder, but if they are part of a conversation, theywill also appear within the conversation.
If you choose Ignorefrom the Hometab, all newmessages for a given conversation will go directly tothe Deleted Items folder.
You can Clean Up a conversation by selecting Clean Up,Clean Up Conversation from the Hometab. This willdelete all messages in the conversation that are notunread, flagged, categorized or the newest message inthe conversation.
Conversation View
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Instead of just replying to an email, you can
choose Meetingfrom the Hometab and it will
create a meeting that is sent to everyone that
was included on the original email.
Meeting Reply
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When you click Send on a message that
doesnt have a subject, a message popups up
to confirm that no subject was intentional.
Forgotten Subjects
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An option is available to resize large attached
pictures.
This will not affect the original picture, only
the attachment.
Reduce the Size of Picture Attachments
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Outlook now has a Zoom control like that
found in the other Outlook programs.
Zoom Control
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You can now access OWA directly from
Outlook.
Access OWA from Outlook
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The folder order used tobe strictly alphabetical.
Now Inbox, Drafts, Sent
Items and Deleted Itemsare at the top and all
other folders are in
alphabetical order belowthem.
Folder Order Changed
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MailTips help you avoid common, but potentially
embarrassing mistakes. MailTips alerts can be
triggered to clicking Reply All to a large recipient list,
sending sensitive information to someone outsideyour organization or sending a message to someone
who is out of the office.
MailTips
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Voice Mail
Preview provides
a speech to text
transcript of themessage left on
your voice mail.
Voice Mail Transcripts
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On the File menu, your account information
includes a visual representation of how much
space is left in your mailbox.
Quota Thermometer
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Outlook mail options
Checking spelling and grammar
Outlook checks the spelling and grammar as user types. Potential spelling errors are underlined by
red color. However, spell check is performed in the body of message, not in the subject section.
To review / change the spell check options, click on Filemenu and select Options. Select option
Mail. The following screen appears:
http://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=enhttp://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=enhttp://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=enhttp://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=en -
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Editing Options
Editing options
Click on Editor Optionsbutton and select Proofingoption. The following screen appears:
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Editing Options Continue..
The above section deals with auto spell check and corrections options. Go through the above
and select the options as required. They have not been discussed in detail as they are self-explanatory.
Click on Advancedoption and the following screen appears:
http://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=enhttp://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=enhttp://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=enhttp://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=en -
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Alerts for incoming messages
Outlook provides the functionality of alerts to the user for incoming messages. To verify the
configuration settings, Click on FileTab and select Options. After that, view the section
Message arrival. The following screen is visible with options:
In case the user wants to get an alert for incoming message, enabling some of the above boxes will
have following impact:Play a soundsystem plays a sound for each incoming message.
Display a desktop alertA message alerts is shown when an incoming message arrives. The
sender the title and brief content of the message is shown as an alert.
http://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=enhttp://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=enhttp://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=enhttp://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=en -
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Save Messages
Outlook provides for saving the messages while typing / sending. To verify the configuration
settings, Click on FileTab and select Options. After that, view the section SaveMessages. The following screen is visible with options:
Select from among the check boxes, as required. These options are not explained as they are self-
explanatory.
http://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=enhttp://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=enhttp://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=enhttp://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=en -
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Send Message
The outgoing messages are marked with certain importance, sensitivity, automatic name checking,
etc. This is governed on the basis of options specified in Savemessagesection of the Options
in FileTab of Outlook.
Change of these options will have impact on importance, sensitivity, etc. of the message. Change
the above configurations as required.
http://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=enhttp://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=enhttp://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=enhttp://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=en -
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Tracking options for messages
Outgoing messages can be tracked for delivery, read, etc. While you send mail, there are
certain default values. These values are specified in the following section of the Options
section of the FileTab.
Some of the key options are:
For default delivery receipt for each outgoing message, click on check box Delivery receipt
confirming the message was delivered to the recipients email server
For read receipt of the message by recipient, click on check box read receipt confirming the
recipient viewed the message. Further read receipt can be configured in such a way that
system asks each time whether to send a read receipt or it may be configured so that readreceipt is always / never sent etc.
http://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=enhttp://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=enhttp://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=enhttp://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=en -
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Customizing the Ribbon
Office ribbon is fully customizable in all Office 2010 applications. For
this, select the Optionsbutton on the Filetab of Outlook. SelectCustomize Ribbonoption.
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Calendar group To create a new Quick Step, select the New dropdown box towards the
lower left of the screen (as shown above) and choose between multiple
options:
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Manage another person's mail and Calendar items
Let us create a quick step that
automatically starts an Email to all of the
specified team members. To do this,select the option New email to, the
following screen appears:
Specify the name of the email group in
the Namefield.
Then click the To button to select thepeople who will be included in the mail
as recipients. Click on the Finish
button at the bottom.
Once done, Test Mail Groupappears
in the Quick Steps section of the Outlook
Ribbon.
29
http://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=enhttp://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=enhttp://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=enhttp://images.google.co.in/imgres?imgurl=http://www.merinews.com/upload/thumbimage/1231775270913_icai_logo_t.JPG&imgrefurl=http://www.merinews.com/catFull.jsp?articleID=156041&usg=__i8gTobk0p9yUGlGYDsLqsa64uBQ=&h=222&w=222&sz=17&hl=en&start=1&tbnid=2cKKQV_ICZ4E1M:&tbnh=107&tbnw=107&prev=/images?q=ICAI+logo&gbv=2&hl=en -
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Working with Meetings
Click on the Test mail
group in the Quick Step
section to send mail to
specific recipients.
Similarly you can manage
the Quick Steps. For this,
select the To Manager
option in Quick Steps and
click on Edit button.
Specify the Manager name
and To button etc.
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Working with emails
1.Create new email
There are two ways to send email messages using outlook 2010:
you can open Outlook 2010 and create a new message.
You can also send any office 2010 document directly within the software (i.e. Word,
Excel, etc.) to email.
2.Attachments to the message
Outlook allows user to attach files, outlook items and signatures along with email.
3.Track email messages
Outlook provides the following features to track the email messages:
Delivery and Read notifications
Voting
Follow up actions
4. Security settings of the email being sent
Click on Securitysettingsbutton in the Settingssection of the Propertiespage.
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Working with emails Continue..
5.Outbox of Outlook
Once the email is sent, the email appears in the Outbox.To send the mail, either wait for some time. Outlook automatically send the mails or
you need to click on sendallor send/ receive all foldersbutton
6.Responding to emails
Replythis option is responding to person sending the mail, not to all persons copied
on the email.Reply AllIn case you want to respond to all the persons marked on the email, click on
this button.
ForwardIn case you want to forward the email to a person who is not marked to the
person, click on this button.
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Insert copyright and trademark symbols
A variety of symbols can be added to anemail message being composed. For this,
click Symbol in the Insert tab of outlook.
Following screen appears.
System allows you to select various
symbols like copyright, trade mark, etc. to
be inserted as part of the message text.
There are shortcuts as well for some of the
symbols.
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Contact
Microsoft Outlook helps user to organize their
contacts. With this feature, users can track contactdetails of people with whom they interact.
Outlook allows to group contacts in various
categories like employees, friends, family, etc. with
this, it is easy and quick to send mail to certain
contacts in a particular group.
Outlook allows use of address book in Microsoft
Outlook to look-up and select names, their contact
details, email ids, etc. while composing an email
message.
Microsoft Outlook address book is a collection of
address books or address lists, created from
Outlook contact folders. Outlook allows to use the
Global Address List if you use Microsoft Exchange
Server account.
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Some of the key features provided by Outlookare:
Add or remove an address book
Add, remove or change picture of a contact
Import Gmail, Yahoo, etc. contacts in outlook
and transfer contacts between Gmail, Yahoo,
etc. and OutlookExport / Import contacts
Automatically add contacts for everyone that
you send an email message
There are 3 views of contacts:
Business Card
Card
Phone List
Contact features of Outlook
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Thank You
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