10 Minute Guide to Outlook 97 - 7 - Using the Address Book In this lesson, you learn to use Outlook's address book with your e-mail. Using the Postoffice Address List All of the names within your organization usually appear on the Postoffice Address List created by your system's mail admini-strator. Anytime you want to send or forward an e-mail, you can select the recipients from that list instead of typing in their names manually. If you're using Windows NT on a network, you may or may not have access to the Postoffice Address List, depending on your permissions and rights. If you have questions, see your system administrator. Plain English: Post Office A directory, usually located on the network server, that contains a mailbox for each e-mail user. When someone sends a message, that message is filed in the recipient's mailbox until the recipient receives the mail and copies, moves, or deletes it. Postoffice Address List A list of everyone who has a mailbox in the post office; it's controlled by the mail administrator. Mail Administrator The person who manages the e-mail post office. (This person might also be the network administrator, but it doesn't necessarily have to be the same person.) To use the Postoffice Address List, choose Tools, Address Book or click the Address Book tool button on the toolbar. The Address Book dialog box appears, as shown in Figure 7.1. Figure 7.1 View the Postoffice Address List. The following list outlines some of the ways in which you might use the Address List: To view more details about any entry in the Address Book dialog box, double-click the person's name or click the Properties button on the toolbar. The person's Properties dialog box appears, with his or her name, address type, postoffice name, and network type listed on the Address (1) tab. Click OK to close this dialog box and return to the Address Book dialog box. Click the Properties toolbar button and choose the Address (2) tab in the person's Properties dialog box to view his or her phone number, office, or department, and any notes or comments that have been added to the description. Click OK to close this dialog box and return to the Address Book dialog box. To send a message to someone listed in the Address Book, select the name from the Address List and choose File, New Message. See Lesson 8 for more information. If you cannot find a particular name in the list, you can search for it. Choose Tools, Find or click the Find button, and then enter the name for which you're searching in the Find Name Beginning With text box. Click OK to start the search. Using the Personal Address Book The Personal Address Book contains the names and e-mail addresses of people you contact frequently. You may want to include coworkers from your department, or even people from outside of your office (who you contact via Internet addresses). Timesaver Tip: Let Outlook Help You Out You might notice the Outlook Address Book in the list of address books; this book contains entries you create in your Contacts list. For more information about the Contacts list, see Lesson 14. Panic Button: No Personal Address Book Is Listed? If you do not see a Personal Address Book in the Address Book dialog box, you can easily add it to your resources. Close the address book and choose Tools, Services. In the Services tab of the dialog box, click the Add button, choose the Personal Address Book from the list, and click OK. In the Personal Address Book dialog box, select your preference and click OK. Close the Services dialog box and open the address book again; you'll see the Personal Address Book in the list. You may have to exit and restart Outlook. To add names to the Personal Address Book, follow these steps: 1. Choose Tools, Address Book or click the Address Book tool button on the toolbar. The Address Book dialog box appears (refer to Figure 7.1). 2. To add name(s) from the Postoffice Address List, select the name(s) and click the Add to Personal Address Book button on the toolbar or choose File, Add to Personal Address Book. The name(s) remain on the Postoffice Address List, but Outlook copies them to your Personal Address Book as well. 3. To view your Personal Address Book, select the Show Names from the drop-down list and choose Personal Address Book. The list changes to display those names you've added to your personal address list, but the dialog box looks the same. 4. To add a completely new address to your Personal Address Book, click the New Entry button or choose File, New Entry. The New Entry dialog box appears (see Figure 7.2). Figure 7.2 Choose a source for your new entry. 5. In the Select the Entry Type list, choose from the available options. The options you see will depend on the information systems installed to your network; for example, Microsoft Mail, Internet Mail, or some other service may be available. You can add an address entry that corresponds with one of the available information systems. Additionally, you can choose to add one of the following two items: Personal Distribution List Use this to create one address entry for a group of recipients. When you send mail to the list name, everyone on the list receives the message. You might use this option for grouping department heads, for example. Other Address Choose this option to add one new recipient at a time. You can enter a name, e-mail address, and e-mail type for each entry. In addition, you can enter business addresses and phone numbers, and you can add notes and comments to the entry. Use this entry for Internet addresses, for example. 6. When you're done working in your Personal Address Book, close the window by choosing File, Close. You're returned to the Outlook Inbox. Entering an Address in a Message You can use either address book to choose the names of recipients to whom you want to send new messages, forward messages, or send a reply. Using the address books also makes sending carbon copies and blind carbon copies easy. Plain English: Blind Carbon Copy A blind carbon copy (Bcc) of a message is a copy that's sent to someone in secret; the other recipients have no way of knowing that you're sending the message to someone via a blind carbon copy. To address a message, follow these steps: 1. Choose Compose, New Mail Message from the Outlook Inbox window. 2. In the Message window, click the To button to display the Select Names dialog box. 3. Open the Show Names from the drop-down list box and choose either the Postoffice Address List or the Personal Address Book. 4. From the list that appears on the left, choose the name of the intended recipient and select the To button. Outlook copies the name to the Message Recipients list. (You can add multiple names if you want.) 5. (Optional) Select the names of anyone to whom you want to send a carbon copy and click the Cc button to transfer those names to the Message Recipients list. 6. (Optional) Select the names of anyone to whom you want to send a blind carbon copy and click the Bcc button. Figure 7.3 shows a distribution group listing as the To recipient of a message; in addition, two people are selected to receive blind carbon copies of the same message. Figure 7.3 Address messages quickly with the Select Names dialog box. 7. Click OK to return to the Message window and complete your message. (For more information about writing messages, see Lesson 8.) In this lesson, you learned to use the address book with your e-mail. In the next lesson, you will learn to compose a message and format it.

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