6. Managing Address Books and Distribution Lists
by Doug Sheresh, Beth Sheresh, Jim Boyce
Microsoft® Office Outlook® 2007 Inside Out
- Microsoft® Office Outlook® 2007 Inside Out
- SPECIAL OFFER: Upgrade this ebook with O’Reilly
- A Note Regarding Supplemental Files
- Acknowledgments
- We’d Like to Hear from You!
- Introduction
- Who This Book Is For
- How This Book Is Organized
- Part 1—Working with Outlook
- Part 2—E-Mail and Other Messaging
- Part 3—Working with Contacts
- Part 4—Managing Your Time and Tasks
- Part 5—Customizing Outlook
- Part 6—Managing and Securing Outlook
- Part 7—Collaboration
- Part 8—Working with Office Server and SharePoint Services
- Part 9—Using Outlook with Exchange Server
- Part 10—Mobility
- Companion CD
- About the CD
- Conventions and Features Used in This Book
- 1. Working with Outlook
- 1. What’s New in Outlook 2007
- 2. Outlook Overview and Startup
- 3. Configuring Outlook Profiles and Accounts
- 4. Working in and Configuring Outlook
- Understanding the Outlook Folders
- Working with the Standard Outlook Views
- Using Other Outlook Features
- Configuring Outlook Options
- Using Outlook on the Web
- Accessing Your Mail Through a Browser
- Configuring Windows Settings for Outlook
- Using Add-Ins
- Using Outlook Effectively
- 5. Creating and Using Categories
- 2. E-Mail and Other Messaging
- 6. Managing Address Books and Distribution Lists
- Understanding Address Books
- Configuring Address Books and Addressing Options
- Finding People in the Address Book
- Using AutoComplete for Addresses
- Using Distribution Lists
- Automatically Adding Addresses to the Address Book
- Using the Mobile Address Book
- 7. Using Internet Mail Accounts
- 8. Sending and Receiving Messages
- Working with Messages
- Opening a Standard Message Form
- Addressing Messages
- Including Carbon Copies and Blind Carbon Copies
- Copying Someone on All Messages
- Using Templates and Custom Forms for Addressing
- Specifying Message Priority and Sensitivity
- Saving a Message to Send Later
- Setting Sending Options
- Controlling When Messages Are Sent
- Requesting Delivery and Read Receipts
- Using Message Tracking and Receipts Options
- Sending a Message for Review
- Replying to Messages
- Forwarding Messages
- Using Other Reply and Forwarding Options
- Deleting Messages
- Controlling Synchronization and Send/Receive Times
- Configuring Other Messaging Options
- Managing Messages and Attachments
- Working with Messages
- 9. Beyond Simple Text Messages
- 10. Finding and Organizing Messages
- 11. Processing Messages Automatically
- 12. Managing Junk E-Mail
- 13. Automatically Responding to Messages
- 14. Securing Your System, Messages, and Identity
- Configuring HTML Message Handling
- Protecting Messages with Digital Signatures
- Signing Messages
- Understanding S/MIME and Clear-Text Options
- Adding Your Digital Signature
- Setting Global Security Options
- Creating and Using Security Profiles
- Reading Signed Messages
- Changing Certificate Trust Relationships
- Configuring CA Trust
- Configuring CA Trust for Multiple Computers
- Viewing and Validating a Digital Signature
- Encrypting Messages
- Protecting Data with Information Rights Management
- 15. Receiving Messages Selectively
- 16. Using RSS Feeds
- 17. Using LDAP Directory Services
- 6. Managing Address Books and Distribution Lists
- 3. Working with Contacts
- 18. Creating and Managing Your Contacts
- Working with the Contacts Folder
- Creating a Contact Entry
- Creating Other Contacts Folders
- Working with Contacts
- Associating a Contact with Other Items and Documents
- Assigning Categories to Contacts
- Resolving Duplicate Contacts
- Phoning a Contact
- Sending an E-Mail Message to a Contact
- Connecting to a Contact’s Web Site
- Scheduling Appointments and Meetings with Contacts
- Assigning a Task to a Contact
- Flagging a Contact for Follow-Up
- Finding Contacts
- Making a Common Change to Multiple Contacts
- Viewing Contacts
- Printing Contacts
- Working with Distribution Lists
- Sharing Contacts
- Setting Contact Options
- Using Contacts Effectively
- 19. Using Microsoft Business Contact Manager
- Understanding What Business Contact Manager Can Do
- Using the Business Contact Manager Interface
- Working with Business Contacts
- Creating and Using Accounts
- Creating and Using Business Projects
- Working with Project Tasks
- Creating and Using Opportunities
- Creating Marketing Campaigns
- Tracking Item History
- Attaching Items
- Creating Reports
- Importing and Exporting Information
- Managing Your Business Contact Manager Data
- 18. Creating and Managing Your Contacts
- 4. Managing Your Time and Tasks
- 20. Scheduling Appointments
- Calendar Basics
- Working with One-Time Appointments
- Working with One-Time Events
- Creating a Recurring Appointment or Event
- Modifying an Appointment or Event
- Using Categories and Colors
- Printing Calendar Items
- Customizing the Current Calendar View
- Creating a Custom View
- Backing Up Your Schedule
- Managing Time Zones
- Managing Your Calendar Effectively
- 21. Scheduling Meetings and Resources
- 22. Managing Your Tasks
- 23. Tracking Documents and Activities with the Journal
- Understanding the Outlook Journal
- Using Automatic Journaling
- Adding Journal Items Manually
- Creating and Using Custom Entry Types
- Changing Journal Entries
- Connecting Journal Activities to Individual Contacts
- Viewing the Journal
- Printing Journal Items
- Sharing Journal Information
- Using the Journal Effectively
- 24. Making Notes
- Understanding Outlook Notes
- Configuring Note Options
- Working with Notes
- Viewing Notes
- Creating New Notes Folders
- 20. Scheduling Appointments
- 5. Customizing Outlook
- 25. Using Templates
- 26. Customizing the Outlook Interface
- Customizing the Navigation Pane
- A Quick Tour of the Navigation Pane
- Showing and Hiding the Navigation Pane
- Changing the Number of Buttons on the Navigation Pane
- Adding a Shortcut to an Outlook Folder or a Public Folder
- Adding a File Folder or Document to the Navigation Pane
- Adding a Web Site to the Navigation Pane
- Removing a Shortcut from the Navigation Pane
- Renaming a Shortcut in the Navigation Pane
- Working with Groups in the Navigation Pane
- Customizing the To-Do Bar
- Customizing Toolbars
- Working with Toolbars
- Creating Custom Toolbars
- Adding Items
- Removing Items
- Reorganizing Items
- Modifying Toolbar Items
- Changing the Width of the Drop-Down List
- Changing the Button Size
- Resetting Individual Toolbars
- Renaming a Custom Toolbar
- Deleting a Custom Toolbar
- Sharing a Custom Toolbar
- Recovering the Default Toolbars
- Controlling Toolbar Appearance and Behavior
- Customizing Outlook Today View
- Customizing the Navigation Pane
- 27. Creating Custom Views and Print Styles
- 28. Designing and Using Forms
- Overview of Standard Forms, Item Types, and Message Classes
- Creating Custom Forms from Standard Forms
- Creating Custom Forms from Scratch
- Creating Multipage Forms
- Adding and Arranging Controls
- Adding Graphics to Forms
- Adding User-Defined Fields
- Using Office Documents to Create Outlook Forms
- Publishing and Sharing Forms
- Using Forms Effectively
- 29. Automating Common Tasks
- 6. Managing and Securing Outlook
- 30. Managing Outlook Folders and Data
- Understanding Outlook Folders
- Working with the Folder List
- Using and Managing Folders
- Using a Folder
- Creating a Folder
- Adding a Folder Shortcut to the Navigation Pane
- Working with Favorite Folders
- Renaming a Folder
- Copying and Moving a Folder
- Deleting a Folder
- Setting Folder Properties
- Configuring General Folder Properties
- Configuring Home Page Properties for a Folder
- Configuring AutoArchive Properties for a Folder
- Configuring Administration Properties for a Folder
- Configuring Form Properties for a Folder
- Configuring Permissions for a Folder
- Configuring Synchronization Properties for a Folder
- Configuring Properties for a Contacts Folder
- Using Web Views with Folders
- Using Multiple Personal Folders
- Managing Data
- 31. Archiving, Backing Up, and Restoring Outlook Data
- 32. Moving Data in and out of Outlook with Import/Export
- 33. Finding and Organizing Outlook Data
- 34. Security and Virus Protection
- Providing Virus Protection
- Protecting Against Viruses in Attachments
- Configuring Blocked Attachments
- Opening Blocked Attachments
- Protecting Against Office Macro Viruses
- Enabling Applications to Send E-Mail with Outlook
- Tips for Securing Your System
- 30. Managing Outlook Folders and Data
- 7. Collaboration
- 35. Delegating Responsibilities to an Assistant
- 36. Sharing Calendars
- Sharing Your Calendar
- Managing Your Shared Calendar Information
- Working with Group Schedules
- Creating Your Own Free/Busy Server
- Publishing Your Calendar as a Web Page
- 37. Integrating Outlook with Other Office Applications
- 38. Integrating Microsoft Outlook and Microsoft Project
- 39. Collaborating Online with Office
- New Collaboration Features: Beyond Microsoft Office Outlook 2007
- Using the Correct Collaboration Tools
- Using Microsoft Office Live Communications Server
- Using Microsoft Office Communicator
- Using Microsoft Office Live Meeting
- The Microsoft Office Live Services
- 8. Working with Office Server and SharePoint Services
- 40. Collaboration with Outlook and Windows SharePoint Services
- Understanding Windows SharePoint Services Collaboration
- Setting Up Alerts
- Working with Shared Documents
- Working with Shared Contacts
- Linking a Team Calendar to Outlook
- Configuring Alerts in Outlook
- Using Outlook to Work with SharePoint Libraries and Files
- Connecting a SharePoint Library to Outlook
- Downloading Files from a SharePoint Library to Outlook
- Opening Files from a SharePoint Site in Outlook
- Editing Files from a SharePoint Site in Outlook
- Removing SharePoint Files in Outlook
- Removing SharePoint Folders in Outlook
- Using E-Mail to Add a File to a SharePoint Library
- 40. Collaboration with Outlook and Windows SharePoint Services
- 9. Using Outlook with Exchange Server
- 41. Configuring the Exchange Server Client
- 42. Using Outlook with Exchange Server
- 43. Working Offline and Remotely
- 10. Mobility
- 44. Accessing Your Outlook Items Through a Web Browser
- Overview of Outlook Web Access
- Using Outlook Web Access
- Connecting to the Server
- Sending and Receiving Messages
- Sorting Messages
- Copying and Moving Messages
- Deleting Messages
- Working with Other Folders
- Working with Calendar, Contacts, and Other Items
- Configuring the Out Of Office Assistant in Outlook Web Access
- Configuring Other Options for Outlook Web Access
- 45. Making Outlook Mobile
- Why Mobility Is Important
- Overview of Mobility Features in Exchange Server
- Using Outlook Anywhere for Remote Access to Exchange Server
- Using Outlook Mobile Service Accounts
- 44. Accessing Your Outlook Items Through a Web Browser
- A. Index to Troubleshooting Topics
- B. About the Authors
- C. Choose the Right Book for You
- Index
- SPECIAL OFFER: Upgrade this ebook with O’Reilly
An e-mail program isn’t very useful without the capability to store addresses. Microsoft® Office Outlook® 2007, like other e-mail–enabled applications, has this storage capability. In fact, Office Outlook 2007 offers multiple address books that can help make sending messages easy and efficient.
This chapter explores how Outlook 2007 stores addresses and explains how Outlook 2007 interacts with Microsoft Exchange Server (which has its own address lists) to provide addressing services. You’ll learn how to store addresses in the Outlook 2007 Contacts folder and use them to address messages, meeting requests, appointments, and more. You’ll also learn how to create distribution lists to broadcast messages and other items to groups of users and how to hide the details of the distribution list from recipients. The chapter concludes with a look at how you can share your address books with others.
Note
Although this chapter discusses the Contacts folder in the context of address lists, it doesn’t cover this folder in detail.
Note
For a detailed discussion of using and managing the Contacts folder, see Chapter 18.
As you begin working with addresses in Outlook 2007, you’ll find that you can store them in multiple locations. For example, if you’re using an Exchange Server account, you have a couple of locations from which to select addresses. Understanding where these address books reside is an important first step in putting them to work for you. The following sections describe the various address books in Outlook 2007 and how you can use them.
On all installations, including those with no e-mail accounts, Outlook 2007 creates a default Outlook Address Book (OAB). This address book consolidates all your Outlook 2007 Contacts folders. With a new installation of Outlook 2007, the OAB shows only one location for storing addresses: the default Contacts folder. As you add other Contacts folders, those additional folders appear in the OAB, as shown in Figure 6-1. As you’ll learn in the section "Removing Contacts Folders from the OAB" later in this chapter, you can configure additional Contacts folders so that they don’t appear in the OAB.
Note
For detailed information on creating and using additional Contacts folders, see "Creating Other Contacts Folders" in Chapter 18.
The OAB functions as a virtual address book collection instead of as an address book because Outlook 2007 doesn’t store the OAB as a file separate from your data store. Instead, the OAB provides a view into your Contacts folders.
When you use a profile that contains an Exchange Server account, you’ll find one other address list in addition to the OAB: the Global Address List (GAL). This address list resides on the Exchange Server and presents the list of mailboxes on the server as well as other address items created on the server, including distribution groups and external addresses (see Figure 6-2). However, end users can’t create address information in the GAL; only the Exchange Server system administrator can do this.
Some e-mail addresses are not available in the OAB or GAL but are available using Lightweight Directory Access Protocol (LDAP). This requires network connectivity to the LDAP server.
Note
Details on configuration are found in Chapter 17.
In addition to the OAB, GAL, and LDAP, you might see other address sources when you look for addresses in Outlook 2007. For example, in an organization with a large address list, the Exchange Server system administrator might create additional address lists to filter the view to show only a selection, such as contacts with last names starting with the letter A or contacts external to the organization. You might also see a list named All Address Lists. This list, which comes from Exchange Server, can be modified by the Exchange Server administrator to include additional address lists. The list can also include Public Folders (see Figure 6-3), which can store shared contacts. In addition, the list by default includes All Contacts, All Groups, All Rooms, and All Users, which sort addresses by type.
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