Objectives

Generally: To use an address book to help send messages.

Specifically: On completion of this section, you will be able to:

• Address messages
• Display different address lists
• Find names in an address list
• Add names to a message

The Outlook Address Book is a directory of address lists that contains names you can address mail to. These lists include names of users, distribution lists, and public folders. You have at least two address lists:

• Global Address List
• Contacts

The Global Address List contains the names of all Outlook users in your organisation. Contacts are a list of names that you have created and maintain.

Depending on your company's structure, you may have other lists in your Address Book. For example, if you have access to another mail system through a gateway, you may have a separate list for gateway addresses.

When you open the Address Book from a new message form, a list of recipients that you can address messages to is displayed.

Addressing Messages

When addressing a message, you need to display the appropriate address list and locate recipient names in the list. You can then add names to the To, Cc and Bcc (blind carbon copies - the other recipients do not see to whom the mail has been sent) box of your message.

To add an addressee

• Click the New Message button to open a new message
• Click the To button or the Address Book button (SpeedKey: Ctrl + Shift + B)

The Address Book is displayed.

Address Book window

• Select the name you want, and click the button

OR

• If you are adding the name to the To box, double-click the name
• Select further names as required and enter them into the recipients list(s)
• If the contact(s) is not listed in the address book shown select another address book from the Show Names from the: drop-down list box
• Click OK to add the recipients to your message

Note: You can address a message from multiple address lists.

Tip: You can select and add multiple names by clicking the first name, then clicking additional names while holding down the Ctrl key, and then clicking the To or Cc button.

Note: If you know the spelling of your recipient names, you can type the names in the To or Cc box of your message instead of using the Address Book. Separate multiple names with a semicolon. You can then verify that the names are correct by clicking the Check Names button .

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