Outlook Tip of the Month: Using the Contacts Folder

September 7, 2007

To: UCOP Community:
From: Tara Brant, Manager, IR&C Technology Service Desk

There are two repositories for addresses in Outlook: The Global Address List and the Contacts folder.

The Global Address List (GAL) provides contact information for everyone at UCOP. Only the IR&C; Technology Service Desk or departmental PC Coordinators may edit this list.

The Contacts folder is your private address list. You may use it to store information about non UCOP affiliated people and businesses, such as campus employees, vendors, or other business contacts. The Contacts folder is useful for storing not only e-mail addresses and phone numbers, but also other information about your contact.

How to Add Names to the Contacts Folder:

1. Select the Contacts folder in the left-hand navigation pane.
2. Click on the “New” button.
3. Fill in the appropriate information. (Make sure to add the e-mail address, which you’ll refer to when sending messages.)

How to Use the Contacts Folder:

1. Open a new message
2. Click on the “To…” field. You’ll see the Select Names pop-up box.
3. Use the pull-down menu under “Show names from the” and select Contacts.
4. From your Contacts list, select the person you want to send a message to.
5. Click OK.
6. That person’s e-mail address will be added to the “To…” field in your message.

If you have questions about this tip or any other Outlook feature, please contact the IR&C; TechDesk at 987-0457 or TechDesk@ucop.edu.