| The Outlook Address Book is a very powerful feature of Microsoft Outlook 98. Unlike
the Personal Address Book which is a local file and does not follow you from comuter to
computer, Outlook Address Book is located on the Exchange Server.
Therefore, it is available no matter where you check your mail, no matter what computer
you're on. This is an excellent feature for the students to use, since they will be
checking their mail on numerous computers. So email addresses you have at school
will follow you home when you check your mail, since the OAB is on the server.
Always choose server over client save settings if asked.
The following article will help you set up the Outlook Address Book. Please feel free to
email me if any part is not clear and I will try and re-phrase it.
In Microsoft Outlook 98 when you are sending mail you click on New Mail, then click on TO:
to select the email address you want to use. Most users select an email address from the
Global Address List or Personal Address Book. BUT the Outlook Address Book is also a
source of email addresses.
If you try to add email addresses through the "Outlook Address book" you will
receive this message:
You cannot create entries for this Address Book
In other words, email or faxes appear in the Outlook Address Book if you put them in your
Contact Folder. The Address Book command, on the Tools menu is part of the Windows
Messaging System and can only read Outlook contacts. It cannot add or
modify contacts.
You cannot add Outlook contacts using the Address Book command on the Tools menu. You can
add contact information to the Personal Address Book or the Outlook Contacts folder.
There are several ways to add contacts in Outlook, but the easiest is to just click on the
Contact shortcut on the Outlook Bar and click on New Contact icon (or use File menu).
Outlook requires that you complete three steps before contact information
will be available through the Outlook address book:
1. Install the Outlook Address Book service. (Most of you already
have this installed)
2. Select an address book in the properties for the contact
folder.
3. Specify either an e-mail address or fax number for each item
that you want to show up in the address book.
Lets go over the three Steps:
1. To Install the Outlook Address Book Service, On the Tools Menu, click
Services. Confirm that the Outlook Address Book service is in the list of available
information services. If it is not, click Add and click to select the Outlook Address Book
from the list of available services and then click OK.
2. To Mark the Contact Folder for Use with the Outlook Address Book. In
the Folder List, click to select the Contact folder.
On the File menu, point to Contact Folder, and then click Properties for
"Contacts." or right-click on Contact folder. On the Outlook Address Book
tab click to select "Show this folder as an e-mail address book," and then give
it an appropriate name (or leave it Contacts) and then click OK.
3. To Check for an E-mail or Fax Number
In the Folder List click to select the Contact folder. Double-click the contact to open
the item and examine the fields for e-mail address and/or fax number. If there is no
e-mail address or fax number, Outlook will not publish this contact in the Address Book.
Now when you go to choose an email address in the To: , Select Names dialog box, you
can click the down arrow in the "Show names from this:" and click on the
name under the Outlook Address Book entry. Contacts if you left it the
default name. You will see all the email & Fax entries that are in your contact
folder.
|
