Find names in the Address Book

You can use the Address Book to look up and select names and distribution lists when you address e-mail messages.

To search for people using information other than their name or e-mail address, such as their office location or telephone number, see Search for people in the Address Book

You can also find people in your Microsoft Outlook Contacts and even address messages automatically from a contact. For more information see: Find a contact

What do you want to do?

Find names by using the Search Address Books box

Find names in the Address Book

Find names by using the Search Address Books box

Address Book Search box

  • On the Standard  toolbar, in the Search Address Books box, type the name of the contact that you want to find. Your Outlook Contacts are searched first. If no match is found, all the other available address books, including any that you have added, are searched.

    Tip   You can also enter a partial name, such as Judy L, first or last name, a "display as" name, e-mail alias, or company name. To quickly open a contact that you have searched for previously, click the arrow next to the Search Address Books box, and then click the name that you want.

Address a message after you have found the name or e-mail address

  1. In a new message, click To, Cc, or Bcc boxes in the message header.

  2. In the Search box, type the name.

  3. Double-click the name in the Name list, and then click OK.

    Why don't I see the name list (column) in the Address Book?

    You might have used the More columns search option the last time that you used the Address Book. Click Name only next to Search to restore the name list view.

    Search additional columns

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Find names in the Address Book

When you type a name in the To, Cc, or Bcc boxes of an e-mail message, Outlook automatically checks to see whether the name that you typed matches a name in the Address Book. If there is a match, the name is resolved. That is, the display name and e-mail address are filled in, allowing you to send the message. If there is no match, the Check Names dialog box prompts you for more information. If more than one name contains the letters that you typed, you can select the name that you want from the list. If the name is not found, you might need to look in a different address book or create a new contact.

If you type an e-mail address or alias in the boxes, and that person or distribution list is in the Address Book, the display name is filled in, replacing the text you typed.

  1. On the Standard toolbar, click Address Book Button image.

    Tip   You can also open the Address Book from the Tools menu and in an open message. In the message, on the Message tab, in the Names group, click Address Book.

  2. In the Address Book list, click the address book in which you want to search for names.

    The address books in the Address Book list, except for the Global Address List (GAL) are created from folders in your Contacts. By default, the contents of your main Outlook Contacts folder make up the Outlook Address Book. Other Contact folders that you create are also listed, unless you set a property to prevent them from being displayed. The Microsoft Exchange GAL is created and administered by your organization's administrator.

    Address Books list
    In the list shown, Contacts contains contact information from your main Outlook Contacts. Offsite offices and Personal are examples of contact folders created to hold specific groups of Outlook contacts for easier organization.
  3. In the Search box, type the name, or part of a name, that you are searching for.

    Search for names

    To search for a name using other information, such as title or location, click More columns, and enter the information. You can search on more than one criterion in this box. After each criterion, type a comma. Each of the included columns, also known as fields for this information, is searched.

    Why don't I see the name list (column) in the Address Book?

    You might have used the More columns search option the last time that you used the Address Book. Click Name only next to Search to restore the name list view.

    Search additional columns

    Notes   

    • If you can't find the name that you want in the address book that you are looking at, look for it in a different address book. The Address Book list can contain several address books, each containing different information. Search for items in any column

      How?

      1. In the Address Book dialog box, click another address book in the Address Book list.

      2. To see contacts from your Outlook Contacts list, in the Address Book list, click the name of the contacts folder that you want under Outlook Address Book.

        A contact must have been an entry either in the E-mail field or in the Fax field to appear in the Outlook Address Book/Contacts folder.

    • If you are searching an LDAP  Internet Directory for an e-mail address, you have the option of searching for a name by the character that the name begins with or by the characters that the name contains by clicking either Begins with or Contains.

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Address a message after you have found the name or e-mail address

  1. In a new message, click To, Cc, or Bcc in the message header.

  2. Find the name or e-mail address using the steps described in the preceding section, Find names in the Address Book.

  3. Double-click the name or e-mail address, in the list in the Address Book, and then click OK.

    Why don't I see the name list (column) in the Address Book?

    You might have used the More columns search option the last time that you used the Address Book. Click Name only next to Search to restore the name list view.

    Search additional columns

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Applies To: Outlook 2007



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