Manage contacts

Manage multiple address books

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When you send email, you might want to look up and select an email address from a specific group of contacts, like a group of coworkers, relatives, or a club. To make this easier, create personal address books using the names in your Outlook contact folders.

View an address book
  1. On the Navigation bar, select People People .

  2. In the folder pane, select the address book you want to view.

Sort contacts in an address book
  1. On the Navigation bar, select People People .

  2. Select Home >List.

  3. Choose the column heading you want to sort by. For example, to sort your contacts by last name, select the File As column heading.
    Contact List

Create an address book folder and move contacts into it:
  1. On the Navigation bar, select People People .

  2. On the Folder tab, choose New Folder.

  3. Type a name for the folder.

  4. Choose OK.

  5. To move an existing contact, select the contact and drag it to the newly created folder.

Send an email to a contact in an address book:
  1. On the Navigation bar, choose the Mail Mail .

  2. Select Home > New Email.

  3. Select To.

  4. Under the Address Book, select your group from the drop-down.

  5. Select a contact from the group and select To->.

  6. Select OK.

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If you have a large Contact List, you can further sort and move them into separate actual Contact Lists.

For example, you may want to share your contact data with a co-worker, except you might not want them to see all your personal contacts.

I'm going to change to the Folder ribbon tab, and I'll click New Folder on the lefthand side.

I'll give my folder a name.

I'll call it Personal Contacts.

I'm going to click to create it in my Contacts, and I'll click OK.

My folder gets created, and if I click on it, I can see I have an empty contact list.

I can either create a New Contact directly in this list by selecting Home, and New Contact, or I can move an existing contact.

I can click and drag by selecting with my mouse, dragging it over to my Personal Contacts folder and letting go of the mouse.

My contact is moved out of my regular contacts and has been moved into my Personal Contacts.

I can continue to go the folder and select New Folder.

In fact, I can right-click on any folder, create a new sub-folder, just like we could with email.

I can Copy it, Move it, or Delete it.

I can also move it up in the view. Because of this, your folders full of contacts could also tend to get unruly over time.

In this case, you can create a brand-new contact group.

I can right-click where it says My Contacts, and choose New Folder Group.

It's going to give me a brand-new group of folders.

I call this one Private.

From here, I can move any of these existing folders into this new folder group.

In this case, I'll click and drag my Personal Contacts into my Private folder group.

Now, I have two completely separate folder groups, one for my professional contacts and one for my private contacts.

I'm going to click on the mail icon in the bottom lefthand side, because there's one more thing I want to show you.

To address a mail message to somebody in this contact group, click New Email, I'll click the To icon, and on the righthand side under Address Book, I can find my new Personal Contacts group that I created.

In it, I can see the one contact that we have in there currently.

I'll select To, click OK, and my email's been populated with their name.

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