Using Addresses or Contacts in Outlook

1. Overview

Outlook offers two address lists. One is the Global Address List , which essentially is a directory of all UCOP employees. This already has been set up for you.

The other is a place for keeping personal contacts (i.e., business colleagues outside of UCOP), and is called Contacts . You are responsible for adding addresses to this list yourself. You may set up group lists within Contacts called Distribution Lists.

Accessing the Lists

1. You may access both lists
   • from the address book icon at the top of the screen,
   • by clicking on the “ To ” line in a new e-mail message
   • or by using the keyboard command, Ctl + Shift + B.
2. Then, in the Address Book popup, click on the “Show names from the…” dialog, scroll down, and select Global Address List or Contacts.
3. Next, still in the Address Book popup, go to “Type Name or Select from List.” You may type in the first few letters of the last name of the person you're seeking; the list moves to the entries with that name.

Including an E-mail Address as a Recipient in a Message

To include an e-mail address as a recipient in a message, you must access the address lists and select the recipient's name from an open message . (You cannot access a hyperlinked e-mail address via the address book icon.).

 

• Open up a new message.
• Click on the “To” line.
• Complete steps 2 and 3 above (select a list and type in a name); or use a shortcut to the GAL: Type the first two letters or so of the first or last name in the “To” field and press Ctrl + K for a short list of possibilities.
• Highlight the correct address, click on “To” (or “Cc” or “Bcc”) at the bottom of the screen, and click OK.

 

2. More Details about the Global Address List (GAL)

GAL is like the Eudora phone directory. It lists all UCOP employees and provides their name, title, department, and contact information. The list is in alphabetical order by last name. It lists some UCOP conference rooms but these cannot yet be reserved through Outlook.

 

Different Ways to Access the GAL

• Click on the “To” (“cc” or “bcc” ) field in a new message
• Click on the Address Book icon.
• Use the keyboard command, Ctrl + Shift + B.
• Open a new message, type the first two letters or so of the first or last name in the “To” field and press Ctrl + K for a short list of possibilities.
• Go to the blank field next to the Address Book icon: Type in the first few letters of either the first or last name. This takes you to an abbreviated version of the GAL without the full contact information.

3. More Details about Contacts and Distribution Lists

Different Ways to Access Contacts

• Click on the “To” in a new message.
• Click on the Address Book icon.
• Use the keyboard command, Ctrl + Shift + B.
• In the lower corner of left-hand navigation pane, click on Contacts.

Adding Addresses to Contacts

• Open Contacts, and click on New in the top menu bar.
• Or, click on the Address Book icon and click File, New Entry, New Contact.

If You See Unexpected Addresses in Contacts

When you import your Eudora address book, addresses within Eudora group nicknames will be listed individually in your new Outlook Contacts. Thus, UCOP employee addresses in your group nicknames may now be listed in your Contacts, alphabetized under EDU (they look like this: EDU, John.Smith@Ucop).

• Delete the UCOP addresses since they are in the GAL.
• Delete the groups and recreate them as Distribution Lists.

Distribution Lists

To create a distribution list,

• Go to File, New, and Distribution List.
• Type a name in the Name box.
• Click Select Members.
• In the “Show names from the” list, click the address book that contains the e-mail addresses you want in your distribution list.
• In the “Type name or select from list” box, type a name you want to include. In the list below, select the name, and click Members. Do this for each person you want to add to the list.
• Click OK. The distribution list is saved in your Contacts folder under the name you gave it.

Deleting Addresses in Contacts

• Highlight the addresses.
• Right click your mouse.

• Scroll down the popup menu.
• Select Delete.