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About this lesson
This lesson shows you how to organize your contacts into folders, and then create Groups of contacts for even more flexibility.
Exercise files
Download this lesson’s exercise file.
5.04, Contact Folders and Groups - Exercise File.docx97.9 KB
Quick reference
Contact Folders and Groups
Keep your contacts organized by using multiple Folders and Groups.
When to use
If you find yourself digging through contacts just to find some for a specific topic, possibly a neighbourhood group, you can create a folder for just that topic and keep those specific contacts in that folder.
Instructions
Create a new folder
- Click on your Contacts or People view.
- Click the Folder ribbon and click the New Folder button, then type a name for the folder, i.e. Holiday Cards.
- Notice the new folder appears on the Folder Pane.
Note: A right-click on Contacts will produce the same options as the Folder ribbon.
Move Contacts to a Folder
- To Move: click and drag a contact onto a folder. (You will see the lasso appear below the mouse pointer.)
- To Copy: Hold the Ctrl key and click and drag a contact to a folder. (You will see the lasso and "+" sign appear below the mouse pointer.)
Create a new folder group
- On the group folder named “My Contacts”.
- Right-click and choose “New Folder Group”.
- Type a name and press enter.
The new Group Folder won’t have useable folders until you make some and move them into the group (repeat the steps for making folders above.) Simply click and drag folders onto the new group folder. Then the collapsible arrows will appear.
- 00:05 It's time to take a look at some contact folders and folder groups, so
- 00:09 I am on my contacts.
- 00:11 On the ribbon I have the Folder ribbon selected and on the left, it says,
- 00:14 New Folder.
- 00:15 So right now, I could click New Folder, type a name for
- 00:18 the folder, And click OK, and I have a brand new folder.
- 00:23 And the other way I could do this is on Contact, simply hit my right mouse button.
- 00:29 Notice the list here matches the list above on the ribbon.
- 00:34 I'll go ahead and click New Folder right here, type the name, and hit OK.
- 00:41 You might be wondering, why am I right-clicking on Contacts and
- 00:45 not the My Contacts group up above?
- 00:47 The My Contacts group contains all the folders, but
- 00:50 I can't create a folder from it.
- 00:52 So if I right-click on My Contacts group up above,
- 00:55 notice it gives me a new folder group, but not a new folder.
- 01:00 By default in Microsoft Outlook, it always comes with one group called my contacts
- 01:04 and then one folder called contacts.
- 01:06 From there, you can create many, many other folders.
- 01:09 I'll make one more folder.
- 01:10 Right-click, New Folder, name it, and OK.
- 01:15 All right, now let's go ahead and
- 01:17 put these three Tradeshow folders in a Tradeshow group.
- 01:21 On the My Contacts, I'm going to right-click and choose New Folder Group.
- 01:26 I'll name it and hit Enter.
- 01:28 Notice there's no arrow beside it, because I have no folders in it.
- 01:34 So this expand, collapse arrow doesn't exist yet.
- 01:37 I'm literally going to click and
- 01:39 drag these Tradeshow folders right on to the brand new group.
- 01:43 Notice how they're showing up, and I can reorder them simply with a click and drag.
- 01:49 Now, we have the task of adding context to the tradeshow folders.
- 01:54 I'm going to work on them context folder,
- 01:56 I'm going to put these three names one in each one.
- 02:00 I can click and drag this name onto the first folder.
- 02:04 Notice my lasso on my mouse.
- 02:06 Well, that means I'm going to move it.
- 02:08 That means something's attached and I'm moving it.
- 02:10 By holding down the control key, I have a little plus sign.
- 02:14 That plus sign means copy.
- 02:15 Be careful which one you let go of first.
- 02:18 If I let go of the control key first, it turns into just a lasso,
- 02:21 I'm going to move it.
- 02:22 Hold the control key, let go of the mouse first.
- 02:27 Click on Tradeshow #1, and there's the name.
- 02:29 Okay, let's put a name in the Tradeshow # 2.
- 02:32 I'm going to grab Bob Bennett, do the same thing.
- 02:34 Click and drag with my control key, I see the plus sign on the lasso.
- 02:37 Letting go of my mouse first, droping it.
- 02:40 How about Carry Clemons, instead of a clicking and drag,
- 02:43 I'm just going to copy, paste.
- 02:45 Now, I could Ctrl+C to copy, Ctrl+V is in Victor to paste,
- 02:51 or I could right-click on it and copy.
- 02:54 On the Tradeshow, I don't have a right-click paste, and
- 02:57 whenever I right-click in the area for the context, I don't have a paste.
- 03:01 So I literally have to know Ctrl+V if to paste.
- 03:05 So that's how we create new folders, new folder groups,
- 03:09 organize them, move them around, and add names to them.
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