Locked lesson.
About this lesson
Quick tips on how to add new contacts efficiently.
Lesson versions
Multiple versions of this lesson are available, choose the appropriate version for you:
2016, 2019/365.
Quick reference
New Contacts
Three ways to create New Contacts
When to use
Redundant typing is never productive. Use these tips on creating contacts to eliminate unnecessary data entry.
Instructions
Open your contacts view by clicking the People button:
OR 
- Click New Contact
and fill in the information: 
- Click Save and Close to finish, OR Save and New to start another Contact file
- Click Save and New drop down arrow and choose “Contact from Same Company”
- The Drag and Drop method: Drag an email onto the Contacts pane under the Folder List:
(notice the plus sign on the mouse, an email is about to land there)- When you let go, a brand new contact is created with much of the main information automatically filled in.
- Also a copy of the email is in the notes area for future reference.
- To send the business card image within an email,
- Open a contact file and Right click the business card image
- Select “Copy Image”
- Open a new email and paste the image into the body of the email
- 00:00 When you first open Outlook it opens to your email,
- 00:05 but we're gonna do contacts right now.
- 00:09 So you can float your mouse up on to the navigation ping.
- 00:12 Click the little people button.
- 00:13 This opens up your contacts.
- 00:15 So there's two or three different ways to add new contacts.
- 00:18 First of all on the ribbon I do have a new contact button.
- 00:21 When I click that and up comes an empty form, and
- 00:24 I would basically hand type that and fill it out.
- 00:26 I'm gonna go ahead and close that.
- 00:29 Next, we'll be working from an individual contact already in there.
- 00:32 When I double click this option, I can open up a contact already in here and
- 00:36 I can fill out, or finish filling out the form.
- 00:38 For instance, we have a picture ping, so the contact picture,
- 00:42 when I click that, goes right to my pictures.
- 00:44 Go ahead and choose one, hit OK, and yes this is a picture of me, your instructor.
- 00:49 Now, at this point, if I save and close this then I have to
- 00:52 click the new contact button again, so that's two clicks.
- 00:55 But we have this option to Save & New.
- 00:57 When I click this one, it will close and save that file but
- 01:01 give me a brand new blank form.
- 01:04 So it basically saved me one click.
- 01:06 I'm gonna close that, reopen this one and show you another option.
- 01:10 On the Save & New button I have an option that says contact from the same company.
- 01:14 When I click that, it preserves the company name, company website,
- 01:18 company phone and address.
- 01:19 Also, the company picture.
- 01:21 Well, I may decide to change this right now.
- 01:23 So I can right click on the photo.
- 01:25 I can hit Change or Remove.
- 01:27 So I'll change this, and I'll just grab the logo instead.
- 01:30 And now there's basic information I can enter in here that I already had copied so
- 01:35 I'm just gonna go ahead and
- 01:37 fill this in with basic info about this particular contact person.
- 01:41 And again, instead of saving and closing, instead of saving new,
- 01:45 I'm gonna hit the drop down and choose Contact form Same Company.
- 01:48 And look what happens.
- 01:49 It preserved that information and now onto the next person.
- 01:53 So I'm gonna go ahead and finish those.
- 01:55 I'll be right back.
- 01:58 When you're done entering all the contacts from the same company here's
- 02:02 what you have left on your screen, four basic contacts in my example.
- 02:07 One more thing I wanna show you.
- 02:08 I'm gonna double click one of these contacts and
- 02:10 notice that we have a little business card building right over here.
- 02:13 When you right click on top of that business card, you can edit the business
- 02:17 card, which basically changes the layout of the card or you can copy the image.
- 02:21 When you copy the image, you can now open a brand new email and as an example,
- 02:26 I'm gonna do this right down here in my notes section.
- 02:28 And I can paste a copy of that business card right into the email.
- 02:32 A great way to send a little information along with an email.
- 02:38 But there's one more way to add a brand new contact, and
- 02:41 that is directly from your emails.
- 02:43 So I'm gonna go back to my emails.
- 02:45 I've got one already selected that I want to make into a contact.
- 02:50 And basically I'm gonna click this email and I'm gonna drag it over here.
- 02:53 Now, notice that it is attached to my mouse, you can see it.
- 02:56 I'm gonna drag it over here right down to this people pane.
- 02:58 Notice my mouse symbol changed to a plus sign.
- 03:01 When I let go I just created a brand new contact out of that email, and look
- 03:06 what happened it preserved the information from the email into my notes area.
- 03:10 It automatically put in the name and the email address saving me typing and
- 03:14 typos, all I have to do now is fill in the rest of the information.
- 03:19 Generally that information will actually be in the email.
- 03:22 For instance, a signature line will include phone numbers and
- 03:24 addresses that I could then copy and paste over here.
- 03:28 That is called the drag and drop.
- 03:29 It was in one of the beginning videos of this course.
- 03:32 Please go back and review it.
- 03:33 It's a great feature.
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