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About this lesson
Keep your contacts organized by using multiple Folders and Groups.
Lesson versions
Multiple versions of this lesson are available, choose the appropriate version for you:
2016, 2019/365.
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
OR 
- 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.
- Moving Contacts to a Folder: pay attention to the lasso on the mouse arrow
- To MOVE: Click and drag a contact onto a folder:
(lasso on mouse) - To COPY: Hold CTRL key and click and drag a contact to a folder:
(lasso and “+” on mouse)
- To MOVE: Click and drag a contact onto a folder:
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 steps for making folders above.)
- Simply click and drag folders onto the new Group Folder. Then the collapsible arrows will appear.
- 00:04 I wanna introduce you to contact groups and contact folders.
- 00:08 I am on my home ribbon in contacts.
- 00:10 I have my base contact group here and my base contact folder.
- 00:14 All other ones are built off of these two.
- 00:17 Now when you start to create a new folder we do have a folder ribbon right up here
- 00:21 on the top with some options that are, a couple that are lit up,
- 00:24 most of them are grey.
- 00:26 And also when I right click on my contacts folder I
- 00:28 have a matching set of icons that match the folder ribbon icons.
- 00:32 Basically it's your personal preference.
- 00:33 Do you want to work on the folder ribbon, do you want to work on the right mouse?
- 00:37 You choose.
- 00:38 Alright, I've got some existing contacts on my screen.
- 00:41 And just to centralize ourselves on the bottom left hand corner
- 00:44 it says items 11 right here.
- 00:46 Just so we have a base count.
- 00:48 All right, let's go ahead and create a brand new folder.
- 00:50 I'm gonna float my mouse on Contacts, right click Contacts,
- 00:54 choose New Folder and type a name, and click OK.
- 00:57 There's my new folder.
- 00:59 Now I'm going to move this friend, contact, right into folder.
- 01:03 I'm literally clicking and dragging with my mouse, okay?
- 01:05 So click and drag onto Contact > Holiday Cards, and when I let go, I'm sorry,
- 01:10 first notice that little square on the bottom of my mouse.
- 01:12 That's called a lasso, if you have a lasso attached to your mouse,
- 01:15 please pay attention.
- 01:17 All right, I'm going to let go and that friend just dropped into holiday cards.
- 01:21 There it is right there, bottom left hand corner, count of one.
- 01:24 Let's go back to contacts.
- 01:25 Take a bottom left hand corner look, count of ten.
- 01:28 Okay, we're on track.
- 01:30 Now, instead of moving a file over there I'm going to copy one.
- 01:33 So again, two ways to do that.
- 01:35 I click on Contacts.
- 01:36 I can click and drag it over here, and I'm gonna hold down my control key.
- 01:40 You might not see the plus sign until I let go, but there's a little plus sign.
- 01:45 Hold down control.
- 01:46 Plus sign shows up.
- 01:47 When I let go, it will make a copy of that folder.
- 01:52 I'm sorry, that contact.
- 01:53 Notice items count of two, on the bottom left.
- 01:55 Let's go to contacts.
- 01:57 It still should say ten, and it does.
- 01:59 And this person is still here, cuz that time I made a copy.
- 02:03 So that was a click and a drag with the control key, or
- 02:05 I could also do a right click + Copy, go to my holiday cards and
- 02:10 I should be able to right click paste, but paste isn't an option there.
- 02:14 So I would have to know the code Ctrl+V, on your keyboard Ctrl+V as in view,
- 02:18 Ctrl+V would paste it.
- 02:21 In this case it sees that I've already got it there.
- 02:23 So I'm going to hit Cancel.
- 02:24 I've already pasted in there, I don't need it again.
- 02:27 Alright so that was new folder and new contacts into the folder.
- 02:31 Now let's do new group.
- 02:32 I'm on my contacts, the base group my contacts, right click and
- 02:36 make a new folder group.
- 02:38 And I call this my business group, and
- 02:41 notice it doesn't get a little arrow off to the side like the my contacts did,
- 02:46 because there aren't any new contact folders in it.
- 02:48 So I'm going to create the new contact Folder > New Folder.
- 02:53 And I'm gonna call this my Biz Buddies and hit OK.
- 02:57 Now all folders are made off of this base one when you do a right click.
- 03:01 So I did a right click on Contacts, created this one.
- 03:03 Now I'm gonna click and drag this one right onto Business, right on top of it.
- 03:08 And now my Business got a little arrow which is a collapsible arrow.
- 03:12 And contacts has a collapsible arrow.
- 03:13 So now I can do the same thing.
- 03:15 I can move contacts into there.
- 03:18 I can create tight new ones in there.
- 03:20 But I have two groups and multiple folders and this is how you stay organized and
- 03:25 keep your sanity when you have hundreds of contacts.
- 03:28 You have to keep them organized.
- 03:30 All right.
- 03:30 I hope that helped you.
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