Contact Folders and Groups

Quick reference

• 00:05 All right, let's start organizing all our contacts into folders, and
• 00:08 then organize our folders into groups.
• 00:10 So take a look at the left hand-side of my navigation pane.
• 00:14 I've got My Contacts with the collapse button right here so I can collapse and
• 00:19 expand that.
• 00:19 Underneath I have my base level Contacts folder which comes with the Outlook
• 00:24 program, everyone has that Contacts folder.
• 00:26 Now I've already created one underneath called my Email Merge List, and
• 00:31 it's just a different list for the same list of people.
• 00:34 Now in order to create a new folder, I always tell people,
• 00:36 any time you have the question, how do I?
• 00:38 The answer is, right-click.
• 00:39 Now I do have the option to go up to my Folder ribbon, and
• 00:43 I have a new Folder I can Copy Folder.
• 00:46 I can look at folder properties, I can use all of these, but
• 00:49 I just choose to right-click.
• 00:51 It's just easy and it's at the ready.
• 00:53 When I right-click, look at this, New Folder, Copy Folder.
• 00:56 Those are the same items on the folder ribbon,
• 00:58 so it's just easier just to go straight to the right-click.
• 01:01 I'll go ahead and create New Folder, and
• 01:03 I've been to a couple of trade shows this year.
• 01:05 So I'm going to go ahead and right-click and
• 01:08 add all my business cards into these trade show folders.
• 01:11 So I'm just going to go ahead and
• 01:13 create three brand new trade show Folders on the Context Folder.
• 01:16 Okay, now intuitively, you might want to go up to the My Contacts and right-click.
• 01:21 It makes sense to go to the top, right-click and create a folder.
• 01:25 But notice there is no new folder, it's only a new folder group.
• 01:28 So the reality is, in order to get a new folder,
• 01:30 you have to right-click on the Contacts.
• 01:32 Or go to the Folder and create a New folder right here.
• 01:35 Regardless, I now want a new folder group, I want to make a trade show group.
• 01:40 This time, I will go up to the My Contacts, right-click,
• 01:43 read the list, New Folder Group, click.
• 01:46 There we have it, I'll go ahead and call that Tradeshows.
• 01:50 Now notice there isn’t a collapse button beside it,
• 01:53 because I haven’t got any folders in it.
• 01:55 So a simple click and a drag onto the Tradeshows and there we have it.
• 02:00 My Tradeshow folders are now under my Tradeshow group, which is collapsible.
• 02:04 My Contacts and my Email Merge List, under My Contacts,
• 02:07 which is collapsible, kind of great.
• 02:10 This is like opening and shutting a drawer, that's all these are.
• 02:13 All right, let's talk about getting names into these folders.
• 02:16 I'm going to go back to my regular Contacts and here I have my contact names.
• 02:20 Now I can click and drag and move these in, now notice,
• 02:24 the mouse has a square on it.
• 02:25 And that square is called a lasso, now if you have a lasso on your mouse.
• 02:30 I need you to be paying attention because there's something attached and
• 02:33 when you drop it it's going to land there.
• 02:35 You could press and hold your control key,
• 02:37 your control key will get a little plus sign on it.
• 02:39 Now I'm doing it on my screen, but
• 02:40 I happen to know that if for some reason you're not seeing it on the video.
• 02:43 But when I press and hold, I do have a plus sign, and
• 02:46 when I let go it just copied it into that Tradeshow folder.
• 02:49 Now what's a safe way to do this, just to make sure in case it is confusing?
• 02:53 Well, I can right-click a contact, I can choose Copy,
• 02:58 I can double-click a folder and I can choose Paste.
• 03:02 And of course it's not there, so I can Control V as in Victor to paste, and
• 03:06 that will work as well.
• 03:07 All right, so if we can Copy/Paste in here, we can click and
• 03:10 drag with the control key in here.
• 03:12 It doesn't matter just as long as they get in there.
• 03:14 It might be confusing you because some of these screens are in different views.
• 03:18 This is called a Business Card View, this is called a List View,
• 03:21 this is called a Contact View, they're all different.
• 03:24 Well, that's on the Home ribbon, and it's on the Change View button.
• 03:28 When I click the Change View, this is where I can tell it to view by
• 03:31 Business Card, view by List, view by People.
• 03:34 It is all about your personal preference, personally I like the Business Card view,
• 03:39 that's how I always leave this.
• 03:41 And of course then on our Contacts we do have a Rolodex.
• 03:43 So you can quickly click through Rolodex to find a certain section if you have
• 03:48 a long list.
• 03:49 All right, that's it, please create some folders, and
• 03:52 create a folder group as an exercise practice for this lesson, thank you.

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