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Create and Manage Contacts and People. 

Quick reference

Manage Contacts

Add and manage contact information. 

When to use

We add new contacts whenever we want to store information like a contact's name, address, phone number, email, etc. 

Instructions

Our contacts are the people that we communicate with. That might be colleagues, clients, friends, or family. We can add important information to each contact to make it easier for us to stay in contact with them. 

Open and View Contacts

Contacts is another part of the Mail app, so if we already have that open, we simply click on the People icon at the bottom of the folder list. 

Our contacts will be displayed in a list organized alphabetically by first name. We can change this in Settings.  

Use the Search bar at the top to search for specific contacts. 

Click on any contact in the list to show their information in a pane on the right-hand side. 

If we have a phone number and an email address for the contact, we can call them or email them directly from within the contact card. 

Edit an Existing Contact

We can edit the information of any existing contact. 

  • Click on the contact in the list. 
  • Click the Edit button. 

From here, we can add a photo for our contact, edit their name, phone number, email, address, and company. If we click +Other, we can add other pieces of information to the contact card such as their birthday, job title, office location, anniversary, etc. 

If this is a contact we talk with frequently, we can see any Events and Conversations we have had with them listed below their contact details. 

Also notice we have a Combined contacts section. Sometimes a contact might appear twice in our contacts list. One record might hold their email address and another record might hold their phone number. Instead of copying the information across and deleting one of the duplicates, we can choose Find a contact to combine to merge them together. 

  • Click Save. 

Delete a Contact

  • Open the contact card. 
  • Click the Delete icon in the top right-hand corner. 

Share a Contact

We can share a contact with others. For example, maybe my colleague needs to speak with one of my contacts and she doesn't have their details. 

  • Open the contact card. 
  • Click the Share icon in the top right-hand corner. 
  • Click Share contact. 

We can share contacts with our nearby devices, with other people, or with an application such as OneNote. 

Add a New Contact

We can add anyone as a new contact. 

  • Click the + button in the top right-hand corner of the screen. 
  • If we have multiple accounts linked, we can choose which one to use to store the contact information. 
  • Enter in the details for the contact. 
  • Click Save. 
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  • 00:04 We can use people in Windows 11 to manage and organize all of our contacts.
  • 00:09 Now, unlike the Mail app and the Calendar app, people isn't effectively
  • 00:14 a separate app that you can search for through the Windows Start menu.
  • 00:19 Instead you need to open up the Mail app and
  • 00:21 then using the icons at the bottom we can switch to people.
  • 00:25 So this is going to open up a new window that's going to list out all of
  • 00:29 our contacts.
  • 00:30 And you can see that mine are listed here in alphabetical order.
  • 00:34 We can use the search bar at the top to search for specific contacts, for example,
  • 00:39 Karen Flowers.
  • 00:40 And when we select someone from our contacts list, it's going to open up their
  • 00:44 contact information in a pane on the right hand side.
  • 00:47 Now, of course, all of this information is completely editable.
  • 00:51 If we click the Edit button in the contact card, we can go in and
  • 00:55 make changes to the current information.
  • 00:58 So maybe I want to add a photo for Karen.
  • 01:01 Let's click on Add photo.
  • 01:02 And notice it opens up the Photos app, so I can go in and
  • 01:06 choose a photo that I have stored in here.
  • 01:09 Alternatively, I could choose a photo from OneDrive.
  • 01:12 So for this example, I'm just going to select this one just here.
  • 01:16 Let's click on Done to add that photo in.
  • 01:19 I can modify her name, I can change her phone number, and
  • 01:23 I can also add alternative phone numbers from here as well.
  • 01:26 I can add one or more email addresses for Karen and I can also add her home address,
  • 01:31 her work address or any other address that she has.
  • 01:34 At the bottom, I can add the company that she works for and
  • 01:38 also what her job title is.
  • 01:39 Now notice right at the bottom we have an Other button.
  • 01:42 So if we click this it's going to pop up a little menu that allows us to specify
  • 01:47 other information that we can add about this contact.
  • 01:50 So maybe Karen has her own website.
  • 01:53 I could add the website field and then add her website information into here as well.
  • 01:59 Once I'm happy with all the changes that I've made,
  • 02:02 I just need to click the Save button at the bottom to receive that contact.
  • 02:06 Now if Karen is a particularly important contact, I have a pin option at the top.
  • 02:10 So I can choose to pin this contact card to the taskbar or to Start.
  • 02:14 I can even share her contact details with other people.
  • 02:18 So maybe my colleague down the hallway needs to contact Karen for some reason,
  • 02:23 I can click on Share, and then I can choose the Share contact and
  • 02:26 just select who I want to share the contact details with.
  • 02:29 And, finally, in that top corner we have a Delete button, so
  • 02:33 if I want to delete the contact I can do it from there.
  • 02:36 Now the only other things that we really have in this people pane is the plus
  • 02:41 symbol and the three dots.
  • 02:43 So let's click on the three dots first of all because this is where we can come to
  • 02:47 filter our contacts.
  • 02:49 And I only have a few filter options in here.
  • 02:51 I can choose to hide contacts that don't have phone numbers, and
  • 02:55 I can choose to maybe only show contacts from one of my accounts.
  • 02:59 Remember, I have two different accounts attached to my mailing system.
  • 03:04 And of course, if we want to add a brand new contact,
  • 03:06 we have a plus button just here.
  • 03:09 If we click it, it's going to open up a blank contact card and
  • 03:12 I can go through and add their information.
  • 03:15 Also, here, I get to choose which account I'm saving it to, so Outlook or Outlook 2.
  • 03:21 So make sure you choose the correct account.
  • 03:23 Now if I click on my top contact just here, Andrea, notice in the contact
  • 03:28 card if we have a work phone number or any type of phone number listed for
  • 03:32 a particular contact, we then get two additional links.
  • 03:36 We can choose to call with Skype or call with a phone link.
  • 03:40 So I could call Andrea from directly within her contact card.
  • 03:44 Similarly, if we have an email listed for our contact,
  • 03:48 we can email them directly from here.
  • 03:51 So if I click the Email button,
  • 03:52 it's going to ask me which account I want to send from.
  • 03:54 So I'm going to say the first one, and
  • 03:57 it's going to open a brand new email address to that particular contact.
  • 04:01 And that is pretty much all there is to contacts, it's very simple and
  • 04:05 very straightforward.

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