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Organizing Your Contacts

When you have only a dozen or so contacts, finding and managing them is fairly easy. You can simply open the Contacts folder, scroll through the list and find what you’re looking for. However, once the Contacts folder grows, you need to organize your contacts to make them easier to find and update. Outlook provides three ways to organize your contacts. You can use folders to store related contacts, use categories to set up relationships between contacts, or use views to sort contacts in ways that make sense to you.

Use Folders

Click the Contacts icon on the Navigation Pane.
Choose Folder from the File menu, and then select New Folder from the submenu.
Type a name for the folder in the Name field.
Click the Folder Contains drop-down list, and select Contact Items.
Click OK.
Try This!
Once you create a folder for contacts, you can drag existing contacts to your new folder to organize them as necessary. For example, create a folder named "Project Team" in the Contacts folder. Open the Folder List in the Navigation Pane so you can see the new folder, but keep the focus on the Contacts folder. Drag members from your project team into the Project Team folder. You now can quickly see who is on your team by clicking this folder.
Caution
When you create a new folder for contacts, make sure the Contact Items option is selected in the Folder Contains drop-down list. If it is not, Outlook will not store contacts in the correct format and you may lose information.
Click Folder List on the Navigation Pane.
Click to expand the folder list to view the new folder.
Tip
Your new contacts folder appears in the My Contacts area of the Navigation Pane when you are in Contacts. You do not have to open the Folder List to access the additional contacts folders.

Use Categories

Click the Contacts icon on the Navigation Pane.
Right-click a contact, and select Categorize from the shortcut menu.
Select the category to which you want the contact to belong.
Tip
You can add your own categories and modify existing ones. Choose Categorize from the Actions menu, then choose All Categories to open the Color Categories dialog box, where you can add and modify categories.
See Also
For more information on Outlook Categories, see "Using Categories".

Customize Views

Click the Contacts icon on the Navigation Pane.
Choose Current View from the View menu, then choose Customize Current View.
Click Fields to open the Show Fields dialog box.
Click a field in the Available Fields list.
Try This!
Create a customized view by selecting Customize Current View from the Current View submenu. Click Filter, and specify the filtering criteria for your custom view. For example, if you want Outlook to show only those contacts that have a specific e-mail domain name, type that domain name in the E-mail field.
Tip
You can create and use customized views in any Outlook folder, not just the Contacts folder.
See Also
For more information on sorting contacts, see "Organizing Your Contacts".
Click Add to add the field to the view.
Click a field you want to remove.
Click Remove.
Click OK.
Click Other Settings.
Use the Font buttons to choose a font for Card Headings and Card Fields.
Enter desired card dimensions in Card Width And Multi-Line Field Height.
Click OK.
Click Automatic Formatting.
Click Add.
Type a name for the new rule.
Click Condition.
Enter your search conditions for the rule.
Click OK.
Click Font and choose a font for the new rule, then click OK.
Click OK.