MSU-Northern ITS: Info About Global Address Book & Contacts

Information Technology Services: Outlook Address Books

Global Address Book & Contacts

The Global Address Book contains all the names of all the faculty and staff at Northern who have email accounts and is stored on the server for all users to view.

There are two types of entries in the Global Address Book: Users and Distribution Groups (groups of users). Distribution Groups are in bold and have a two person icon () by them, and Users have a single person icon () next to their name. You cannot edit these entries.

Contacts are your own personal contacts. Everyone listed here is stored on your Exchange account and only you can view them. This is also stored on the server, but is specific to your account.

Add new contacts by:

Clicking on Contacts in your folder list,
Click the New button (),
Fill in the information you wish to store for this contact. To specify how you want the contact’s name to appear in the To field of a message, type the name in the Display As field
When you have finished, click Save & Close.

You can also create your own distribution lists that are stored in your Contacts. Here's how:

Click File on the menu bar and then select New and then Distribution List.
In the Name field, enter a name for your new Distribution List
To add people...

...from on campus: click the Select Members button. By default, this will open the Global Address book and you can select the people you want from the Global Address Book by typing their name and pressing Enter (or click the Members-> button), or by either double clicking their entry in the list or click on the name once and then click the Members-> button. You can select multiple adjacent names by clicking on the first name then hold down the Shift key and click on the last name to add.
... from your contacts list: click the Select Members button. In the Select Members window on the top right side select your Contact list from the drop down menu and select members as above for the Global Address Book.
... from off campus that are not in your contacts: click the Add New button. This will open the Add New Member window where you enter each persons name and their FULL email address. You also have the option of adding this person to you Contacts by clicking the check box on the lower left.

When you are done, click the Save & Close button and the new list will be saved to your Contacts.

Forward contact information in a contact form:

In Contacts, click the contact that you want to forward.
To select multiple contacts, press CTRL while clicking the contacts.
Right-click the contact, and point to Send Full Contact.
Do one of the following:
- Click In Internet Format (vCard)
  This sends the contact in a format that can be read easily by other e-mail programs. In some e-mail programs some fields, formatting and custom properties (such as pictures or attachments) may not be included. If your message will be read by people who use e-mail programs other than Outlook 2007 with an Microsoft Exchange account, it is recommended that you choose this option.
- Click In Outlook Format. This option is not recommended unless you are certain that your recipients are all using Outlook 2007 with an Exchange account for their e-mail. In this case, the attached file will display the same information and properties that the corresponding contact form contains. Recipients who do not use Outlook with an Exchange account will, in most cases, not receive the contact information in a readable format.
Address the email and Send

Top of page

Return to E-Mail.

Quick Links Help Desk - 3765 ITS Home IT Security Services Information About... Site Index In this section... Information About... Network Drives E-Mail Managing Your Email Address Book & Contacts Sending Email Using Rules Using the Calendar Using Tasks Web Publishing Bandwidth/File Sharing Help Desk MSU-Northern students, faculty and staff - Use the ITS Help Desk as the first point of contact for your technology problems, questions & services! Information Technology Services Help Desk Walk-in Support: Cowan Hall 117B Telephone Support: 265-3765 E-Mail Support: itstech Add Names Add names to Your Contacts from an open message To quickly add the name of a sender to your Contacts list, do the following: · In an open message, right-click the name that appears on the From line, and then click Add to Outlook Contacts. This adds the person's name and e-mail address to your contacts. Last Updated: 18-Jun-2009
	Information Technology Services: Outlook Address Books Global Address Book & Contacts The Global Address Book contains all the names of all the faculty and staff at Northern who have email accounts and is stored on the server for all users to view. There are two types of entries in the Global Address Book: Users and Distribution Groups (groups of users). Distribution Groups are in bold and have a two person icon () by them, and Users have a single person icon () next to their name. You cannot edit these entries. Contacts are your own personal contacts. Everyone listed here is stored on your Exchange account and only you can view them. This is also stored on the server, but is specific to your account. Add new contacts by: Clicking on Contacts in your folder list, Click the New button (), Fill in the information you wish to store for this contact. To specify how you want the contact’s name to appear in the To field of a message, type the name in the Display As field When you have finished, click Save & Close. You can also create your own distribution lists that are stored in your Contacts. Here's how: Click File on the menu bar and then select New and then Distribution List. In the Name field, enter a name for your new Distribution List To add people... ...from on campus: click the Select Members button. By default, this will open the Global Address book and you can select the people you want from the Global Address Book by typing their name and pressing Enter (or click the Members-> button), or by either double clicking their entry in the list or click on the name once and then click the Members-> button. You can select multiple adjacent names by clicking on the first name then hold down the Shift key and click on the last name to add. ... from your contacts list: click the Select Members button. In the Select Members window on the top right side select your Contact list from the drop down menu and select members as above for the Global Address Book. ... from off campus that are not in your contacts: click the Add New button. This will open the Add New Member window where you enter each persons name and their FULL email address. You also have the option of adding this person to you Contacts by clicking the check box on the lower left. When you are done, click the Save & Close button and the new list will be saved to your Contacts. Forward contact information in a contact form: In Contacts, click the contact that you want to forward. To select multiple contacts, press CTRL while clicking the contacts. Right-click the contact, and point to Send Full Contact. Do one of the following: Click In Internet Format (vCard) This sends the contact in a format that can be read easily by other e-mail programs. In some e-mail programs some fields, formatting and custom properties (such as pictures or attachments) may not be included. If your message will be read by people who use e-mail programs other than Outlook 2007 with an Microsoft Exchange account, it is recommended that you choose this option. Click In Outlook Format. This option is not recommended unless you are certain that your recipients are all using Outlook 2007 with an Exchange account for their e-mail. In this case, the attached file will display the same information and properties that the corresponding contact form contains. Recipients who do not use Outlook with an Exchange account will, in most cases, not receive the contact information in a readable format. Address the email and Send Top of page Return to E-Mail.		Accounts If you need to obtain an account please, read the Faculty & Staff Accounts page. Keyboard Shortcuts Create a new contact (when in Contacts): `Ctrl` + `N` Create a new Contact (from any Outlook view): `Ctrl` + `Shift` + `C` Create a new Distribution List: `Ctrl` + `Shift` + `L` Open the Address Book: `Ctrl` + `Shift` + `B` Find a contact or other item: `Ctrl` + `E` OR `F3` Add Names Add names to Your Contacts from an open message To quickly add the name of a sender to your Contacts list, do the following: · In an open message, right-click the name that appears on the From line, and then click Add to Outlook Contacts. This adds the person's name and e-mail address to your contacts.