About the Address Book

The Address Book is a collection of address books or address lists. You can use the Address Book to look up and select names, e-mail addresses, and distribution lists when you address messages. When you type a name in the To, Cc, or Bcc box (To, Cc, and Bcc boxes: A message is sent to the recipients in the To box. Recipients in the Cc (carbon copy) and Bcc (blind carbon copy) boxes also get the message; however, the names of the recipients in the Bcc box aren't visible to other recipients.) of an e-mail message, Microsoft Outlook automatically checks to see if the name you typed matches a name in the Address Book. If there is a match, the name is resolved — the Display Name and e-mail address are filled in — allowing you to send the message. If there is no match, the Check Names dialog box prompts you for more information or you can create a contact by clicking New Contact. If more than one name contains the letters you typed, you can select a name from the list.

In addition to using the Address Book to address messages, you can look up names and other information, such as office locations and telephone numbers, by typing the name in the Find a contact box on the Standard toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.).

When you first open the Address Book, the default address book (usually your Global Address List) is displayed. You can change the default address book and also set other Address Book preferences, such as which address book to check first when sending a message and the location to store personal addresses.

Several types of address books can be displayed in the Address Book:

ShowGlobal Address List

This feature requires you to use a Microsoft Exchange account. Most home and personal accounts do not use Exchange.

The Global Address List contains the names and e-mail addresses of everyone in your organization. The Microsoft Exchange Server administrator creates and maintains this address book. It can also contain global distribution lists and public folder e-mail addresses. Subsets of the Global Address List are displayed in the Address Book when you choose an entry under All Address Lists on the Show names from the list. You can download the Global Address List for use offline.

 Note   When using Microsoft Office Outlook 2003 with Cached Exchange Mode, the Offline Address Book is downloaded by default and updated once every 24 hours.

ShowOutlook Address Book/Contacts

The Outlook Address Book is created automatically and contains the contacts in your Contacts folder that have a contact entry in the E-mail or Fax boxes. These contacts display in the Address Book dialog box when you click Contacts in the Show names from the list. If you have a Personal Address Book (Personal Address Book: A customizable address book used to store personal e-mail addresses you use frequently. However, Contacts offers more advanced features for this function. Personal Address Book files have a .pab extension and can be copied to disk.), it is recommended that you convert your Personal Address Book to Outlook contacts, because Outlook contacts provide flexibility and customization unavailable in the Personal Address Book. For example, you can associate birthdays, several types of phone numbers, anniversaries, Web site addresses, and other custom information with your contacts. The Outlook Address Book is available offline.

If you create additional contact folders, you can set the properties on each folder to include the contacts as part of the Outlook Address Book.

ShowPersonal Address Book

Personal Address Books can no longer be created using Outlook. The Personal Address Book is a list of names and distribution lists that you create and maintain. Personal Address Book entries are stored in a file and can be copied to a disk. You can keep the e-mail addresses of your personal contacts in either the Contacts folder, which is recommended, or the Personal Address Book.

ShowInternet directory services (LDAP)

Internet directory services are used to find e-mail addresses that are not in a local address book or a corporate-wide directory such as the Global Address List. An Internet connection is required to view an LDAP (Lightweight Directory Access Protocol (LDAP): A protocol that provides access to Internet Directories.) address book unless the LDAP directory is part of your organization's network.

ShowThird-party address book

Third-party address books can be added to Outlook by using the third-party provider's Setup program. Outlook displays third-party address books in the Additional Address Book Types list.

Applies to:
Outlook 2003