Create a contact

You can add new contacts (contact: Person, inside or outside of your organization, about whom you can save several types of information, such as street and e-mail addresses, telephone and fax numbers, and Web page URLs.) to your Microsoft Office Outlook 2007 Contacts by typing all the information directly in a new contact form (contact form: A view of an individual contact that contains all the information stored in the contact.), or by taking advantage of contact information sent to you to automatically fill in some or all of the information. You will find several options in the following sections.

ShowTip:     Creating a group of contacts

You can use contact folders to organize groups of contacts. Create a new folder in Contacts, name it, and move or copy specific contacts. Your contact folders will be listed in the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.) under My Contacts.

You can also create distribution lists to group contacts. A message sent to a distribution list goes to all recipients included in the distribution list. For more information, see Create and work with a distribution list.


In Office Outlook 2007, each of your contacts is also displayed as an Electronic Business Card (Electronic Business Card: A view of specific information about a contact, in a format similar to a paper-based business card, that can be inserted into messages.). Any information that you add to a contact is automatically made to the corresponding Electronic Business Card, and vice versa.

Electronic Business Card shows a subset of the information in the related contact form

Callout 1 A contact form that contains Jon Morris's information.
Callout 2 A view of the Edit Business Card dialog box, with the corresponding fields filled in for Jon Morris's Electronic Business Card.
What do you want to do?


Create a contact from within Contacts

  1. On the File menu, point to New, and then click Contact.

Keyboard shortcut  To create a contact, press Ctrl+Shift+C.

  1. Type a name for the contact.
  2. Enter the information that you want to include for the contact.

 Notes 

  • To specify how you want the contact's name to appear in the To line of a message, type a name in the Display As box.
  • To enter multiple entries for a field, such as more than one phone number or e-mail address, click the down arrow next to the field.
  • If you have more than one mailing address for a contact, select the This is the mailing address check box to establish which address is to be used during a mail merge.

 Tip   You can quickly create another contact with the same company information. In the current contact, on the Actions menu, click New Contact from Same Company.

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Create a contact from another contact

You can create a new contact (contact: Person, inside or outside of your organization, about whom you can save several types of information, such as street and e-mail addresses, telephone and fax numbers, and Web page URLs.) from an existing contact by using the existing contact as a template, and then changing any of the information, as necessary.

  1. In Contacts, in Business Cards view, click the contact that you want to use as a template.

 Note   You can also complete this procedure in the Address Cards and Detailed Address Cards views.

  1. Press CTRL+C, and then press CTRL+V.
  2. In the Duplicate Contact Detected box, select the Add new contact option.

When you save a contact or an Electronic Business Card (Electronic Business Card: A view of specific information about a contact, in a format similar to a paper-based business card, that can be inserted into messages.) with the same name or e-mail name as one that already exists in your Contacts folder, Microsoft Outlook displays a dialog box with options to either add the duplicate contact as a new contact or update the existing contact with the new information from the duplicate contact. To find out more, see Resolve or delete duplicate contacts.

  1. Click Add.

The new contact will appear in Business Cards view next to the contact you copied.

  1. Double-click the new contact to open it, and then edit the information, as needed.
  2. Click Save and Close.

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Create a contact from an e-mail message that you receive

  1. Open or preview the e-mail message that contains the name that you want to add to your contact list.
  2. Right-click the name of the sender who you want to make into a contact, and then click Add to Contacts on the shortcut menu.

 Note   In Outlook, there is no option to add contact information automatically to Contacts or Address Book when you reply to a contact.

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Create a contact from an Electronic Business Card that you receive

When you save an Electronic Business Card received in an e-mail message, you create a new contact. If you already have a contact by the same name, you can save the duplicate as a new contact or update the original.

  1. In an open message, right-click the card, and then click Add to Contacts on the shortcut menu. The new contact opens in the contact form.
  2. On the Contact tab, in the Save group, click Save & Close.
  3. If you already have a contact with the same name, Outlook detects the duplicate. Do one of the following:
    • Select Add the new contact. This creates a duplicate contact, including a contact form and Electronic Business Card.
    • Select Update the information. Existing duplicate contacts are listed. Double-click the contact to update it, and then update the information on the contact form and save it.

The new contact information is now saved in Contacts and is available as an Electronic Business Card as well as in other views. You can make changes to the contact information both before and after you save it. To make changes to the card after you save it, see the instructions in Create Electronic Business Cards.

 Notes 

  • You can also right-click the attached .vcf file in the message header to open the shortcut menu and add the contact or choose other options.
  • If you click the Save & New option in the contact form, the open contact is saved, and a new, blank contact form opens.

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Create a contact in a public folder

This feature requires you to use a Microsoft Exchange Server 2000, Exchange Server 2003, or Exchange Server 2007 account. Most home and personal accounts do not use Microsoft Exchange.

  1. Open the public folder in which you want to create a contact.

ShowHow?

  1. If the Folder List is not visible, click the Go menu, and then click Folder List.
  2. Click Public Folders, and then click the folder that you want to open.

If the folder that you want to open is located within another folder, click the plus sign (+) next to each subfolder until you find the folder that you want.

  1. On the File menu, point to New, and then click Contact.
  2. Type a name for the new contact.
  3. Enter the information that you want to include for the contact.

 Notes 

  • To specify how you want the contact's name to appear in the To line of a message, type a name in the Display As box.
  • To enter multiple entries for a field, such as more than one type of phone number or address, click the down arrow next to the field.
  • If you have more than one mailing address for a contact, select the This is the mailing address check box to establish which address is to be used during a mail merge.
  1. Click Save and Close .

You can create a new contact only in a Contacts folder. For example, you cannot create a new contact in a mail folder.

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Applies to:
Outlook 2007