Outlook 2013: Contacts

You can save and organise contact information by creating contacts. At its most concise form, contacts may only contain the person's name and e-mail address, but they may also contain several phone numbers, street addresses and additional information.

When a person has been added to contacts, Outlook's mail is able to complete the recipient when you start typing the first letters of their name.

Tabs

Detailed help

Adding a contact from e-mail

  • Open the e-mail.
  • Right-click the person's name (in the To, From, Cc or Bcc field).
  • Choose Add to Outlook Contacts.

  • The information available automatically depends on the person's relationship to the university (1).
  • The + symbol (2) opens a menu for adding information related to the subject in question. A person's contact information may contain several e-mail addresses, for example.

  • A second e-mail address has been opened under Email (1).
  • Work opens a menu for adding work-related information (2).

  • Click Save when you have added the information.

Adding a contact from scratch

You can also start adding contacts from scratch.

  • Choose People in the top bar.

  • At the top of the window (1), you can select how the information is shown in contacts (2).

  • These instructions are based on the People pane in which the list of persons is in the left and the information of the selected person is shown in the right.

  • Add a new contact as follows:
  • Open New Contact.

  • This opens a new window.


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  • Fill in the information. If you click E-mail (1), for example, contacts will open.
  • The arrow next to it (2) opens a menu in which more e-mail fields are available.


    An open address book (point 1 above)


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        An open drop-down menu (point 2 above)

  • The phone number and address fields operate in a similar way. You choose the property whose information you want to save in the drop-down menu, and then click the text next to it to open a pane for entering the information in the fields.

  • Under File as, you can choose whether the person should be listed based on their first or last name.

Importing a contact from a file

You can import contacts from other applications to Outlook. To do this, you must first save the information in a file and then import it to Outlook's contacts. You can import information from another Outlook as a pst file, or import from other applications (such as Thunderbird) as so-called csv files.

A. Importing a contact from a csv file

The csv file allows making adjustments to the information easily during the transfer. In a csv file (comma separated values), simple table-format data can be presented in a text format. The information in the table is separated by means of commas and line breaks. This simple structure allows for making corrections to the data using a text editor or a spreadsheet application.

These instructions explain how to import information from a csv file to Outlook.

  • Open FILE.

  • Open Open & Export.
  • Click Import/Export.

  • Choose Import from another program or file.
  • Click Next.

  • Click Comma Separated Values.
  • Click Next.

  • Click Browse to locate the file in your computer.

  • Choose the file which you saved previously.
  • Click Open.

  • The file is in the text field (1).
  • Decide whether you want to allow the creation of duplicates, if any (2). The safest way to work is to allow duplicates and remove them later in Outlook.
  • Click Next.

  • Choose the folder into which you want to save the contacts. In this example, a TESTI 3 folder has been created under the Contacts folder for importing the information. Contacts may be saved in several folders in Outlook. The intended use and your own work methods will determine the most suitable way of organising your contacts. The simplest approach is to save all information in the Contacts folder.

  • Tick the tickbox.

  • When csv file has been selected (1), the Map Custom Fields option in the right becomes active (2).
  • Click Map Custom Fields. You can also ignore this step, but checking the information at this step is recommended.

     

  • The information of the csv file is shown in the left (1).
  • The names of data fields used by Outlook are shown in the right (2).
  • Drag values from the csv field to the correct field in the right pane.

  • The last value of the left pane (Business:) is combined as the value of the Business Phone field in the right pane.
    • NOTE: You can still interrupt the process at this point and make changes in the original csv file if the fields and the values differ too much.
  • Click OK when you have processed all the values like this.

  • Click Finish.

  • In the example, duplicates have been created of the information.

  • To delete the extra information, right-click a name and choose Delete.

B. Importing a contact from a pst file

You can also move contacts between two Outlook accounts with the help of a pst file. This is done in a way that is very similar to the transfer of information using csv files. Read more about back-up copying in Outlook.

Open FILE.

outlook2013_yhteystiedot_csv_3.jpg
  • Open Open & Export.
  • Click Import/Export.

  • Choose Import from another program or file.
  • Click Next.

  • Choose Outlook Data File (.pst).
  • Click Next.

  • Find the file which you saved previously. Click Browse.

  • Choose a file.
  • Click Open.

  • Choose how duplicates, if any, should be processed. Allow duplicates to be created allows the creation of duplicates. Duplicates can be removed later and, therefore, this is the safest option. You can avoid the additional work caused by the deletion of duplicates if you choose one of the other options.

  • Choose the folder from which to import the information (1).
  • Include subfolders (2) ensures that the information contained in subfolders, if any, is also moved.
  • Choose the target folder for the information (3).
  • If several accounts have been created in Outlook, use the drop-down menu (4) to choose the account for the information.
  • Click Finish when the settings are done.

  • The information has been transferred. Duplicates have been created of some of the information.

  • To delete duplicates, right-click and choose Delete.

Modifying a contact

To modify contacts, use the View Source link on the right side of the window.