1. ® ®
Microsoft Outlook 2010 Training
Contacts
NaveenKumar Namachivayam
Founder - testTalk Academy
http://naveenkumarn.in

2. Course contents
• Export Contact
• Import Contact
• Create a Distribution List/Contact Group
• Send a Message to a Contact
• Summary

3. Export Contact
• You can export contacts to a file that can then be imported into other
applications, such as Web mail clients, Excel spreadsheets, or database applications.
• The most common export file format is a comma separated value (CSV) file. If you
are exporting contacts for use in another copy of Outlook, we recommend that you
choose an Outlook Data File (.pst) in step 6 below.
• Click the File tab.
• Click Options.
• Click Advanced.

4. Export Contact
• Under Export, click Export.
• In the Import and Export Wizard, click Export to a file, and then click Next.
• Under Create a file of type, click the type of export that you want, and then click Next.
• The most common is Comma Separated Values (Windows), also known as a CSV file.
• Under Select folder to export from, select the contact folder that you want to export, and then click
Next.
• Note Unless you chose to export to an Outlook Data File (.pst), you can only export one folder at a time.
• Under Save exported file as, click Browse, select a destination folder, and in the File name box, type a
name for the file.
• Click OK.
• In the Export to a File dialog box, click Next.
• Click Finish.

5. Import Contact
• Contacts can be imported into Outlook from other applications or from exported Outlook contacts. These
instructions assume that you have already exported the contacts from the other application, such as a Web
client, Excel spreadsheet, or database application.
• Click the File tab.
• Click Open.
• Click Import.
• Click Import from another program or file, and then click Next.
• Under Select the file type to import, click the file type of file you want to import, and then click Next.
• The most common is Comma Separated Values (Windows), also known as a CSV file. If you are importing
contacts that were exported from Outlook to an Outlook Data File (.pst), click Outlook Data File (.pst).

6. Import Contact
• Under File to import, click Browse, select the file that you want to import, and then click OK.
• In the Import a File dialog box, under Options, click one of the following:
• Replace duplicates with items imported If an Outlook contact already exists, it is replaced by the
information that you are importing.
• Allow duplicates to be created If an Outlook contact exists, the imported contact is created as a second
contact.
• Do not import duplicate items If an Outlook contact exists, the information for the imported contact is
not imported.
• Click Next.
• In the Import a File dialog box, under Select destination folder, click a folder for the imported
contacts, and then click Next.
• This usually is the Contacts folder unless you have multiple accounts, or have created multiple contact
folders for an account.
• Click Finish.

7. Create and edit a Contact Group
(formerly distribution lists)
• A Contact Group, known in previous Outlook versions as a distribution list, is a grouping of email addresses
collected under one name. A message sent to a Contact Group goes to all recipients that are listed in the
group. You can include Contact Groups in messages, task requests, meeting requests, and in other Contact
Groups.
• There is no maximum number of names that you can include in a Contact Group.

8. Create a Contact Group with new names
•
or names in the Address Book
In Contacts, on the Home tab, in the New group, click New Contact Group.
• In the Name box, type a name for the Contact Group.
• On the Contact Group tab, in the Members group, click Add Members, and then click From Outlook
Contacts, From Address Book or New Email Contact.
• If you are adding a new email contact, enter the information for the person in the Add New Member
dialog box.
• If you are adding a member from Outlook Contacts or an Address Book, do the following:
• In the Address Book drop-down list, click the address book that contains the email addresses that you
want to include in your Contact Group.
• In the list of names, click the names that you want, and then click Members. You can add names from
different address books to the same Contact Group.
• Do this for each person whom you want to add to the Contact Group, and then click OK.

9. Create a Contact Group by
copying names from an email
• In the message that you want to copy the names from, click the names in the To or Cc 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.).
• Right-click your selection, and then click Copy.
• In Mail, on the Home tab, in the New group, click New Items, then click More Items, and then click
Contact Group.
• In the Name box, type a name for the Contact Group.
• On the Contact Group tab, in the Members group, click Add Members, and then click either From
Outlook Contacts or From Address Book.
• At the bottom of the Select Members dialog box, in the Members box, right-click, and then click Paste.

10. Find a contact when composing
•
a message
When you are composing a message, you can select someone from the Suggested Contacts folder.
• In the new message window, click To, Cc, or Bcc.
• In the Select Names dialog box, under Address Book, click Suggested Contacts.
• Click a contact, and then click To, Cc, or Bcc.
• Click OK, to return to the message window.
• The Suggested Contacts you selected are added to the To, Cc, or Bcc boxes.
• Click Send to send your message.

11. Summary
•Export Contact
•Import Contact
•Create a Distribution List/Contact Group
•Send a Message to a Contact