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Find, Forward and Print Contact Information in Outlook 2007

written by: Meryl K Evans•edited by: Michele McDonough•updated: 12/31/2008

You've entered your contacts into Outlook 2007. Now do something with them to make them useful.

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    Find a Contact

    To search for a contact, enter a part of the first name until you see the contact you need. You can also search by an email address, alias, company name and other categories. Start searching from within Contacts and enter the search word(s) into the search box where it says "Search Contacts" at the top of the Contacts page.

    An alphabet column appears on the right side of the cards. Click a letter to jump and find contacts from "Business Cards," "Address Cards" and "Detailed Address Cards" views.

    You sort and view contacts by using the tables views such as "Phone List," "By Category" and "Outlook Data Files." Click a column header to change the sorting from ascending to descending and vice versa.

    For multiple items appearing in a Category, Company or Location sort, you can click another column to sort those items. Search for a contact from other Outlook modules by clicking the Address Book icon.

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    Print Contact Information

    You can print one, some or all contacts. You also have the option of selecting the fields you want to print. These steps let you print names and selected fields:

    1. Select Address Cards or Phone List (prints in a table format while Address Cards has various styles) from the Contacts Navigation Pane.
    2. Click Customize Current View in the Navigation Pane.
    3. Click Fields to open the Show Fields window.
    4. Select items from the Available fields column and click Add to include them.
    5. Select items from the Show these fields in this order column and click Remove to take them out.
    6. Select a field in the right column to move it up or down to change the order the fields appear.
    7. Click OK to exit the Show Fields window.
    8. Select Print from the File menu.
    9. Select the Print Style and click OK to print or Preview to view before printing.

    If you want to return to the default view, click "Customize Current View in the Navigation Pane" and "Reset Current View."

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    Forward a Contact

    You can share contacts with others even if s/he doesn't use Outlook 2007, although Outlook 2007 users receive the contact as an Electronic Business Card.

    Those using an older version of Outlook or e-mail applications that rely on HTML can see the contact information as an image that looks like the Electronic Business Card and a .vcf file attachment. All others, especially those receiving e-mail messages in plain text, receive a contact's information as a .vcf file attachment.

    A .vcf file is a vCard file that you can import and export from address book applications like Outlook, Microsoft Entourage, Palm Desktop, and others.

    To forward a contact from with an e-mail, click the Business Card icon in the Message tab's Include Group.

    Select the default business card or "Other Business Cards" to find a different contact from the "Insert Business Card" window.

    The window includes Business Card Preview so you can verify you have the right card since you may have multiple entries for one person.

    You can also send a Business Card from the Contacts module. Open a Contact and click Send to see a menu. Select the format to create a new e-mail message where you can enter the recipient and any other information to send in the message.






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