Information Technology

The Global Address Book can be accessed in Outlook by clicking on "Tools" then "Address Book..."

From here we can do a search for the person we would like to e-mail.  It's best to search for the person's last name since names are listed last-name first.

Now that we've found the contact we wanted, we can view the contact properties of this entry by double clicking on it, we can add it to our personal contact list by clicking on the button, and we can send a message to this person by clicking the button.

As you have probably noticed, there are many, many contacts in the Global Address Book.  We can tame the list down by using a couple different tools.

You'll see on the right-hand side of the Address Book window is a drop-down box called "Show Names from the:".  If we click on the down arrow, we will see several sub-sets of the the Global Address List that have been set up by the Exchange Adminsitrators.

By selecting the appropriate department, you can significantly reduce the size of the address list that you need to search through.

A second way of reducing the list from which you work is by creating a personal contacts list.  To do this, you would find the contact you wish to add in the Global Address List, then click the button to add that contact to your personal contact list.  When you click that button, the contact information will pop up.  Click the "Save and Close" button in the upper left-hand area to save the contact.

You can also change the default view of the address book.  From the main Address Book Window, click Tools then "Options...".  This will bring up a window that looks like this:

In this window you can select which subset of the Global Address List the Address Book shows when you first open the Address Book.  You can also select which personal contact list the Address Book will use to keep personal contacts.  Click OK when you are done making changes.

These are the basics of what you can do with the Global Address Book.  Once you are comfortable working with it, you will find many other options that will help you get your work done more efficiently.