Author: Tsakani Stella Rikhotso

The following are the different types of address books.

1. Global Address List

This feature requires you to use a Microsoft Exchange account. Most home and personal accounts do not use Exchange.

The Global Address List contains the names and e-mail addresses of everyone in your organization. The Microsoft Exchange Server administrator creates and maintains this address book. It can also contain global distribution lists and public folder e-mail addresses. Subsets of the Global Address List are displayed in the Address Book when you choose an entry under All Address Lists on the Show names from the list. You can download the Global Address List for use offline.

2. Outlook Address Book/Contacts

The Outlook Address Book is created automatically and contains the contacts in your Contacts folder that have a contact entry in the E-mail or Fax boxes. These contacts display in the Address Book dialog box when you click Contacts in the Show names from the list. If you have a Personal Address Book, it is recommended that you convert your Personal Address Book to Outlook contacts, because Outlook contacts provide flexibility and customization unavailable in the Personal Address Book. For example, you can associate birthdays, several types of phone numbers, anniversaries, Web site addresses, and other custom information with your contacts. The Outlook Address Book is available offline. If you create additional contact folders, you can set the properties on each folder to include the contacts as part of the Outlook Address Book.

3. Personal Address Book

Personal Address Books can no longer be created using Outlook. The Personal Address Book is a list of names and distribution lists that you create and maintain. Personal Address Book entries are stored in a file and can be copied to a disk. You can keep the e-mail addresses of your personal contacts in either the Contacts folder, which is recommended, or the Personal Address Book.

Once you have your filing system set up with subfolders, an easy way to move one or more messages to a subfolder is to select the message or messages that you want to move and then use the shortcut menu:

1. Right-click the message.
2. On the shortcut menu, click Move to Folderto open the Move Items dialog box.
3. In the Move Itemsdialog box, select the destination (under Personal Folders) and click OK.

Other ways to move messages include:

• Dragging them.
• Using the Move to Folder button on the Ribbon. (This button is available when you have double-clicked the message to open it.)
• Using rules that you set up to move messages automatically.

Once you have created a personal folder, you will need to open it to see your data.

• Search your hard drive for the folders (usually they have the extension .pst, so you can use the search string *.pst).
• Launch Outlook and from the File menu choose Open => Outlook Data file.
• Select your personal folder(s).

Before you create a new folder, you must select the desired location for that folder. In the example, we will create a folder within the Inbox folder to help organize messages containing important memos.

1. Locate and select the Folder tab on the Ribbon. The Folder tab will appear.
2. Select the desired location for the folder and then click the New Folder command.
3. 
4. The Create New Folder dialog box will appear. Type the name for the folder and click OK.
5. 
6. The folder will be created in the selected location.
7. 

Outlook gives you many different tools for managing your email, including folders, rules, categories, and more.

Using Folders

Folders can help keep your messages organized. There are four default folders in Mail view:

• Inbox: stores all received email

• Drafts: stores items that are in process. You can compose an email message and save it to Drafts if you want to come back to it and work on it later

• Sent Items: Stores all sent email

• Deleted Items: Stores items that have been deleted from all other Outlook folders.

Other folders may include;

• Junk E-mail/Spam: Stores all email Outlook marks as junk.
• Outbox: Stores messages that have been queued for sending.
• Can you see the folders described above in the above picture?To access folder commands, locate and select the Folder tab on the Ribbon. The Folder tab will appear.
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