Setting up new contact lists

You can add new phone directories to outlook so the names show up on the “TO:”  list when creating a new email.   First you must know where the file is that you want to add.  In our case it is in the “Shared Documents” folder on the desktop.  To add it to outlook first go to the tools menu, and click on options.  At the top of the dialog box, click on “Mail setup”.  Go down to the “Data Files” button and click on it.  A new dialog box opens showing the data files.  Find the “Add” button and click on it.  This opens another dialog box which asks what type of file you want to add.  Select “Personal Folders File (.pst)” and click on “OK”.

Next a search dialog box opens.  You need to find the file with the email addresses in it that you wish to add to your Outlook.  In our case you use the drop down list and select  the “shared documents” folder.  Once you have selected it a list of files in the folder will appear and you select the file “Jupiter Academy email”.  Close the dialog boxes clicking on ok or close until you are back at the Outlook window.  The Folder list should now contain a folder called Jupiter Academy Directory.  Click on the plus sign by it and it will show two files in it.  Right click on the one called Jupiter Academy Staff and click on properties from the shortcut menu that pops up.

That opens a new dialog box.  Click on the “Outlook Address Book” tab.  Put a check in the box next to “Show this folder as an e-mail Address Book”.  Click “apply” and then “OK” to close the box. 

Now click on the tools menu and select “Address Book” .  When the address book dialog box opens click on its tools menu and select Options.  Under “show this address list first:” select from the drop down list “JUPITER ACADEMY Staff”.  Under “Keep personal addresses in:” leave Contacts or any contacts you add to “JUPITER ACADEMY Staff” will be added to everyone’s contact list.  Under the third option use the arrows to the right to move “contacts” down and “JUPITER ACADEMY Staff” up so that “JUPITER ACADEMY Staff” is at the top of the list.  Click “apply”, and then “OK” to close the dialog box.  Close the Address Book dialog box by using the file menu and selecting “Close”.  

Now with inbox highlighted in the folder list, click on “new” (below the file menu) and it opens the new email message box.  If you click on the “TO:”  a list of the staff should pop up and you select a person from the list. And click on the “To” in the center of the page.  The name will move over to the Message Recipients box.  You can add as many recipients to the list as you want.  When don click “OK” to close the box and add the names to your email.  Fill out the subject and the body of the email and click send when done.  The email will close and be sent to the parties selected. 

Don’t forget:  You must click on the send / receive to get your mail from the server and to send mail from your outbox. 

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Last modified: 10/27/09