Editing a Contact’s Information Outlook 2010
People move, change jobs, and get married all the time. To update your Outlook 2010 records, head back to the same page you used to create the contact in the first place. From the main Outlook window, double-click the contact you want to edit. Click any field, select what you want to change, and then enter the new info. If you need to change anything on the Details page, don’t forget to click the Contact tab’s Details button and update what you see there.
Editing all fields
To avoid hopscotching through the many fields on the Contact and Details pages—and to make sure you change everything you want—try clicking the Contact tab’s All Fields button (you can find it in the Show section, or just press Alt, H, AE). Use the “Select from” drop-down list to pick what you want to change, such as address, email, or frequently used fields, and the page changes to look like Figure 11-2. Select any field to edit it; scroll down the page to make sure all the info is accurate.
Creating a new field
If you need to keep track of specialized information that Outlook doesn’t cover—Employee ID or Favorite Sibling, for example—you can create your own field. Open any contact and select Contact?All Fields (Alt, H, AE). At the bottom of the page, click the New button.
In the dialog box that opens, give the field a name (this becomes its label). Choose a type (such as text, number, or yes/no) and then click OK. To see your new field, open the contact and click the All Fields button. Your new category appears in the “Select from” drop-down menu’s “User-defined fields in this item” category.
The Notes pane is great for jotting random, non-database-y info (where you first met, topics to avoid talking about, and so on). Microsoft has already created categories for a few popular entries, things like manager’s name, assistant’s name, spouse/ partner, birthday, anniversary, and more. Summon these via the Contact tab’s Details button (Alt, H, TA). Details you add here don’t show up on the main contact page; you have to click the Details button to see them.
If you’ve ever been in hot water for forgetting a birthday or anniversary, that’s a thing of the past. When you add those dates using the Details button, Outlook automatically slots them into your Outlook Calendar.
Editing business cards
If a contact’s virtual business card is too crowded, have Outlook present the salient details front and center by editing the business card to show only what you want to see.
Open any contact and either double-click the business card or click the Contact tab’s Business Card button (Alt, H, B). The Edit Business Card dialog box, is where you can change just about anything:
Adjust the layout, background color, or how much room the photo takes up and where it appears on the card. Click Change to choose a different picture.
Customize the f ields that display on the card. For example, you may not want a business contact’s home phone number displayed on the card. (It’s still in the contact’s information; it just doesn’t appear when you look at the card in Business Card view.) Use the Add, Remove, and arrow buttons to customize the fields on the card and where they appear.
Use this section to change the look of the text on the card. Choose a field from the Fields list, and it appears in the Edit text box. Now you can apply different fonts, sizes, formatting, and alignment.
As you edit the business card, the upper-left preview reflects your changes. If you want to go back to the card’s original appearance, click Reset Card to undo all changes. Otherwise, click OK to apply your edits to the card and close the dialog box. Back in the Contact window, click Save & Close to save your changes.
Deleting a contact
Friendships end, coworkers get fired. Life goes on, but your address book doesn’t have to remain cluttered with every person you’ve ever been in touch with. To do a little contact pruning, open the main Contacts window, select the entry you want, and then click the Delete button (Alt, H, D). Outlook vaporizes it immediately, without asking you to confirm. (If you accidentally delete the wrong contact, immediately click Undo or press Alt, 2 to resurrect it.) You can also delete a contact from that person’s Contact page. Click the Contact tab’s Delete button (Alt, H, D). When you delete a contact this way, though, you can’t undo the deletion.