Addresses in Outlook Mail

  1. Inserting E-mail Addresses into a Message
  2. The "Check Names" Feature
  3. Changing the "search order" of address lists in your address book

A. Inserting E-mail Addresses into a Message

When adding an e-mail address to a "new message" or a "reply message" you can have Outlook 2003 automatically enter an e-mail address in the following ways:

1. Use Autocomplete option - When typing in an address, Outlook 2003 will automatically complete an address you have used recently. Outlook will keep up to 1000 addresses in its memory.

  • To turn the autocomplete feature, select Tools > Options...
  • Click on the "Preferences" tab and click on the "E-Mail Options"... button (in the E-mail section)
  • Click on the "Advanced E-Mail Options"... button.
  • Check the "Suggest names while completing To, Cc, and Bcc fields".
  • Click on OK for the 3 open windows.            
  • When you create a new message, in the "To..." field, type in the first few letters of the recipient's e-mail address until their name appears. Select the name with your mouse.

autofill

Note:   You can also delete an unwanted address from the auto complete list. Use the up or down arrow on your keyboard to select the address and press the "Delete" key on your keyboard.

2. Enter an e-mail address from the contact list.

  • Click on the "Contacts" button in the Navigation Pane. contacts
  • "Right-Click " on the contact you would like to e-mail.
  • Choose "New Message to Contact."   This will start a new message with the chosen contact automatically placed on the "To:" line.

3. Enter an e-mail address from the address book:

  • From the Mail section of Outlook, select "New Message" from the tool bar.
  • Click on the To... or Cc... button in the message window to open the Address Book.  
  • From the "Select Names" window, click on the name of the person to whom you want to send an e-mail.
  • select names
  • Click the "To->" button.
  • Click "OK."   to close the address book. The person's e-mail address will appear in your new message.

* More info on Addresses in Outlook Mail at the Microsoft Outlook help website link will open in a new browser window

B. The "Check Names" Feature

  • When you start to type an e-mail address in the "To:" field, you can use the "Check Names" button button or the keyboard short cut, "ctrl-k" to do a quick search of your address lists.
  • Outlook will display any names that match in the "Check Names" window.

check names

  • Click on the name you want to send to and click "OK". The name will be added to the "To:" field in your new message.
  • If the name you want does not show, click on "Show More Names..." This will open your address book and you can search for the name you are looking for.

Note:

  • The addresses that "Check Names" shows are based upon what your address book searching order is. (See directions below to change your searching order).
  • Outlook searches the lists in sequence and stops when it finds a match. Outlook does not present you with a list of matches from all the lists.
  • Search names by either the first or last name not by Bowdoin username or e-mail address.


 To Change the "search order" in your address book for "Checking Names" :

  • Open Outlook and open the address book by selecting Tools > Address book... The Address Book will appear.
  • In the address book, select Tools > Options.
  • Select (click on) an address list (e.g., Bowdoin Directory) and then click on the up and down arrows on the right move the address list into the order you want Outlook to search from.
  • Click "OK". Now when When checking names it will always begin with the list you moved to the top of the searching order.

* More info on Addresses in Outlook Mail at the Microsoft Outlook help website link will open in a new browser window

C. Changing the order of address lists in your address book

  • Open Outlook and open the address book by selecting Tools > Address book...
  • The Address Book will appear. Notice that the pull down menu for "Show Names from the:" has the Global Address List listed first
  • To change which list appears first, select Tools > Options... in the address book window.
  • The Addressing window will appear. From the "Show this address list first:" menu, select the address list you want to see first when you open your address book.
  • Click "OK."

* More info on Addresses in Outlook Mail at the Microsoft Outlook help website link will open in a new browser window