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New Contacts

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About this lesson

Quick tips on how to add new contacts efficiently.

Lesson versions

Multiple versions of this lesson are available, choose the appropriate version for you:

2016, 2019/365.

Exercise files

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New Contacts.docx
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Quick reference

New Contacts

Three ways to create New Contacts.

When to use

Redundant typing is never productive. Use these tips on creating contacts to eliminate unnecessary data entry.

Instructions

  • Open your contacts view by clicking the People button.

 

OR

  • Click New Contact and fill in the information.

  • Click Save and Close to finish, OR Save and New to start another Contact file.

 

 

  • Click Save and New drop down arrow and choose “Contact from Same Company”.

 

  • The Drag and Drop method: Drag an email onto the Contacts pane under the Folder List (notice the plus sign on the mouse, an email is about to land there.)

  • When you let go, a brand new contact is created with much of the main information automatically filled in.
  • Also a copy of the email is in the notes area for future reference.
  • To send the business card image within an email:
  1. Open a contact file and right-click the business card image.
  2. Select “Copy Image”.
  3. Open a new email and paste the image into the body of the email.
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  • 00:04 Okay, we are going to work on Contacts, create some contacts, and
  • 00:07 show you three different ways to do that job.
  • 00:10 So first of all,
  • 00:11 you need to be clicked under the Contacts on the bottom of the navigation pane.
  • 00:14 Also, Ctrl+3 will get you to your contacts.
  • 00:18 Notice the very first button on New ribbon up on top says New Contact and
  • 00:22 a tool that says Ctrl+N to create a new one.
  • 00:25 Your personal preference you can tap the keyboard Ctrl+N or click on the button,
  • 00:29 it is your choice.
  • 00:30 All right, now we've got the Contact screen wide open.
  • 00:34 So, happy data entry, that's what this means.
  • 00:36 You can fill in all of these blanks, you can fill in the picture.
  • 00:40 As you fill in all this information,
  • 00:41 it will begin to show up over here on the right-hand side.
  • 00:44 This is called the business card.
  • 00:46 You can also put in notes on this person.
  • 00:48 So please note all of these options, you can categorize, you can follow up,
  • 00:53 you can create a business card which is easily attachable to an email.
  • 00:58 The one this screen does not have is a scroll bar, it is so
  • 01:01 bizarre that they did not put a scroll bar in here.
  • 01:03 I'm trying to scroll down to see what's under this section and I cannot,
  • 01:07 I have to actually move this screen up.
  • 01:08 I don't like that but it is what it is.
  • 01:11 All right, so that's the manual data entry, you get those in there and
  • 01:15 you hit Save & Close, very good.
  • 01:17 I'm going to close, X, because I didn't do anything,
  • 01:19 I want to show you a second way to do this.
  • 01:21 We're going to go ahead and take an existing one, here we go.
  • 01:24 I've got this one all ready to go, and this is my GoSkills.
  • 01:28 And so I want to add a contact picture.
  • 01:30 Now this could be a picture of me, or
  • 01:32 maybe I would prefer that to be the company logo.
  • 01:35 Either way, I just click it once and I get myself over to the picture
  • 01:38 Picture section, and I find the company logo and I hit OK.
  • 01:42 And there we have it, now I've got the company logo.
  • 01:43 Now, notice what happened on the right.
  • 01:45 The company logo showed up on the business card.
  • 01:48 I want to show you something really cool.
  • 01:50 I always tell people how do I is always going to answer with right-click.
  • 01:53 How do I take a picture of that business card?
  • 01:56 Right click.
  • 01:57 So I'm going to float my mouse on this cute, little business card, right-click,
  • 02:00 check that out.
  • 02:01 Copy image.
  • 02:02 I can click that, open up a brand new email, and I could paste the image.
  • 02:07 Now I did it right here in the note section, which doesn't make sense, but
  • 02:10 it's kind of cool to know that.
  • 02:11 That you can copy the little business cards, paste them in the emails,
  • 02:15 love it, love it.
  • 02:16 All right, delete that.
  • 02:17 The first way of making a new contact was to do all the data entry.
  • 02:21 The second way of making a new contact is open an existing one for
  • 02:24 someone who works at that same company.
  • 02:26 And instead of Save & Close right here, check this button out, Save & New.
  • 02:30 You can hit the drop down arrow.
  • 02:32 Save & New, or Save & New Contact from the Same Company.
  • 02:37 Love it. Now the Save & New, we'll close this one,
  • 02:39 it could be a blank screen, contact from the same company, click.
  • 02:43 Check this out.
  • 02:44 It preserved the logo, the company name, the company website.
  • 02:49 Little less data entry always makes me happy.
  • 02:52 kind of great.
  • 02:53 So if you are in a redundant mode where you are entering from a bunch of business
  • 02:57 cards you got from a trade show, this is a great way to do that.
  • 03:00 I know, who does that anymore, right?
  • 03:02 Don't you just scan these business cards?
  • 03:04 Well, not everyone does, so I'm just throwing out those tips as they come up.
  • 03:08 All right, one other way to do this, and let me say this, No.
  • 03:12 I'm going to close this thing and say Yes.
  • 03:15 I'm going to go to my email with the Ctrl+1, jump over my email.
  • 03:19 I have an email already.
  • 03:21 Now I click and drag, I'm going to take this email.
  • 03:23 I'm going to drag, drag, drag, drag, drag, holding down the mouse button on my mouse,
  • 03:27 drag it and drop it right down here onto the Contacts, let go.
  • 03:30 Here you have it, folks, brand new contact made from the email.
  • 03:34 But the beauty here is check out the Notes section.
  • 03:37 It actually preserved the notes on how I first met this person,
  • 03:42 the date of the email.
  • 03:43 I've got contacts in my files that five years ago I met them and
  • 03:47 I can't remember why, but I check out the Notes section.
  • 03:50 And there it is, because I took their email and dropped it on to the Contacts.
  • 03:53 Now that original email is still in my email list, I just made a copy of it here.
  • 03:58 Of course at this point, I'm going to either copy paste from over here,
  • 04:03 copy from the notes, paste into this section, or I'm going to hand type and
  • 04:07 do some data entry.
  • 04:08 Either way, it's a great way to create a brand new contact.
  • 04:11 All right, off to the next lesson.
  • 04:13 See you soon.

Lesson notes are only available for subscribers.

Printing and Calendar Best Practices
05m:20s
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