Setting up a categorized contact list

The people that the students will be working with are from India and France, as well as from South Dakota, Oklahoma, and Idaho in the United States. There are scientists, literature teachers, soybean farmers, engineers, and nurses from each country. As the students meet with each individual for the first time to learn who they are, where they're from, and what they do, the students can add that information to their Outlook Contacts lists by using categories.

By using categories to identify each contact, students can group them easily and then create distribution lists.

To organize your contact list

1. On the File menu, point to New, and then click Contact.
2. Enter the name for the contact and any other pertinent information, such as e-mail address.
3. Click Categories.
4. Click the categories that apply to that contact.
5. Click OK.

The students may find that they need to create new custom categories for the people they are interviewing.

To create new custom categories

1. Select any item in the Contacts list.
2. On the Edit menu, click Categories.
3. Click Master Category List.
4. In the New category box, type a name for the category.
5. Click Add.
6. To create more categories, repeat steps 4 and 5.
7. Click OK twice.

To view contacts by category

1. On the View menu, point to Arrange By, and then point to Current View.
2. Click By Category.

Now the students can see their interview contacts by category, and they can use this view to help them create distribution lists. Distribution lists are a great way to send e-mail messages efficiently to groups of people without having to add each person to the To line individually. The students can create a distribution list for each category.


source microsoft.office.com