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Updating Your Address Book for Exchange Mail

Discover how to use Outlook’s address book to look up and select names, email addresses and distribution lists.

After a contact is in your address book, you can use it across Outlook. Send an email message or a meeting invitation to someone without having to remember their email address.

Adding a Contact to the Address Book

The address book is a container for all of your contacts; each contacts folder is a subset of the address book. To add names to the address book with:

  • Microsoft Outlook 2007 for Windows
    1. Select Mail in the Navigation Pane.
    2. Select File > New > Contact.
    3. Enter the contact’s first and last name for Full Name.
    4. Enter other information you want to include for the contact.
      • To search email addresses within your organization, click E-mail.
    5. Click Save & Close.
  • Microsoft Outlook 2010 and 2013 for Windows
    1. Select Mail in the Navigation Pane.
    2. Select Home tab >  New Items > Contact.
    3. Enter the contact’s first and last name.
    4. Enter other identifying information for the contact.
    5. Click Save & Close.
  • Microsoft Outlook 2011 for Macintosh
    1. Select Contacts in the View switcher.
    2. Select Home tab > Contact.
    3. Enter the individual’s contact information. At a minimum, include the contact’s name and e-mail address.
      • Double click the placeholder thumbnail that appears in the contact window to add a picture for the contact.
      • Double click the picture thumbnail, drag the picture out of the box, and click Set to remove a contact's picture.
    4. Click Save & Close on the Contact tab. The contact will appear in the contact list.

Address Book Service for Outlook 2007 and 2010

Microsoft Outlook requires that you complete the following steps for Outlook 2007 and Outlook 2010 before your contact information is available for you to address messages by using your address book:

  1. Install the Outlook Address Book service.
  2. Mark your contact folder for use with your address book.
  3. Specify an email address for each item that you want to appear when you address messages.

Learn how to complete these steps:

1. Installing the Outlook Address Book Service

  • Microsoft Outlook 2007
    1. Select Tools > Account Settings.
    2. Click the Address Books tab.
      • If your Outlook Address Book is listed, click Close. Proceed to Mark your contact folder for use with your address book.
      • If your Outlook Address Book is not listed, click New.
    3. Select Additional Address Books. Click Next.
    4. Select Outlook Address Book. Click Next.
    5. You receive a message that states that the address book that you added will not start until you click Exit on the File menu. Click OK.
    6. Click Finish.
    7. Click Close. Restart Outlook.
  • Microsoft Outlook 2010
    1. Select File tab > Info tab.
    2. Click the Accounts Settings tab. Click Accounts Settings.
    3. Click the Address Books tab.
      • If your Outlook Address Book is listed, click Close. Proceed to Mark your contact folder for use with your address book.
      • If your Outlook Address Book is not listed, click New.
    4. Select Additional Address Books. Click Next.
    5. Select Outlook Address Book. Click Next.
    6. You receive a message that states that the address book that you added will not start until you click Exit on the File menu. Click OK.
    7. Click Finish.
    8. Click Close. Restart Outlook.

2. Marking Your Contact Folder for Use with Your Address Book

  • Microsoft Outlook 2007
    1. Select File > Folder > Properties for your folder name.
    2. On the Outlook Address Book tab, select Show this folder as an e-mail address book. Enter a descriptive name.
    3. Click OK.
  • Microsoft Office Outlook 2010
    1. Select Contacts > Folder tab.
    2. Click the Folder Properties tab.
    3. On the Outlook Address Book tab, select Show this folder as an e-mail address book. Enter a descriptive name.
    4. Click OK.

3. Look for an Email Address

  • Microsoft Outlook 2007
    1. In the Folder list, select Contact folder.
    2. Double click the contact to open the item. Make sure an email address is present for e-mail address because if there is no email address for e-mail address, Outlook does not display this contact in your address book when you try to address an email message or a fax message.
  • Microsoft Office Outlook 2010
    1. Select the Contact folder.
    2. Double-click the contact to open the item. Make sure an email address is present for e-mail address because if there is no email address for e-mail address, Outlook does not display this contact in your address book when you try to address an email message or a fax message.

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