Using Outlook for POP Email Accounts

Address book

Features

Find a contact  Easily find and open a contact from anywhere in Outlook by typing the name into a box on the toolbar. .

Outlook Address Book  Use the Outlook contact list as an e-mail address book in the Address Book dialog box.

Personal distribution lists  Create distribution lists of selected contacts from your Contacts folder and from the Microsoft Exchange Server Global Address List.

Address booklet  Print contacts in a convenient, small-sized or medium-sized booklet format for use in your paper address book.

AutoAddress  Enter an address for a contact and have Outlook separate the street, city, state or province, country or region, and ZIP code/postal code into different fields.

AutoName  Enter the full name for a contact, and have Outlook separate the first, middle, and last names into different fields so that you can sort, group, or filter contacts by any part of the name.

Flag Contact for Follow-up  Mark contacts with follow-up reminders.

File As  File a contact under any name that helps you find that contact quickly.

Contact Activity Tracking  Keep track of all e-mail, tasks, appointments, journal entries, and documents related to a contact. For example, you can easily see all upcoming appointments and tasks related to a particular contact. You can also open a contact from any related item.

Journal integration  Quickly view activities that you recorded for each contact in your contact list.

New Contact from Same Organization  Quickly create several contacts from the same company.

New Message to Contact, New Meeting with Contact, New Task for Contact  Have Outlook automatically enter the contact's name and e-mail address when you create a message, meeting, or task directly from a contact.

Mail Merge to Contacts  Begin a mail merge from Outlook based on the contacts shown in the current view, and include any contact fields you want.

Phone number entry and formatting  Keep multiple phone numbers for each contact. Have Outlook format phone numbers for you when you type them so that your phone list is more readable, consistent, and accurate.

World Wide Web page access  Store a Web page address for each contact so that you can quickly go to the contact's home page.

Merge Contact Information  Before adding a new contact, Outlook sends a message if the contact might be a duplicate and gives you the option of automatically merging the new information with the existing contact entry.

Check recipient names before sending a message

Outlook automatically checks the names you type in the To, Cc, and Bcc boxes against the names in the Address Book before you send a message. If an exact match is found, the name is underlined. If multiple names are found that match what you type, a red, wavy line appears under the name. Right-click the name to see the other names found.

If multiple names are found that match what you type, and you have used the address before, the name you chose previously appears with a green, dashed underline to remind you that there are other choices. Right-click the name to see the other names found.

You can still manually check names in messages. Create and address the message you want to send, click the Tools menu, and then click Check Names.

Maintain Address Books and a Contact List

An address book in Microsoft Outlook is an electronic version of a paper address book that stores names, phone numbers, and other information. You may have multiple address books, such a UNLV faculty Address Book, student Address Book and a Personal Address Book.

Outlook also has a Contacts folder that stores names, addresses, phone numbers, and more. Outlook contacts are fully integrated into Outlook, providing flexibility and customization that are not available in the Personal Address Book. You can link any Outlook item or Office document to a contact to help you track your activities associated with that contact. You can also import contact lists from other programs into Outlook. And now, you can use your contact list to start Microsoft Word mail merges from Outlook. Here are some of the other contact features you can use:

Add a sender's name to your Contacts folder

In Microsoft Outlook, you can easily add to your Contacts folder the name of anyone who sends you an e-mail message.

1. Open the e-mail message.
2. On the From line, right-click the name of the sender, and then click Add to Contacts.

A contact will open with the sender's name and e-mail address filled in. You can add any other information you want.

Move E-mail Addresses from Another Product into Outlook

If you have e-mail addresses in another product, such as in an e-mail program or in a word processing, spreadsheet, or database program, you can add the addresses to Microsoft Outlook as contacts. Any Outlook folder that contains contacts can be used as an address book, so you can import e-mail addresses and use them to send e-mail from Outlook.

To import your addresses from Pioneer

FTP files from Pioneer

Go to your START Menu
Select RUN
Type ftp pioneer.nevada.edu (this starts DOS FTP)
Type cd My Documents (this will tell the system which folder to move the files to)
Type ls (this will list the name of all your files)
Notice in your list each file name
Type get [each file name]. Do this for each file you want to export. (this will transfer each file from the server to a file on your computer)

Import your address book directly from an e-mail program

1. In Outlook, on the File menu, click Import and Export.
2. Click Import Internet mail and addresses, and then click Next.
3. In the list, click the program you want to import from.

If your address book file is in a program not listed, you must save it in either the Tab Separated Value (.tsv) or the Comma Separated Value (.csv) format.

Save the file in .tsv or .csv format

In the program in which you have your e-mail addresses stored, save the file in .tsv or .csv format.

If you do not see .tsv or .csv in the Save as type list, it might still be possible for you to save the file in one of these formats. Many programs provide a text format in which to save files that does not make it clear whether the information in the file will be tab separated, comma separated, or neither. If the program from which you're saving is one of these programs, save the file in text format, and then open it in a text editor such as Microsoft Windows(r) WordPad. Look to see whether the information in the file is separated by either tabs or commas. If it is, change the file extension of the file from *.txt to .tsv or .csv as appropriate.

If after you save the file as a text file the contents are not separated by either tabs or commas, import the file into a Microsoft Office program such as Microsoft Excel or Microsoft Access. Then save the file in .tsv or .csv format.

Import your .tsv or .csv file into Outlook

1. On the File menu, click Import and Export.
2. Click Import from another program or file, and then click Next.
3. In the list, click either Comma Separated Values (Windows) or Tab Separated Values (Windows), depending on which format you saved your file in, and then click Next.
4. Click Browse, locate your file, and then click Next.
5. Click your Contacts folder or another folder that contains contacts, and then click Next.
6. In the list, click the file that contains your address list, and then click Map Custom Fields.

Translate your entries into Outlook fields

You'll need to translate the values in your file to fields that are used in Outlook. If your e-mail address list is saved as a table, the first row you'll see in the From box of the Map Custom Fields dialog box will be the table column headings. Drag each column heading from the From box to the correct Outlook field in the To box.

By dragging and dropping the column headings, you can quickly assign all the values in your records to their equivalent values in Outlook. When you have finished, click OK, and then click Finish. Your e-mail addresses will be imported into the Contacts folder in Outlook.

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