Smart Contacts for Microsoft Outlook

How to find, add, and email contacts in Outlook 2010, 2007

Managing contacts in Outlook 2010

Smart Contacts is your simple tool for effective contact management in Outlook. It lets you stay organized and streamlines contact search in Outlook by automatically adding recipients to the Smart Contacts address book when you reply. This handy tool lets you find a contact in an instant as well as see the recently and frequently used contacts on the pane. In addition you can add contacts to the Favorites group in Outlook 2010, 2007..

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Work with the contact list

Load your Global Address Book to the Smart Contacts list

You will see the Smart Contacts pane to the right of your Mail box. To start working with Smart Contacts, please fill in the list by clicking the "Load contacts" button.

Click Load Contacts to fill in the contact list

This needs to be done just once. The add-in will read your Outlook Global Address Book and view outgoing messages to populate the list with your recent and frequent contacts.

It may take some time if you have a big number of messages in your Mail box. If it takes too long, you can click the Stop button and the add-in will list only the contacts it had the time to read.

You will see two main contact groups filled in: your recent and frequent Outlook contacts.

You will see your recent and frequent contacts

You can fill in the Favorites group yourself; learn how to do this here. To see how you can tweak the settings, go to Smart Contacts settings section.

From now on the add-in will automatically add recipients you reply to the Smart Contacts list so that you can find an Outlook contact among the recently or frequently used ones. You will also be able to enter any part of the contact information to email them, the tool will quickly take the place of Outlook autocomplete for you.

Streamline your Outlook address book search

If you don't see the recipient you need or if you need to quickly find a contact in Outlook, you can use the Search line.

Use the search line to quickly find a contact

Search is incremental and it looks in all contacts fields. So you can search by partial email or domain name. As soon as you type the first letters of a name, telephone or address Outlook Smart Contacts will autocomplete the data and you will see a list with the recipients that match.

As soon as you type in letters you see contacts that match

Once you select a contact, you can perform all usual actions: create a new email, view, edit or delete the contact information.

To clear the search results, click the small cross to the right of the entry or remove the entered text.

Click on the cross to clear search results

Work with the contact

Create a New E-mail in Outlook

  1. The quickest way to email a person is to double-click a contact in the list.
  2. You can also select the contact in the list and click on the New E-mail icon to create a message. Click on the email icon to create a message
  3. Or right-click on the contact in the list and pick the New E-mail option. Choose the email option to create a message
  4. When you view contact details on the pane, you can find an icon to create an email as well. Create a message from the contact details

    Tip

    If you want to add another recipient to the same email, just click on their address in the list to insert it to the TO, CC or BCC line. Click on the contact again to remove it from the recipient list.

  5. When you use the New E-mail or Reply icon to create a message you will see the Smart Contacts pane to the right of your letter. See the Smart Contacts pane to the right of your reply
  6. To add a contact to the To:, CC: or BCC: line, place the mouse cursor to the necessary field and click on the contact in the list on the add-in pane. Click on the contact in the list again to remove it from the corresponding line.

Call contact

The option to call your contact will be available if there is a record of their phone number.

  1. You will see the phone icon when you select the contact in the list. Click on it to call the person. Click on the phone icon to call the person
  2. You can also right-click on the contact in the list and pick the Call option. Choose the call option to phone your contact
  3. When you view contact details on the pane, you can find an icon to call the person as well. Call the person from the contact details

See contact details

Smart Contacts makes contact management in Outlook really easy. You can find all the contact information right on the pane. There are two ways to access it:

  1. Select the contact in the list and click on the Contact Info icon to view the Smart Contact details. Click on the contact info icon to see the details
  2. Right-click on the contact in the list and pick the Contact Info option. Choose the contact info option to create a message

Here you can see all the information the Outlook contact contains.

You can see all contact details listed

You can email the person by clicking the New E-Mail button.

Create a message from the contact details

Smart Contacts automatically adds an email address to the contacts list on the pane. If the email address is not in Outlook contacts, you will see a big plus button that lets you add this person's contact details to Outlook.

You can add the email address to Outlook contacts

If Outlook contains this email address, you will see an option to edit contact in Outlook.

Edit contact details in Outlook

If the Outlook contact contains the person's telephone number, you will find an icon to call the person on their Smart card as well.

Call the person from the contact details

If you would like to delete the records for the selected contact from Outlook, click on the Delete icon on the contact card.

Delete the contact details from Outlook by clicking this icon

When you see a list of email addresses for the contact, you can make one a favorite by clicking on the star next to it.

Make an email address of a contact a favorite

This will let you see the address in the Favorites contact group on the pane for a quick access. If a person has more than one email address, this option also lets you identify the default address you'd like to use when you double-click on the contact in the list to create an E-mail.

Add contact to Favorites

To make managing Outlook contacts more flexible you can add addresses to such contact category as Favorites. Adding a contact to favorites lets you have a quick access to them on the add-in pane:

  1. Select it in the contact list.
  2. Right-click on it and pick the option to Add to Favorites. Add the contact to Favorites

You will see the address listed in the Favorites group.

See the contact in the favorites group

If your contact has several email addresses, you can have different addresses in each contact category - Recent, Frequent and/or Favorites. It depends on the settings you select and on how often you use contacts particular email.

Addresses for certain contact can be different in Recent, Frequent and Favorites if it has several emails.

Tip

You can change the default address by clicking the star next to the address you need.

Add contact to Outlook

There are two simple steps you can follow to add one of your recent contacts to Outlook:

  1. Select it in the Smart Contact list.
  2. Right-click on it and pick the Add contact option. Add the address to Outlook contacts Or open the Smart Contact card by clicking on the Contact Info icon or right-clicking on the email and picking the Contact Info option. Click on the contact info icon to see the details If the email address is not in Outlook contacts, you will see a big plus button that lets you add this person's contact details to Outlook. You can add the email address to Outlook contacts
  3. Fill in any missing details on the Outlook Contact card and click Save.

Edit Outlook contact

After you add an email address to Outlook contacts, you can easily edit it.

  1. Select the contact you'd like to edit in the Smart Contact list.
  2. Right-click on it and pick the Edit contact option. Edit contact details in Outlook Or open the Smart Contact card by clicking on the Contact Info icon or right-clicking on the email and picking the Contact Info option. Click on the contact info icon to see the details Click on the Edit button. You can edit the email address in Outlook contacts
  3. Change the necessary details on the Outlook Contact card and save changes.

Remove contact from the list

If you do not wish to see the contact in the list of Recent or Frequent contacts, you can remove it:

  1. Select the contact in the Recent or Frequent list.
  2. Right-click it and choose the Remove from Recent or Remove from Frequent option respectively. You can ignore an address in the Smart Contact list

Tip

If you wish to return the contact at some point, find it using the search line, right-click it and choose the Restore option. Return the address to the Smart Contact list

Delete contact from Outlook contacts

If you want to completely remove the contact from Outlook, please do the following:

  1. Select it in the Smart Contact list.
  2. Right-click it and choose the Delete contact option. Delete the address from Outlook contacts Or open the Smart Contact card by clicking on the Contact Info icon or right-clicking on the email and picking the Contact Info option. Click on the contact info icon to see the details Click on the Delete button. You can delete the email address from Outlook contacts
  3. Confirm deletion by clicking Yes in the dialog you see.

Work with several contacts

When you need to perform a group action, you can select several contacts by pressing and holding the Ctrl button on your keyboard and picking the addresses in the list.

Email several contacts in Outlook

  1. Select several contacts by pressing and holding the Ctrl button on your keyboard and picking the addresses in the list.
  2. You will see a purple area at the bottom with 4 icons. Click on the Create E-mail icon to create a message with all the selected contacts as recipients. Click on the email icon to create a message to all recipients

You can also right-click one of the addresses and pick the Create E-mail option.

Add recipients to an Email in a click

When you create an e-mail, you can add other recipients. Just place the cursor to the TO, CC or BCC line and click on the address in the Smart Contacts list to insert it.

Create a task

  1. Select several contacts by pressing and holding the Ctrl button on your keyboard and picking the addresses in the list.
  2. You will see a purple area at the bottom with 4 icons. Click on the Create task icon to assign a task to the selected contacts. Click on the task icon to create an assignment You can also right-click one of the addresses and pick the Create task option. Choose to assign a task to the selected contacts
  3. Fill in the task details, click Assign task and press Send.

Create a meeting

  1. Select several contacts by pressing and holding the Ctrl button on your keyboard and picking the addresses in the list.
  2. You will see a purple area at the bottom with 4 icons. Click on the Create meeting icon to schedule an appointment with all the selected contacts. Click on the meeting icon to schedule an appointment You can also right-click one of the addresses and pick the Create meeting option. Choose to schedule a meeting with the selected contacts
  3. Fill in the meeting details, click Invite Attendees and press Send.

Edit Outlook contacts

If you'd like to edit several Outlook contacts, you can open all the necessary Outlook contact cards by following these steps:

  1. Select the contacts by pressing and holding the Ctrl button on your keyboard and picking the addresses in the list.
  2. You will see a purple area at the bottom with 4 icons. Click on the Edit icon to open Outlook contact cards for all the selected names. Click on the edit icon to open Outlook contact cards You can also right-click one of the addresses and pick the Edit option. Choose to edit the selected contacts
  3. Change the necessary details on the Outlook Contact card and save the changes.

Manage Smart Contacts settings

Being a good contact manager for Outlook, Smart Contacts add-in introduces some handy pane settings.

Set a number of contacts in a group

  1. Click on the Settings icon at the bottom of the pane. Click on the Settings icon to customize the way contacts look
  2. Under the Number of contacts in a group section you can specify the number of Outlook email addresses you'd like to see in the Recent, Frequent and Favorites contact categories. Just enter the number or click the up and down arrows next to it. Define the number of contacts to see in each contact group
  3. Click Save.

Select the group to access in the minimized view

  1. Click on the Settings icon at the bottom of the pane.
  2. When you minimize the add-in pane, you will see a list of Outlook contacts from one of the groups for a quick access. You can change the group under The group to access in the minimized view. Just select the radio button next to the group you'd like to have there. Define the number of contacts to see in each contact group
  3. Click Save.

Choose if you want to see a contact picture

  1. Click on the Settings icon at the bottom of the pane.
  2. You can choose if you want to see the contact pictures or not under the Contact picture section. Select the Picture radio button if you want to see an image next to the person's name and email address. Choose the None radio button if you prefer to have a simple list with names and email addresses. Choose if you want to see a contact picture
  3. Click Save.

Pick the action to perform when you double-click a contact

You can pick the action to perform when you double-click a contact.

  1. Click on the Settings icon at the bottom of the pane.
  2. If you want to create a new message when you double-click a contact, select the Create new E-mail radio button.
  3. If you want to double-click a contact and have a look at the contact details, select See Contact Info. Pick the action to perform when you double-click a contact

Reload Smart Contact list in Outlook

Do the following to automatically update the list of contacts from your Global Address Book:

  1. Click on the Settings icon at the bottom of the pane.
  2. If something happened to your contacts, or if you stopped loading them before the process ended, you can reload them anew. To do this click on the Reload button on the settings dialog box. Click Reload to fill in the contact list anew

Note

After reloading the contact list, the contact list will be completely re-written and your favorites will be lost.

Smart Contacts for Microsoft Outlook can become your trusted contact manager. Instantly find the necessary email address, see the recent and frequent contacts and add recipients as favorites. All you need to effectively handle your contacts is now in one handy tool.

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