Adding Contacts

We recommend you first read the About Contacts article to learn what they are and some cool tricks for using them!

Like most Microsoft features there is more than one way (or ten ways) to skin a cat or add a Contact!

Add A Contact Using A Form

This method takes the longest but offers the most choices.  If you have already received an email from the person you'd like to add, refer to the next heading Adding a Contact from an Email.

  1. Click on  in the Navigation pane or from your folder list.
  2. Click on the  button at the left of the Standard toolbar.  (Shortcut keys: Ctrl + N) The following window appears:
  3. Use the Tab key to move between the various fields.

  4. Enter the Full Name of the person, e.g. Jane A. Doe, or Ms. Jane A. Doe, or  Dr. Jane Doe, etc.
  5. It's a good idea to check how Outlook accepted the fields -- click on the Full Name button and make any changes desired.  Additionally, if you intend on using Contacts as a mailing list, you might want to add salutations (e.g. Mr. Ms., etc.) To specify the default format for names, refer to the Contact Options article.

  6. Enter as much or as little information as desired in the remaining fields.  Note the following:

    1. If entering an address, click on the Address button to ensure that your address fields are recognized correctly, i.e. that the city is placed in a city field, etc.


    2. Many fields will allow more than one entry, i.e. up to three email addresses are permitted for each contact.  Use the list button  beside each field to view your choices.


    3. If you have entered more than one postal address, select one as the mailing address.  The selected address will be used during Merges.


  7. Before you save and close the entry (or if you open the item later), you can also:

  8. Choose the Save & Close button to finish or the Save & New button if you wish to add another contact.

Also refer to the Cool Stuff To Do With Contacts article to learn more tips and tricks.

Entering Multiple Contacts From Same Company

If you need to enter a contact that has most of the same information as a contact that you've already entered (e.g. different contact person from the same company):

  1. Open the contact you've already entered. (Double-click on the contact name in the contact list).


  2. On the Contacts ribbon, click on the drop list button at the right of the button then select New Contact From Same Company.

The previous contact's phone numbers and address will appear in a new contact window.

Add A Contact From An Email

As straight forward as this is, there are two methods.  Using Method A, only the Full Name, File As, and Email fields are populated (filled in).  Using Method B, the email body is also added to the Notes area of a Contact.  In most cases, you would probably want Method A.

Method A

  1. Open an email from the person you wish to add to your Contacts.


  2. While pointing at their name (beside From in the email heading), click your right mouse button.


  3. Choose Add to Outlook Contacts.


  4. A Contact form is displayed with the Full Name, File As, and Email fields completed.  Add any other information desired, as indicated under Add A Contact Using A Form above.  Then choose the Save and Close button to finish.

Method B

  1. Do not open the email (if you have, close it).


  2. Drag the email onto the Contacts icon on the Navigation Pane.


  3. A Contact form is displayed with the Full Name, File As, and Email fields completed and the email body is inserted in the Notes area of the Contact window.  Add any other information desired, as indicated under Add A Contact Using A Form above.  Then choose the Save and Close button to finish.

Additional References