Karen Jensen—software users group coordinator at the School of Natural Resources—regularly shares quick tips and tricks designed to make life a little easier for faculty, staff and students using Microsoft system software, such as Outlook and Office.
This week: Save time by sharing contact lists with others.
Have you ever wondered how to send a personalized email to several people where the main body of text stays the same, but a few small changes are needed for each individual?
You can do it using Mail Merge, and combining documents from Word, Excel, and Outlook. Visit http://mediahub.unl.edu/media/2803 to view specific instructions and watch an instructional video. Instructions for Mac Users are also included.
A link to this can also be found in SharePoint > Software Users Group > Shared Documents > Outlook-Office 365 Folder > Mail Merge
When working with a group of people, it can be helpful to share contact lists rather than each person creating their own.
Forward Contacts:
1. In the personal contact list, select the contact(s) and/or group list(s) to be shared.
2. On the “Home” tab, select “Forward Contact.”
3. Choose “As an Outlook contact.”
4. A message window will appear with the contact(s) as attachments. Prepare the message and send it.
Receiving Forwarded Contacts:
This process will work for Outlook/Office 365 users. Other email software may have a different process for storing the forwarded contacts.
1. When a message has been received with forwarded contacts, view the message in the Reading Pane or open the message. Make sure the message window is not maximized.
2. Select the attachments and drag them to the “Contacts.” This puts the contacts into your personal contacts.
NOTE: For group lists particularly, it is good to periodically check with the creator of the list to find out if updates have been made.
These instructions can also be found in SharePoint > Software Users Group > Shared Documents > Outlook-Office 365 Folder > Forwarding Contacts