Delete suggested contacts no longer needed

Question: Someone sent me an email from their Gmail account from their phone and now every timeĀ  I type their name to send them a messageĀ from Outlook it automatically fills in that Gmail address instead of the UNMC account. How can I remove that email address, as I forgot to check the address every time and they miss my emails.

Answer: With Outlook 2010, go back and type in the person’s name and when you see the Gmail address display in the suggested names, click the x on the right side of the name. This will delete it from the suggested contacts.

Create OneNote Pages from Excel List

Question: I have an Excel spreadsheet with 3000 names that I would like to create folders for on my shared network drive. We need to keep files and other information for these people and would like to have the names stored in folders by As, Bs, etc. . Is there an easy way to do that?

Answer: There may be a procedure to do that, but I think a more efficient way to keep track of names and subsequent information for them would be to create a OneNote2010 notebook on a shared network drive. This is a perfect project to show the powerful capabilities of OneNote.

Create sections of the OneNote notebook with the Letters of the Alphabet and then create pages for each student. Within these pages you can create subpages which can hold files, notes, images, recording, etc. You can create this in just a few minutes by Importing the list from Excel into Outlook 2010 Contacts, and then select the “A” contacts and click OneNote in the ribbon. This will send the Contact information to OneNote pages. Do this for each section. See more detailed steps below:

  1. In your Excel file, make sure your workbook contains only one worksheet with headings at the top. It is best to have headings Name and E-Mail for it to import correctly into Outlook.
  2. Name your data range in Excel and save the file in 2003 (.xls) format.
  3. Go to your Outlook contacts view and and right click on Contacts to create new folder – call it something like “Students”
  4. Click File > Open > Import > Import from another program or file.
  5. Verify that the names imported correctly into your Outlook Contacts.
  6. Create a OneNote Notebook on your shared network drive.
  7. Create sections for the letters of the Alphabet.
  8. Go back to your Outlook contacts and select the names you wish to place in the A section (using Shift or Ctrl to select the names) and click OneNote in the ribbon and place in the appropriate notebook section. Continue this for each section of names. You could also select all Contacts and click OneNote, sending all names at once. Then create new pages for each letter of the alphabet and indent the contact pages by dragging slightly to the right, creating subpages.
  9. You can now add notes, drawings, images, files, Outlook messages, appointments and even recordings into OneNote pages. You can also create lists or tags which you can search on.

Learn more about OneNote 2010 in our basics class coming up 4/22 from 1-3 p.m. which you can sign up for by going to www.unmc.edu/its/training.htm . You can find several other tutorials and resources on OneNote at Microsoft, including:

 

Outlook Groups

Question of the Week - Several questions have come up recently about Outlook groups:

Question: How can I create a group from of my Outlook contacts?

Answer: Create a new contact group (or distribution list in Outlook 2007) and select Add Members > From Outlook Contacts and select from your list.

Question: How can I create a group from an Excel spreadsheet? I tried copying and pasting into the group but it didn’t work.

Answer: You can copy and paste, but you paste into the Members section after selecting New Contact Group > From Address Book and at the bottom of that screen, press Ctrl V to paste. Then click OK.