In Microsoft Outlook 2000, 2002, and 2003, how do I make sure my Contacts are used to verify addresses?

You can customize the location that Outlook uses to verify the names or addresses that you enter in the "To...", "CC...", or "BCC..." fields of an email message. Then, when you enter the recipient's name or username in the appropriate field, Outlook will find the email address for you by searching the designated list or lists. For Indiana University, Outlook searches the Global Address List (GAL) by default. (The GAL contains the email addresses of users on seven IU campuses. Fort Wayne users are not included because they are not on the IU Exchange servers.)

If you use the Contacts feature of Outlook to keep track of those you correspond with, you can set up Outlook to search your Contacts when verifying names and addresses. To do so, follow the appropriate steps below.

Outlook 2002 and 2003

Outlook 2003 will automatically add your Contacts to the Address Book and place it above the GAL entry. You may have to scroll to the top of the list to see it. However, if you don't see your Contacts, you will need to follow the steps below to add Contacts as a service:

1. From the Tools menu, select Email Accounts... .
   
   
2. Select Add a new directory or address book, and click Next.
   
   
3. Select the radio button next to Additional Address Books, and click Next.
   
   
4. Select Outlook Address Book, and click Next. A message will inform you that "The email account you have just added will not start until you choose Exit from the File menu, and then restart MS Office Outlook." Click OK.
   
   
5. From the File menu, select Exit, then restart Outlook.

Outlook 2000

To have Outlook 2000 use your Contacts to verify addressing, you must first add the Outlook Address Book as a service, then add your Contacts to the address lists. To do so, follow these steps:

1. From the Tools menu, select Services... , then click the Services tab. If Outlook Address Book is not listed, click Add... .
   
   
2. In the Add Service to Profile dialog box, choose Outlook Address Book. Then click OK twice.
   
   
3. From the File menu, select Exit and Log Off, then restart Outlook.
   
   
4. After Outlook has restarted, right-click the Contacts icon, and choose Properties. (If you can't see Contacts on your Outlook bar, click the View menu and make sure there is a check beside Outlook Bar.)
   
   
5. In the Contact Properties dialog box, click the Outlook Address Book tab, and check Show this folder as an email Address Book, then click OK.
   
   Note: If you have subfolders in your Contacts folder and you want them to show in the Address Book, you will need to go through each subfolder and select the checkbox next to Show this folder as an email Address Book.

This will add your Contacts to the address lists. To determine the lookup order, from the Addressing dialog box to the right of the list, use the up and down arrow buttons.

Also see:

• In Outlook, how do I address email?
• In Microsoft Outlook 97, 98, 2000, or 2002, how do I create a Personal Address Book?
• In Microsoft Outlook 2002 and earlier, how do I add a picture of someone to my Outlook Contacts?
• In Microsoft Outlook, how do I add a contact from the GAL?