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10 Minute Guide to Microsoft Exchange 5.0
- Lesson 5 -
Using Personal Address Books
In this lesson, you learn how to create a personal address book, so you can
keep your own list of message recipients.
Creating a Personal Address Book
A personal address book (PAB) is a list of addresses that you can create, customize,
and use for sending messages. This is your own personal list and is not visible to
any other users. You can add and delete names as necessary to keep your PAB up-to-date
and useful.
Before you can begin using your PAB, you have to create it. This is a two step
process. First, you add the Personal Address Book to the list of Microsoft Exchange
Client services you want to use. Then you create the Personal Address Book. The following
two sections walk you through those processes.
Adding the PAB to Exchange Client Services
By default, the installation process for Microsoft Exchange Client does not give
you the option of having PABs. The administrators who installed your software might
have added this option for you, but if they didn't, you can easily add it yourself.
To see if you have a PAB option or to add the option, choose Tools, Services to display
the Services dialog box (shown in Figure 5.1).

Figure 5.1 The Services dialog box.
If Personal Address Book is listed there, you're all set. If not, follow these
steps to add the PAB to your Microsoft Exchange Client software and to customize
some of its features:
- 1. In the Services dialog box, click Add to display the Add Service to
Profile dialog box (see Figure 5.2).
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Figure 5.2 The Add Service to Profile dialog box.
- 2. Select Personal Address Book.
3. Click OK, and the Personal Address Book Properties dialog box appears.
Accessing the PAB Service If the PAB service was already listed in your Services
dialog box, you can access the PAB Properties dialog box by selecting Personal Address
Book from the list on the Services tab and choosing Properties.
4. (Optional) The PAB Properties dialog box offers the following configuration
options, which you can change to customize your PAB to your own tastes and habits:
- You can use the Path box to change the name of the PAB file from Mailbox to any
other name (perhaps your own name); however, make sure you keep the .PAB file extension.
- You can change the way names are listed (and alphabetized) by choosing First
Name or Last Name.
- You can use the Notes tab to write yourself a note or to make a comment about
this PAB (which is not usually necessary unless you're planning to create multiple
PABs).
5. When you finish making the desired changes (or if you're perfectly happy with
the default configuration to begin with), click OK to close the PAB Properties dialog
box.
If you just added the PAB service, Exchange displays a message telling you that
your PAB will not be available for use until you exit and log off your current Exchange
session. This is because the services available for you when you start Exchange are
determined by the software as it first starts up (it reads the list in the Services
dialog box). When you started this Exchange session, the PAB was not listed in the
Services, so you can't use it now. However, next time you start the software, it
will be listed. If you want to use the PAB right away, exit, log off and start Exchange
again.
Adding Listings to Your PAB
To add listings to your PAB, copy them from the Global Address List. To do this,
follow these steps:
- 1. Choose Tools, Address Book to display the Address Book dialog box.
2. If necessary, click the Show Names From drop-down arrow and select Global
Address List from the drop-down list.
3. Select a name from the list that appears.
4. Click the Add to Personal Address Book toolbar button (see Figure 5.3).
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Figure 5.3 Select a name in the Global Address List and copy it to your
Personal Address Book.
- 5. To look at the PAB list, click the Show Names from the drop-down arrow
and select Personal Address Book. The entries in your PAB appear.
6. When you've added all the names you want to your PAB, click the Close button
to exit the Address Book dialog box.
Note that if you opted to organize your PAB by last name, the entries (which are
sorted by first name by default) are re-sorted and displayed by Last Name when you
move them into your PAB.
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Copying Multiple Entries You can copy several names to your Personal Address
Book at one time by selecting the first name you want to add, holding down the Ctrl
key, and selecting any additional names. Then click the Add to Personal Address Book
button, and all the highlighted entries are copied. If you want to copy a group of
names that are listed consecutively, select the first name you want to include, hold
down the Shift key, and click the last name to include.
Using the Personal Address Book
Because your PAB contains addresses for only the recipients you most frequently
send mail to, finding the recipient you need in the PAB will be much faster than
scrolling through all the names in the Global Address List.
When you need an address, you can call up an address book in either of the following
ways:
- Choose Tools, Address Book.
- Open the New Message window, click the To button, click the Show Names from the
drop-down arrow, and choose Personal Address Book.
In this lesson, you learned how to create a personal address book and how to add
names to it. In the next lesson, you'll learn how to create distribution lists so
you can send messages to groups instead of to one person at a time.
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