Subtitles of the Movie

Now that we have created our Address Book, let's talk in terms of the Best Practices that we can use to get the most from the functionality from the book itself. In working with our Address Book, we can sort information and we can also group information. Grouping allows us to assign classifications to each of the items listed and pull them up on the screen. For instance, if I go to the pull-down under Group and I go to Family, we'll notice only one payee is listed under Family. If I go back to the pull-down and go into my Group, you'll notice a couple people turn up. Go back to the pull-down, go to Work and still others show up. These groups allow you to control the rows of information that will pull up in the Address Book. When I want to see all of my information, I simply go back to All Groups. When we're working with groups, there's a couple things that we can do. First, if I go to the pull-down and I want to create a brand-new group name, I simply go to New. When I select New, what I am creating is the name of the group itself. So when I say OK, I now have a new group in my list that is called New Group. If I want to edit the name, I simply go into Edit, choose the name. I can now rename it just by typing over it and I'm just going to change it to Group and Apply. If I want to delete a group, I can delete it and then say, of course, OK. It wants to know if I want to save my change. Yes, I do. I now have controlled my list of different groups. To add individuals to the groups, all we'll do is reopen modify the payee. I'll double click on Ben, go over to Group and I can choose one or more groups that Ben is a member of. For multiples, I'm going to hold the Control Key down and just select. Family and My Group are selected. When I say OK, Ben is a member of both groups. Notice on the bottom it is telling me all of the groups that Ben is a member of. Notice that when we say include Ben in the Quick Fill List, it came up on the bottom as a group. When I say OK, it's done. I can now go into another payee, back to Group, choose my group, say OK, one more OK and my payee is now added to the group. Groups will control the rows or the records that you will see on the screen. Column sets will control the columns of information that you see; that under Contact Name I'm seeing all my street information. When I go to the pull-down and I choose Miscellaneous, you'll notice that it changed to the Payee and the Spouse. If I go to the pull-down and go to Personal, once again it changed to information about birthdays and anniversaries. I can change this the same way that I worked with the groups. I'll go to the pull-down and you will notice New and Edit. If I'd like to change a current listing, I'll go to Edit. If I want to create a new one, I'll go to New. In this occasions, I'm going to take Edit. It shows me all of my current column sets, so again I can make sure I have the right one selected. I will now go to Edit and you will see a list of all of the available columns and what is displayed. If I'd like to remove an item, I'll simply select the item and hit Remove. I can do this to as many as I want to. If I'd like to add an items, such as a home fax, I'll grab the item, hit Add, say OK and I have now added it to the list. When I am done, I'll simply say Done. Now we had edited Personal. You'll notice now that we have changed it for Home Fax to appear on the screen. The idea here is we have the ability to actually control all the information that we see on the screen itself. If I have columns that I can't see all of the information in, the idea is to simply go into Edit, go to Contact, Edit Contact, remove some of the columns that I am not using. I'll just select one more; Remove. Say OK, then Done and you'll notice it opens up and re-spaces each of the columns. The Address Book is extraordinarily powerful when you utilize groups and your column sets. Notice also on the top you have the ability to sort. Each of the columns that we've added in can be sorted for quick viewing. Take the time to set up your Address Book. It is definitely well worth it.