Best Practices for Using Microsoft Outlook from a Sales Perspective

How To See Which Contacts Are In Custom Forms

If you use custom forms for your contact records (such as Huntress Contact forms) you may from time to time need to convert new contacts added using your smart phone or a v-card to your custom form. Huntress provides a mechanism on the Huntress menu for converting forms to the Huntress Contact form, however, it is helpful to convert several contact records at the same time rather than having to convert them one at a time. To see all of your custom and standard contact records grouped together, you can create a By Form Type view which will make it much easier to convert forms in mass.

Select your Contacts folder in Microsoft Outlook (select the Contacts options on the Outlook Go menu). On the View menu select Arrange By>Current View>Define Views (see thumbnail below)

Define Views Sub Menu Selection

The Current View Organizer window will open (see thumbnail below).

Custom View Organizer Contacts

Under the View Name column, select By Category and then click the Copy button on the right hand side of the Custom View Organizer window. The Copy View window will open (see thumbnail below). Type “By Form Type” or whatever name you want to give the new view in the “Name of new view” text box. If you would like to use this view in multiple Contacts folders then be sure to select the “All Contacts folders” radio button. On the other hand, if you would like for other user’s with access to your Contacts folder to be able to see this view then select the “This folder, visible to everyone” radio button. Click the OK button on the Copy View window.

Copy View Window

The Customize View: By Form Type window will now open (see thumbnail below) – click the Group By button.

Customize View: By Form Type

The Group By window will now open. In the “Select available fields from” drop down box in the lower left hand corner of the Group By window, select “All Contact Fields” – you will likely have to scroll to find this option or just keep clicking the “A” key until it comes up. Now in the first “Group items by” drop down window in the upper left hand portion of the Group By window, select “Message Class”. Finally, in the “Expand/collapse defaults:” drop down box in the lower right hand corner of the Group By window select “All collapsed”. (see thumbnail below)

Group By Window - By Form Type

Now click the OK button on the Group By window, the Customize Current View window and the Apply button on the Custom View Organizer window. Your new view should be visible in the contacts folder (see thumbnail below).

By Form Type View

This post was written by MistyKhan and published on June 5, 2008 in the following categories: Contacts, How-To's. You can leave trackbacks on this post at this address. To follow the comments on this post subscribe to the RSS feed.


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