One benefit of moving all of OSU to a single e-mail system is that it makes it possible for us to use a single directory. What does this mean? It means that you will no longer need to switch away from the e-mail you are writing to search for someone’s info in Find People. It means there’s an easy way to double-check that your e-mail is going to the Smith or Jones you intend. And it means that you can include room reservations as part of your meeting invitations (if your unit has set this up).
In short, it means the Global Address List (GAL, for short) is a really useful feature. This blog post will aim to tell you the basics of what you need to know to use it. For more information, please visit the OCIO’s Overview of Outlook 2010 or one of the several resources described in this early DU blog post. Note: you can access the GAL through the Web version of Outlook, as well as the desktop version. There are some important differences, but this post will focus on the desktop version.
1. Access the Global Address List
You can access the GAL in any e-mail or meeting invitation you are composing. Click on any of the buttons to the left of the addressee blanks, labeled To…, Cc…, or Bcc….
Clicking on any of those buttons will pop up the GAL window.
2. About the GAL Window
There are basically 4 parts of this window you need to notice:
a) the Search box
b) the Address Book selector
c) the Address List itself
d) the Addressee boxes
3. The Search Box
By default, the Global Address List shows every room and every person it contains. The search box allows you to find the name you want more quickly.
Note: In the Desktop version of Outlook, typing in the search box allows you to skip ahead to the first result that matches your typing. This means you need to search by the person’s last name. (In the web version, you can search the list for any string.)
3. The Address Book Chooser
The Global Address List is only one of several ways you can access addresses in Outlook. Without going into detail here, the Address Book Chooser allows you to direct this window to access one of these other sources.
For example, you can select “All Rooms” and see a list of only Room resources.
5. The Address List
The GAL contains a lot more information that just names and e-mail addresses. This image shows the columns for Title, Business Phone, and other information. Even more columns can be seen by scrolling to the right, and even more can be added. By default, the Search Box only responds to information in the Name field. Clicking on Advanced Find opens up another window that allows you to search these other fields.
5. The Addressee Boxes
Once you have found the person or room you want, you can add them to the appropriate field of your e-mail or meeting request by using the buttons labeled To ->, Cc ->, etc.. Whichever name is highlighted in the Address List will be added to the relevant field. To add additional people, select them in the list, then click the appropriate button.