Office 365

Office 365 – About the Microsoft Outlook Address Book

Office 365 – About the Microsoft Outlook Address Book


The Address Book is a collection of address books or address lists. You can use the Address Book to look up and select names, e-mail addresses, and distribution lists when you address messages. When you type a name in the To, Cc or Bcc fields of an e-mail message, Microsoft Outlook automatically checks to see if the name you typed matches a name in the Address Book. If there is a match, the name is resolved — the Display Name and e-mail address are filled in — allowing you to send the message. If there is no match, the Check Names dialog box prompts you for more information or you can create a contact by clicking New Contact. If more than one name contains the letters you typed, you can select a name from the list.

In addition to using the Address Book to address messages, you can look up names and other information, such as office locations and telephone numbers, by typing the name in the Find a contact box on the Standard toolbar.

When you first open the Address Book, the default address book (usually your Global Address Book) is displayed. You can change the default address book and also set other Address Book preferences, such as which address book to check first when sending a message and the location to store personal addresses.

Various Address Books in Outlook

Global Address Book (GAL)

The Global Address Book contains the names and e-mail addresses of everyone in the directory. It may also contain global distribution lists and public folder e-mail addresses. Subsets of the Global Address Book are displayed in the Address Book when you choose an entry under All Address Lists on the Show names from the list.

Personal Address Book

Personal Address Books can no longer be created using Outlook. The Personal Address Book is a list of names and distribution lists that you create and maintain. Personal Address Book entries are stored in a file and can be copied to a disk. You can keep the e-mail addresses of your personal contacts in either the Contacts folder, which is recommended, or the Personal Address Book.

Internet Directory Services (LDAP)

Internet directory services are used to find e-mail addresses that are not in a local address book or a corporate-wide directory such as the Global Address List. An Internet connection is required to view an LDAP address book unless the LDAP directory is part of your organization’s network.

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