Office 365 (Outlook on the web) - Getting Started with People

In Outlook on the web, you use the People page to view, find, create, edit, and delete contacts. You can use your contacts for your own reference, and you can automatically add them as recipients when you compose an email message.

Note: After creating a contact, the contact will appear within auto-complete after 24 hours. Additionally, when updates are made to a contact, you will need to delete the updated contact from auto-complete, then wait 24 hours for auto-complete to be updated with the changes.


The following topics will be covered:


Getting to the People page

  1. Sign in to Outlook on the web.
  2. Near the top-left of the screen, select the App Launcher > People.

What you'll see on the People page

People Overview

Here's a short description of what you'll see:

  • The Search People box, which you can use to search for a contact or contact list.
  • The toolbar, which provides menus and commands for creating and modifying your contacts and contact lists.
  • Featured people, which shows people you frequently contact, who you're meeting with, who you may want to follow-up with, and your favorites.
  • Your contacts, which contains all of your contact folders.
  • The middle view pane, which displays the contacts and contact lists contained in the items that is selected in the left navigation pane.

Pin your favorite view and choose how your People page should look:

  • Select Featured people from the left navigation pane.
  • For a description of each view, read here.
  • To pin a view as your starting point, select Pin this view.

Select a person to see more about them:

  • When you choose one of your contacts, a pane opens on the right. Here, you'll see more information about your contact, such as their email, phone, and office location. You'll also see who they're connected to in the organization, and what groups they belong to.
  • At the bottom part of the pane, you'll see your interaction with the contact. View email messages you've exchanged, files shared with you, and any common meetings or events in the past or the future.

Understanding and working with contact folders

When you create a contact or contact list from scratch, it gets stored in the contact folder that's selected in the left pane. You can create contact folders to keep certain contacts or contact lists together and find them more easily.

Contact Folders

Your contacts, which is in the left pane of the People page, contains all of your contact folders. When Your contacts is collapsed, you can select it to expand it and see all of your contact folders. When Your contacts is expanded, the Contacts folder appears directly under it, as shown in the screen shot above. You get the Contacts folder automatically. It contains all of your local contacts unless you create other folders and add contacts to them.

Working with contact folders:

  • To create a new contact folder, right-click Your contacts in the left pane, and then select New folder.
  • To rename or delete any contact folder that you created, right-click the folder and then select Rename or Delete.
  • To move any contact folder that you created to a location named Other contacts so that the folder is still visible but out of the way, right-click the folder and then select Move to "Other contacts". You'll see the folder appear under Other contacts.

Creating a contact or contact list

Creating a contact from scratch:

  1. Under Your contacts in the left pane, select the folder that you want to create the contact in. If Your contacts is selected rather than a particular folder, the new contact is created in the Contacts folder.

    Important: Before you create a new contact, make sure you select the folder in the left pane that you want to create it in. After you create a contact, it isn't possible to move it to a different folder. To store a contact in a different folder after you create it, delete the contact and then re-create it in the other folder.

  2. On the toolbar near the top of the screen, select New > Contact.
  3. In the 'Add contact' window that opens, fill in the details that you want.
  4. Click Save when you're done to save the contact.

Creating a contact from an email message:

  1. In an email message, select the name of the sender/recipient that you want to add to your contacts.
  2. On the contact card that appears for that person, click More actions (...) > Add to contacts.

    Contact Card

  3. In the 'Add contact' window that opens, fill in the details that you want.
  4. Click Save to add the card to your Contacts folder.

    Important: When you create a contact in this way, it isn't possible to save the contact in a different folder or to move it to a different folder.

Creating a contact list:

A contact list is a collection of contacts. It's sometimes also called a distribution list. You can specify a contact list as a recipient when you compose an email message. When you send the message, it goes to all of the contacts in the list at the same time.

  1. Under Your contacts in the left pane, select the folder that you want to create the contact list in. If Your contacts is selected rather than a particular folder, the new contact list will be created in the Contacts folder.

    Important: Before you create a new contact list, make sure you select the folder in the left pane that you want to create it in. After you create a contact list, it isn't possible to move it to a different folder. To store a contact list in a different folder after you create it, delete the contact list and then re-create it in the other folder.

  2. On the toolbar near the top of the screen, select New > Contact list.
  3. In the blank form that opens, enter the Contact list name, the contact list Members, and optional Notes.
  4. Click Save when you're done.

Working with contacts and contact lists

Editing a contact or contact list

  1. In the middle pane, check the box next to the contact or contact list that you want to edit, and then select Edit on the toolbar.
  2. Make the changes that you want to make.
  3. Select Save when you're done.

Deleting a contact or contact list

  1. In the middle pane, check the box next to the contact or contact list that you want to edit, and then select Delete on the toolbar.

Searching for a contact or contact list

  1. To search for a contact, enter their name or email address in the Search people box, and then select the search icon or press Enter.
  2. To search for a contact list, enter part or all of the name of the contact list in the Search people box, and then select the search icon or press Enter.

Linking and un-linking contacts

You can link contacts to each other to indicate that they are somehow related. In addition, Outlook on the web automatically detects contacts that have the same or very similar names and links them so that they appear as a single contact.

  • To link contacts, select the check box next to each contact in the middle pane, and then on the toolbar, select Link.

    Link Contacts

  • To un-link contacts, select the checkbox next to a linked contact. On the toolbar, select the Links drop-down menu, and select the X next to the contact you want to un-link from the others.

    Unlink Contacts


Viewing your contacts and contact lists

On the People page, when you select an item in the left pane, the middle pane displays contacts that are in that item, as follows:

  • When you select Featured people, the middle pane displays the people you frequently contact, people on your calendar today, your favorite people, and people you may want to follow up with. If you pinned a view, it appears at the top of the middle pane.
  • When you select Your contacts, the middle pane displays all of your contacts and contact lists.
  • When you select a particular contact folder, the middle pane displays only contacts and contact lists that are in that folder.

Using the filter menu to narrow and sort the contact display

When you select Your contacts or a particular contact folder, a drop-down menu at the top of the middle pane lets you narrow and sort the contacts and contact lists that are displayed there. The name of the menu describes the sort order that's currently being used. The default menu name is By first name, because that's the default sort order. When you select the menu to open it, you'll see that it contains the following three sections:

  • The Sort order section, where you can sort by First name or Last name.
  • The Display order section, where you can sort by First last or Last first to control how each name appears.
  • The Display section, where you can choose People if you want to view only the contacts that are people, Lists to view only the contacts that are contact lists, or All to view both.

See Also:




Keywords:microsoft office365 o365 web client outlook web app help mail calendaring contacts owa create group mailing list distribution personal manage getting started   Doc ID:29855
Owner:Ara M.Group:Office 365
Created:2013-04-25 09:14 CSTUpdated:2017-01-30 11:26 CST
Sites:DoIT Help Desk, DoIT Tech Store, Office 365
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