If you use Outlook for contacts, you undoubtedly have many contacts working at the same company. So, what happens if the company changes the fax number? I will show you in three (3) easy steps how to change Outlook group fax numbers.
A few years ago in the Phoenix Metropolitan area, new area codes were created. When contacts changed from area code 602 to 623, many Outlook users took quite a bit of time changing each individual contact. If they would have used this tip, it could have saved them hours of time!
First, if you are not familiar with Outlook Contacts, you will need to learn about views.
Outlook allows you to change your view to suit your particular needs.
Click on View | Arrange By, and then choose the field you wish to have your contacts grouped by.
You may also right-click on the headers and choose “Customize Current View.”
If you have the Navigation Pane open, you will see a few choices for arranging your contacts. The Navigation Pane is on the left side of the screen. If the option you wish to arrange your contacts is in the Navigation Pane, simply click on the box to select that view.
To change the view back to the Address Cards View, simply click on “Address Cards” or “Detailed Address Cards” in the Navigation Pane.
Now that you are familiar with views, let me show you how to change a group fax number.
1) Change the view to have your contacts arranged by (or grouped by) Fax Number. Simply right-click on the header (the field names) and choose “Customize Current View.”
2) In the “Group By” button, click on the drop down arrow and choose “Business Fax.”
Once you click OK to save, you will notice your contacts are now grouped by the “Business Fax” field.
Now, simply change one of the contacts’ fax number to the new fax number. Once this is changed, you will notice a new “group” with the new fax number.
3) Simply click and drag the “Old Fax Number” group to the “New Fax Number” group.
NOTE: Make sure you click on the group header, not the individual contacts.
Outlook will give you a small pop-up window that says “change fax number”. When you release your mouse, all of the contacts in the group will now have the new fax number.
It’s that simple. You may also use this tip to change any other item that needs to be changed for an entire group.