Indiana University
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Addressing email

In Microsoft Outlook, you can address email one of two ways:

Using the "To..." field

When using the "To..." field, you can do one of the following:

  • Enter a complete email address in the form username@domain (e.g., jdoe@hotmail.com).

  • Enter the username only (without @domain) of someone listed in the Exchange Address Book. If the user does not have an Exchange account, the Exchange server will try to resolve the username against the Global Address List (GAL). If it succeeds, the message will be delivered to the preferred email address of that user. If it cannot resolve the username, a red line will appear under the username or address in the "To..." field.

  • Enter a name that appears in the Exchange Address Book, in the GAL, or in your Contacts. If the name is unique, the message will be sent. If the name is not unique and appears in the Exchange Address Book, you will be presented with a list of matches from which to choose.

Note for Outlook 2002 and 2003 users: The AutoComplete feature in Outlook 2002 and 2003 can interfere with Exchange resolving the address against the GAL; see In Outlook 2002 and 2003, what is AutoComplete Addressing?

When entering multiple addresses for recipients, separate the addresses with a semicolon.

Using the Address Book

  1. With the message window open, from the Tools menu, select Address Book.... You can also click the To... button to open the Address Book.

  2. Find the name of the intended recipient by selecting from the list or typing a name into the search box.

  3. Highlight the name and click the appropriate box (i.e., To-> for primary recipient, Cc-> for carbon copy, or Bcc-> for blind carbon copy).

  4. When finished, click OK.