Creating an address book will let you keep all of your contacts in one place digitally. As a result, it can be very important for someone who relies on communicating with various people, be it via email or phone. To make a digital address book, you’ll need access to a computer, Microsoft Excel, or Microsoft Word. For the purposes of this guide, we’ll cover the process of making an address book using Microsoft Word, as it is generally more accessible and more easily available worldwide.
What is an Address Book?
As the name suggests, an address book is a repository of contact information for friends, acquaintances, colleagues, and just about anyone you know. It is created by inputting contact information for many different people. Within Word, an address book can be imported very easily. In other software, such as Excel, an address book will have to be created from scratch. Most often, an address book contains the following information;
- Name
- Address
- Email Address
- Phone number(s)
Benefits of Using an Address Book
Address books can be used for many purposes. They are helpful when there is a need to store contacts, addresses, and phone numbers in one place. To make the best use of an address book, it is necessary to understand what some of the benefits are:
Saves time
When there is a need to store several contacts, names, and addresses in one place, writing down these numbers on a piece of paper can be time-consuming. For example, it would be imperative to have the information about all the people we want to invite to a party or an important meeting at a particular venue. It is, therefore, necessary to gather all the contact information about one person in one place. This can be done with an address book. It is also helpful when there is a need to store the contacts, addresses, and phone numbers for different purposes that may be required in the future.
Saves space
Due to the large number of contacts that we would have at one time, it is crucial to managing our time and space resources properly. The paper-based address book would not be able to store as many contacts compared with what can be accomplished with a computer address book. Therefore, when you are looking to store a large number of information, such as those that are relevant to your work, it is necessary to consider the benefits of computer-based address books.
Store all the contacts in one template
You can store all the contacts in one place with an address book. An online-based address book is an easy way to manage many contacts in one location. This is important when you must refer to the data frequently, such as when you are looking to recall all the contact information associated with a particular task or when you want to check whether everyone has been invited to an upcoming event.
Convenient in daily life
When using an address book in a computerized format, it is possible to click on the contact information and instantly view the corresponding details. With the paper-based address book, this feat would be much more difficult, if not impossible. You can quickly locate a particular contact without flipping several pages when you need to locate a particular contact. This convenience is essential in daily life.
Editable
The most significant advantage of using an address book is that it can be edited. You can add, delete, and rearrange the contacts in several ways with an address book. This is important when you need to manage a large number of contacts. In addition, editing an address book is more straightforward than editing the information stored in an old-fashioned paper-based address book.
How Do I Insert an Address Book in Microsoft Word?
By default, Microsoft Word has a very simple way in which address books can be imported directly into a document. One of the simplest ways in which users can do is by using the ‘Insert Address’ button.
First, users can add the ‘Insert Address’ button onto their toolbar. (This step isn’t necessary, but is highly recommended if adding addresses to text is something that the user finds themselves often doing). This can be done by clicking the ‘Customize Quick Access Toolbar button. Then, select ‘More Commands’, after which you’ll have access to a drop-down box. In this box, select Address Book. This will let you add the address book as a quick access tool.
Once that’s done, inserting an address is very straightforward – Simply place your cursor where you’d like to insert a particular contact as if you were typing. When you’ve reached the space within which the contact goes, select ‘Insert Address.’ This should prompt a dialog box called ‘Select Name’ to open. When it does, simply select the contact you wish to insert, and voila, you’re all set!
Free address book templates
Tips for Using Address Book Templates
With the many benefits of using an address book, here are some tips that you can utilize to make the most of your address book template.
Sync with phones and emails
When you organize your contacts in the online address book, you should ensure that the details stored in the computer are linked to the phone numbers and emails stored on your mobile phones and other devices. Accessing the information stored in your address book is convenient for accessing it from different devices, such as computers, tablets, and smartphones.
Organize using labels and tags
It is essential to be organized when using an address book template. It would be best to always have a label for each contact to make it easy to find. You can also use some features like highlighters when you want to emphasize a particular contact. You can use labels such as “Invitations,” “Mentions,” “Notes,” and so on. Whenever you want to retrieve the contact information associated with a particular name, you can easily do that by using the relevant label. Labeling your contacts is also useful when searching for a particular name. For example, if you need to find out the phone number or address of someone you have invited to a party, you can check the “Invited” label.
Input all contacts
It is essential to input the details relevant to the contact for every contact. This may include their name, position, phone number, email address, etc. A computer address book makes it possible to save the contact information and other details such as their work unit and office addresses. Having this information in one place can be very helpful when you need to refer to the information in the future or when you want to make a copy of this information to be stored in a different location.
Remember to backup
It is crucial to back up the address book whenever you update or add new contact information. This will be necessary when the address book is stored in the server crashes. In addition, the backup copy can be used in case your computer crashes and you need to access some of the contacts stored in an online-based address book. To ensure that you have backed up your contacts, it is necessary to keep a duplicate copy of it on your computer’s hard drive.
Conclusion
Address book templates are one of the most important tools for organizing and managing your contacts. When you want to save time or be able to access the information stored in your address book instantly, you need a template. A computer-based address book is the best way to organize contacts as they offer great flexibility when it comes to organizing contacts quickly and efficiently and when it comes to storing and retrieving contact details in an instant.