Manage contacts in Outlook

In new Outlook, you can:

Sort contacts | Add a contact to favorites | Categorize your contacts | Add people in your organization

Sort contacts in new Outlook

You can sort your contacts in the People tab by First Name, Last Name, Company, or Recently Added. In the main pane, select the current Sort by option dropdown, then change how you sort your contacts.

To change the sort order, in the main pane use the Sort by dropdown. If you select Sort by > Last Name, you can change the sort order to A to Z. If you select Sort by > Recently Added, you can sort New to Old. The app automatically saves your preferred view.

You can add or remove columns to the main pane for Your contacts by selecting the Manage column view button:

Then selecting the columns you want to add or remove:

Add a contact to favorites in new Outlook

1. On the navigation bar in new Outlook, select People.
2. From your contact list, select the contact you want to add to your Favorites.
3. Right-click the contact and select Add to favorites, or select Add to favorites from the Ribbon. You can remove a contact from favorites at any time.

Categorize your contacts in new Outlook

Use categories to organize your contacts. Create contact categories with custom names and colors, then assign any of your contacts so you can find and group them more easily. You can organize contacts grouped under any category by selecting the appropriate category in the side navigation.

To add a contact to a new or existing category:

1. On the navigation bar in new Outlook, select People.
2. Right-click the contact you want to add to a new or existing category.
3. Hover over Add category, then under Create or find a category, Type a category name to either Create the new category or find and select an existing one.
4. The contact is added to the category.

To clear all categories from a contact:

1. On the navigation bar in new Outlook, select People.
2. Right-click the contact you want to clear categories for.
3. Hover over Add category, and then select Clear categories.

To rename a category:

1. On the navigation bar in new Outlook, select People.
2. Select the category you want to rename from the side navigation.
3. Select the More options for Category name ... button next to the category name.
4. Hover over Edit, then under Edit Category, rename the category or choose a new color.
5. Select Save.

To delete a category:

1. On the navigation bar in new Outlook, select People.
2. Select the category you want to delete from the side navigation.
3. Select the More options for Category name ... button next to the category name.
4. Select Delete, and then select Delete again to confirm. Deleting the category doesn't delete the contacts in that category.

Add people in your organization to saved contacts in new Outlook

If you're using new Outlook at work or school and your organization has a directory set up, you can view information about your colleagues without saving them as contacts. You can search for them or select their name or picture from an email message. Their profile card shows information collected from other systems (directory). If you want to add other information, such as notes or birthdays, save your colleagues to your own contacts. The new contact is auto-linked to the existing directory contact. Only you have the information you add.

In classic Outlook, you can:

Sort contacts | Add a contact to favorites | Change the format of contact names | Categorize your contacts

Sort contacts in classic Outlook

You can sort your contacts by the first or last name, company, home city, and more.

1. On the navigation bar in classic Outlook, select People.
2. Select the View tab from the ribbon. In the Current View group, select View Settings.
   
3. Select the Sort button. In the Sort items by dropdown, choose how you want to sort your contacts.
4. When you're finished, select OK, and OK again.

Add a contact to favorites in classic Outlook

1. On the navigation bar in classic Outlook, select People.
2. From your contact list, select the contact you want to add to your Favorites.
3. Right-click the contact and select Add to favorites, or select View more options for interacting with this person, and then select Add to Favorites. You can remove them from favorites at any time.

Change the format of your contact names in classic Outlook

Your contacts might not all be formatted the same way, which can mean they don't show up as expected when you sort using the File As column. For example, some might be filed as First name, Last name while others might be filed as Last name, First name. If your contacts aren't being sorted the way you want them to, try the following steps:

1. In classic Outlook, click File > Account Settings > Account Settings.
   
2. On the Address Books tab, select the address book you want to change the name format for, and then click Change.
   
3. Under Show names by, select File As (Smith, John).

Categorize your contacts in classic Outlook

1. On the navigation bar in classic Outlook, select People.
2. Right-click the contact you want and hover over Categorize.
3. Select a color or select All Categories. You also have the option to change the name of the category.

For more information, go to Organize your contacts with color categories

In Outlook on the web or Outlook.com, you can:

Sort contacts | Add a contact to favorites | Categorize your contacts

Sort contacts in Outlook on the web or Outlook.com

You can sort your contacts in the People tab by First Name, Last Name, Company, or Recently Added. To change how your contacts are sorted, select the current Sort by option dropdown, then change how your contacts are sorted.

To change the sort order, use the Sort by dropdown. If you select Sort by > Last Name, you can change the sort order to A to Z. If you select Sort by > Recently Added, you can sort New to Old. The portal automatically saves your preferred view.

You can add or remove columns to the main pane for Your contacts by selecting the Manage column view button:

Then selecting the columns you want to add or remove:

Add a contact to favorites in Outlook on the web or Outlook.com

1. On the navigation bar, select People.
2. From your contact list, select the contact you want to add to your Favorites.
3. Right-click the contact and select Add to favorites or select Add to favorites from the Ribbon. You can remove a contact from favorites at any time.

Categorize your contacts in Outlook on the web or Outlook.com

Use categories to organize your contacts. Create contact categories with custom names and colors, then assign any of your contacts so you can find and group them more easily. You can organize contacts grouped under any category by selecting the appropriate category in the side navigation.

To add a contact to a new or existing category:

1. On the navigation bar in Outlook on the web or Outlook.com, select People.
2. Right-click the contact you want to add to a new or existing category.
3. Hover over Add category, then under Create or find a category, Type a category name to either Create the new category or find and select an existing one.
4. Your contact is added to the category.

To clear all categories:

1. On the navigation bar in Outlook on the web or Outlook.com, select People.
2. Right-click the contact you want to add to a new or existing category.
3. Hover over Add category, then select Clear categories.

To rename a category:

1. On the navigation bar in Outlook on the web or Outlook.com, select People.
2. Select the category you want to rename from the side navigation.
3. Select the More options for Category name ... button next to the category name.
4. Hover over Edit, and then under Edit Category, rename the category or choose a new color.
5. Select Save.

To delete a category:

1. On the navigation bar in Outlook on the web or Outlook.com, select People.
2. Select the category you want to delete from the side navigation.
3. Select the More options for Category name ... button next to the category name.
4. Select Delete, and then select Delete again to confirm. Deleting the category doesn't delete the contacts in that category.