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Using address books

Using address books

Address Book is where you can store contact details.

Your personal address books, which consists of contacts you maintain. By default a Contacts, Distributions Lists, and an Emailed Contacts address book are created in Address Book. You can create additional address books and share them with others.

Note:

  • You can import an address once it appears in email you send or receive.
  • You can add additional contact information when the name is in a list in your Address Book.

You can add contacts to any of your address books.

Only a name is required to create a contact, or you can create detailed contact forms that include full name, multiple email addresses, work, home, and other addresses, phone numbers, and an image.

You can also create group contact lists.

The Emailed Contacts address book is populated automatically when you send an email to a new address that is not in one of your other address books.

Your email administrator can set a maximum limit for the number of entries you can have in all your address books.

When you reach this maximum, you cannot add any more contacts.

You can delete contacts to free up space.

When you compose an email message, the auto-complete feature displays a list of names from your address books that match the text you are typing.


Adding contacts to an address book

  1. Go to the Address Book page and select New Contact.

Create new contact

  1. Enter the contact information and optionally upload a photo.
  • A plus sign next to a text box indicates that you can add more than one entry.
  • For instance, in the Phone text box, you can add mobile, home, work, and other phone numbers.
  1. To add a custom text box, select Other from the drop-down menu for the text box and enter the information.
  2. Select how and where you want to save the contact in the upper right of the screen.
  • For File as, select how to file the name. The default is by last name, first name.
  • For Location, select which address book to save the contact.
  1. Click Save.

Automatically add contacts to emailed contacts list

You can automatically save the addresses that you send email to in your Emailed Contacts list.

Any time you respond to, or compose a message that includes an address that is not in your address books, it is added to your Emailed Contacts list. If you are using the autocomplete feature, maintaining an Emailed Contacts list helps you quickly find addresses that you have emailed to in the past.

  • Go to the Preferences>Address Book page.
  • Under Options>Settings, select Add new contacts to “Emailed Contacts”.

Viewing contacts in your address books

  1. Go to the Address Book page and select the address book you want to view.

    The content pane updates with the address book content.

Creating a contact group

You can combine multiple email addresses into a Contact Group when you want to send the same message to everyone.

The Contact Group is assigned a name.

When you email a group contact name, everyone whose address is included in the contact group list is added to the address field.

  1. Go to the Address Book>New Contact drop-down menu and select Contact Group.
  2. Enter a name for the group.
  3. Add members to your group using your address books or enter an email address.
  4. Click Add or Add All.
  5. Click Save.

Adding members to an existing contact group

  1. Go to the Address Book page and select the contact group to add members.
  2. Right-click the contact group and select Edit Group.
  3. Find a new group member.

    You can select new group members from the following options:

Option Description
a.
  1. Type a name into the Find text box and select the address book from the in: drop down menu to search.
  2. Click Search.
  3. Names that match your entry are listed in the address list box.
  4. Select the names from the list that you want to add to the group and click Add or Add All.
b.
  1. Select an address book you want to search in the in: drop-down menu.
  2. Select the names from the list that you want to add to the group and click Add or Add All.
c.
  1. Type the email address in the Or enter addresses below text box.
  2. Separate addresses with either a comma (,) or semicolon (;), or pressing Return.
  3. Click Add.
  4. Email addresses you type are not verified.

The selected names are added to the Members list.

  1. Click Save.

Moving a contact to another address book

You can move contacts from one address book to another.

  1. Go to the Address Book page and select the address book from which you want to move a contact.
  2. Right-click a contact and select Move.
  3. Select the new destination address book.
  4. Click OK.

Editing contact information

  1. Go to the Address Book page and select the address book that you want to edit.
  2. Right-click the contact you want to edit and click Edit Contact.
  3. Make changes to the contact.
  4. Click Save.

Forwarding contact information

You can forward contacts in your address book as electronic business cards, called vCards.

  1. Go to the Address Book page and select the address book that contains the contact you want to forward.
  2. Right-click the contact and select Forward Contact.

    A compose pane opens with the .vcf file attached.
     
  3. Complete the message and click Send.

    Upon receipt, the recipient can download the .vcf directly to their contact list.

Printing a contact name or address book

You can print a complete address book or just print the information for one contact.

  1. Go to the Address Book page and select an address book or contact to print.
  2. Click the Print icon and select Print selected contact(s) or Print Address Book.

Deleting contacts

Any contact lists you create can be deleted.

When contact names are deleted, they no longer appear in your address book and information is not available from the name tool tips for the address auto-completion or from the address search dialog in the email compose window.

Contacts can be deleted in one of three ways:

  1. From an address book, select the contact to be removed, and click Delete on the toolbar.
  2. Drag the contact name to the Trash folder.
  3. Right-click on the contact and select Delete.

Importing an address book

You can import contact lists and address books that are saved in a comma-separated (.csv) file.

After the contacts are imported, they are alphabetized by last name in your address book.

  1. Go to Preference>Import/Export page.
  2. In the Import>File text box, Browse and locate the .csv file to import.
  3. Select the Type of contact list you are importing. You can select to auto-detect the contact list, or select from the contact lists in the drop-down menu.
  4. Select the Destination address book to import the contacts or create a new address book.
  5. If creating a new address book, click New and enter a name, color and location for the new folder.
  6. Click OK.
  7. Click Import.

Depending on the size of the .csv file, the import might take a few minutes.

When the import is complete, the Status Box shows the number of contacts successfully imported.


Exporting an address book

You can export your address books to a comma-separated (.csv) file.

  1. Go to Preference>Import/Export page.
  2. In the Export>Type section, select what you want to export.

Option Description
Accounts
  • All account data can be exported to a "Tar-GZipped" (.tgz) format, which can be imported back into the system.
  • You have the option to select Advanced settings.
Calendar
  • You can export your appointments in the standard iCalendar (.ics) format, then import them into another calendar program.
Contacts
  • You can export your contacts in the standard "Comma-Separated Values" (.csv) format, then import them into another contact manager program.

  1. Select the Source folder of the contacts to export.
  2. Click OK.
  3. Click Export.