Managing your Address Books

• Your Address Book
• Adding new contacts
• Adding contacts automatically
• Creating Group Contact Lists
• Sharing your address book
• Importing address books
• Exporting address books
• Printing contact names or address books
• Editing contact information
• Deleting contacts
• Creating address books

Your Address Book (Back to Top)

Address Book is where you can store contact details. By default a Contacts and an Emailed Contacts address book are created in Address Book. You can create additional address books and share them with others.

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 cards that include full name, multiple email addresses, work, home, and other addresses, phone numbers, and notes about that contact. You can also create group contact lists.

The Emailed Contacts address book is populated when you send an email to a new address that is not in one of your other address books. You can disable this feature from your Preferences, Address Book tab. Remove the check from Settings, Add new contacts to "Emailed Contacts".

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

Viewing your contact information

You can view the contact names in a list or as cards. The List view is a vertical list of all of your contacts. The Cards view shows all the information you entered on the contact form.

You can change the view for one session from the Address Book View drop-down. You can change the default view for Address Books from the Preferences, Address Book, Default View setting.

Complete contact information displays as a tool tip when you pass the mouse cursor over a name in an email message or in the email content view, if that name is in one of your address books.

Additional address book features

Other features include the ability to:

• Apply tags to contacts
• Import and export address books

Adding new contacts (Back to Top)

You can add new contacts from the toolbar by clicking the arrow in the button, or by right-clicking a name in a message header and choosing Contacts. When you add a new contact, you enter the name and company information in separate fields. You can select how you want to file the contact in your list. You can enter up to three email addresses and three mailing addresses.

To add a new contact

1. From the toolbar, click the arrow next to New and select New Contact. The New Contact form opens.
2. Enter contact information, including first and last name, email address, job title, company information, email and instant messaging details, and notes. You can also upload a photo of this contact.
3. In File As, select how you want to file the name. The default is to file the contact by last name, first name.
4. In Address Book select one of your personal address books to save the name to
5. Click Save.

To add a new contact from an existing mail message:

1. Open the mail message, the header is displayed in gray, at top of message detail pane. You can add email addresses in the From:, To:, Cc:, and Bcc: fields.
2. Right-click the name to add to your contact list and choose Add to Contacts.
3. The New Contact form opens pre-populated with whatever information was available from the email header. Add additional information and check the pre-populated fields for correctness as well.
4. In File As, select how you want to file the name. The default is to file the contact by last name, first name.
5. In Address Book select one of your personal address books to save the name to
6. Click Save.

You can also create group contact lists.

Adding contacts automatically (Back to Top)

Contacts can be quickly added to your address books when you select an address on an email message and right-click to add the email address to your address book. Also, if you checked the Address Book option to Enable auto adding of contacts, when you send an email to a new address, the address is automatically added to your Emailed Contacts list.

Adding contacts from message header

You can quickly add email addresses to your address books. You can add email addresses from mail header's From:, To:, Cc:, or Bcc: lines. You can do this from any message or conversation view.

When you pass your mouse cursor over an address, a tool tips displays the full email address associated with that name. If the name is already in an address book, both contact information is displayed. If the name is not in one of your address books, only the email address is displayed.

If you right-click on the address, a menu appears with the option to Add to Contacts. Click Edit Contact to add the name to your contacts list. The contacts form displays the name.

You can add additional contact information and select which address book to save the contact information to.

Adding contacts when send a message

An Emailed Contacts address book is automatically created in your mailbox. In your Preferences, Address Book tab, If you checked the setting Add new contacts to "Emailed Contacts", new contact information is automatically added to this address book.

Creating Contact Group Lists (Back to Top)

The Contact Group List feature allows you to create contact lists that contains multiple mailing addresses. When you select a group contact name, everyone whose address is included in the group list is automatically added to the address field of the message.

To create contact group lists

You can select addresses from your address books and you can type in addresses.

Note: Email addresses you type are not verified.

1. On the toolbar, click New and select New Contact Group. The New Contact Group form is displayed.

• If you want to create the group list in an address book other than Contacts, before you start, select the address book and then click New>Contact Group.
  
  You can move a contact group to another list after it is created.

2. In the Group Name field, type the name of this group list.
3. To add members to this group, in the Find field, type a name and then click Search.
4. Names that match your entry are listed in the box below. Select the names to enter and click Add, the names are added to the Group Members list.

You can also add email addresses directly in the Group Members list box. Typed address can be separated by a comma (,), semicolon (;) or Return to start the address on a new line.

5. Click Save on the toolbar. The new group contact is added to your address book.

The icon shows that the contact name is a group contact.

Sharing your address book (Back to Top)

You can share your address books with the following:

• External guests. You create a password for the address book that quests must enter to view the contacts. The address book displays in a .csv file. They cannot make any changes to the address book in your account.
• Public. Anyone that knows the URL to the address book can view the contact list. The address book displays in a .csv file. They cannot make any changes to the address book in your account.

To share your Address Book

1. Right-click on the address book to share and select Share Address Book.
2. On the Share Properties dialog select whom to share with.

External guests

1. When you choose External guests, enter the guest email addresses. You can enter more than one address in the Email: field. Put a semi-colon (:) between addresses.

2. Enter the password that users must enter to view your address book.

3. In the Message area, select which type of message to send. The URL to your address book and the password is included in the email message.

• Send standard message. The standard share notification message is sent to the email address.

• Add a note to standard message. You can add additional information to the standard message.

4. Click OK.

Public

When you choose Public, anyone who has the URL can access your address book. No password is required.

Editing or revoking permission

You can revoke permissions at any time.

1. Right-click a shared address book.
2. Click Edit Properties. Users sharing the folder are listed.
3. Click Edit to change permissions, or
   Click Revoke to remove permissions.
4. Select whether a message describing the change should be sent.
5. Click OK.

Importing Address Books (Back to Top)

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

1. Go to Preferences, Address Book.
2. Click Browse in the Import/Export area to locate the .csv file to import.
3. Browse to the .csv file you want to import.
4. Double-click the .csv file in the File Upload dialog.
5. Click Import .CSV File. Choose the address book to import into or create a new address book.
6. Click OK. Depending on the size of the .csv file, import may take a few minutes.

When Import is complete, the Status Box shows the number of contacts successfully imported. Contacts are in alphabetized by last name.

Exporting Address Books (Back to Top)

Your address books are exported and saved in a comma-separated (.csv) text file format.

1. Go to Preferences, Address Book.
2. Click Export as CSV File. A list of your address books is displayed.
3. Select the address book to export.
4. Click OK. An Open Contacts.csv dialog displays
5. Check Save to disk and click OK. Select where to save the file and file name. The default name is Contacts.csv.
6. Click Save.

Printing contact names or address books (Back to Top)

You can print a complete address book or print the information for selected contacts.

1. Select an address book and check the boxes next to contact names to print.
2. Click the Print icon, .

Printing the address book:

1. Select the address book to print.
2. Click the arrow next to the print icon and select Print Address Book.

For Group Contact lists, if the list is long, only the first few names on the list are printed and More... displays, to let you know that there are additional names that were not printed.

Editing contact information (Back to Top)

To search for and open a contact form:

1. Open your Address Book tab.
2. In the Search box on the Search bar, enter search criteria such as a first or last name or group name.

To search by email address, the complete address must be entered. First or last name must be a whole-word match. For example, you could enter something like Smith or smith@acme.com.

3. From the drop-down list next to the search field, select Contacts to search your address books or select Company Contacts to search the company address book
4. In the Edit Contact form, double-click the record to open the contact for editing and make the changes.
5. Click Save to commit your changes.

To open a contact for editing:

1. From an Address book, right click on the contact to be edited and choose Edit Contact.
2. In the Edit Contact form, make the changes and click Save to commit your changes.

To move a contact to another address book:

You can move a contact by one of the following:

From the Contact Edit form

1. Select the contact and open the contact edit form.
2. In the Address Book pull-down menu, select the address book where you want to move the contact.
3. Click Save.

From the contact name

1. Right-click on the contact to move.
2. Select Move. In the Move Contact dialog, select the address book to move to
3. Click OK.

Deleting contacts (Back to Top)

Contacts can be deleted in one of three ways:

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

• If you delete a contact that was automatically added to your address book, the contact is moved to the Trash folder. You cannot add the name back to your address books until you delete the contact from the Trash folder.

Any contact lists you create can be deleted.

• Right-click on the contact list you created and select Delete.

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 mail compose window.

Creating address books (Back to Top)

Multiple address books can be created to organize your contacts.

To create address books

1. On the toolbar, click New and select New Address Book. The New Address Book form is displayed.
2. In the Name field, type the name of this address book.
3. You can select a color for this address book to be shaded with. This is only for appearance and has no other effect. The default color is Gray.
4. Click OK and your address book is created. It can be viewed in the address book section of the webmail.