Address Book

By default, two address books called Contacts and Emailed Contacts are already created for you. You may not delete or rename these address book.

Contacts - is the general default address book to store your contacts.

Emailed Contacts - is populated every time you send an email to a new address that is not in one of your other address books. You can disable this feature from by going to Preferences > Address Book tab and un-selecting "Enable auto adding of contacts" checkbox.

Global Address Lists (GAL) - is the University of Guelph's campus-wide directory. You cannot edit entries in the GAL but you can import an address once it appears in an email you sent or received.

Address Book Options

Contacts:

Contact Groups:

Creating Address Books

  1. Click on the New button
  2. Select New Address Book
  3. Enter a Name for the Address Book
  4. Select a Color for the Address Book
  5. You can Select where to place the new folder where to place the Address Book, by default it will be place underneath "Address Books" but you can place under another Address Book.
  6. Click OK
  7. If you now click on the Address Book tab, you will see your new Address Book.
  8. You can now add contacts and groups to your Address Book.

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Importing Address Books

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 to locate the .csv file to import.
  3. Click Import. A list of your address books is displayed.
  4. Select the address book to import into or create a new address book.
  5. Click OK.  Depending on the size of the .csv file, import may take a few minutes.
  6. When Import is complete, the Status Box shows the number of contacts successfully imported.

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Editing Address Book

You can change the name and colour of your Address Book after it has been created:

  1. Go to the Address Book tab
  2. Right-click on the Address Book that you want to edit
  3. Select Edit Properties
  4. Make your changes
  5. Click OK. 

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Deleting Address Books

  1. Go to the Address Book tab
  2. Right-click on the Address Book that you want to delete
  3. Select Delete
  4. The deleted Address Book will now be moved to "Trash" 

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Viewing Address Books

You can view the contact names in a list or as detailed cards. The Contact List view is a vertical list of all of your contacts. The Detailed 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 tab, Default contact 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.

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Searching Address Books

Simple Search

  1. Enter search criteria in the Search box such as has:attachment or perhaps the sender's name.
  2. To narrow the search results, click the Contact Search button so the search is performed only Contacts and Contact Groups (if you're in the Mail tab you will see )
  3. Click Search.

Advanced Search

  1. Click on Advanced  in the Search bar.
  2. Click icons in the toolbar to open the pane for the type of criteria you want to use for your search
  3. Enter the search criteria. As soon as you enter a criteria in a search pane or as soon as you have made any selection change in any other search pane, such as changing a radio button or a drop-down search option, the search executes.
  4. Items matching the search criteria are listed in the lower right. If the Conversation feature is enabled, conversations containing messages that match the search criteria are listed.
  5. To refresh the search results area, click Search.
  6. To close the Advanced Search pane, click the close button 

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Contacts

Your address book is comprised of Contacts, you can add contacts to any of your address books

Creating Contacts

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

Add Contact from Email 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.

Adding Contacts Automatically

  • Select an address on an email message and right-click to add the email address to your address book
  •  In Preference > Address Book, select  Enable auto adding of contacts

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Editing Contacts

  1. Go to your Address Book where the contact is located or search for the contact
  2. Right-click on the Contact
  3. Select Edit Contact
  4. Make your changes. If you want to move the contact to another Address Book, use the Address Book pull-down menu and select the address book where you want to move the contact.
  5. Click Save. 

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Deleting Contacts

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

Please note: 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.

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Contact Groups

Contacts Groups are distribution/group lists that contains multiple email addresses.  When you select a group contact name, everyone whose address is included in the group list is automatically added to the address or attendee field of the message or meeting.

Creating Contact Groups

  1. Click on the New button 
  2. Select New Contact Group
  3. In the Group Name field, type the name of this group list.  
  4. You have 2 ways to add members to this group:
    • Type in Directly
      1. Enter the email address directly in the Group Members list box
      2. Separate addresses by a comma (,), semicolon (;) or return to start the address on a new line
    • Search for Contact
      1. In the Find field, type a name and then select whether to search in the Global Address List, Contacts or in your Personal and Shared Contacts
      2. Click Search
      3. Names that match your entry are listed in the box below.
      4. Select the names to enter and click Add, the names are added to the Group Members list.
  5. Click Save

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Editing Contact Groups

  1. Go to your Address Book where the Contact Group is located or search for the Contact Group, remember Contact Groups have this iconbeside it.
  2. Right-click on the Contact Group
  3. Select Edit Group
  4. Make your changes, such as:
    • Renaming the GroupName
    • Moving the Contact Group to another Address Book - use the Address Book pull-down menu and select the Address Book where you want to move the Contact Group
    • Adding new members to the group.
  5. Click Save. 

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Deleting Contact Groups

  1. Go to your Address Book where the Contact Group is located or search for the Contact Group
  2. Right-click on the Contact Group
  3. Select Delete

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