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Using the Address Book

The Web Mail Address Book is a convenient tool for storing the email addresses and other contact information of people you frequently email.

The Address Book screen displays the Name, Email Address, and Phone number of each contact, that you have added to your address book.

Adding New Contacts

You can store up to 2,500 contacts in your Web Mail Address Book.

To add a new contact to your Address Book:

  1. Open the Address Book (click the Address Book link from the links on the left of the Web Mail page).
  2. Click the Add pull-down menu above the list of contacts, then choose Contact. The Add Contact window will open.
  3. Fill in the contact's email address and other optional information.
  4. Click the Save button at the top or bottom of the screen.

Exporting Your Address Book to Other Programs

Web Mail can export your list of contacts to a "comma separated value" (or CSV) file that can be read by many other programs, such as Microsoft Excel. To export your address book, click the Export Address Book link in from the Web Mail Preferences.

Importing Contacts into Your Web Mail Address Book

You can import contacts from any email program that can save its contact list as an Outlook (Microsoft) "CSV" file, using the Import Address Book link from the Web Mail Preferences. To export your email program's contacts to a CSV file, follow the instructions in the Help for that program.

Your Address Book can hold up to 2,500 contacts. If you are importing a list of contacts that is too large, Web Mail will let you know how many contacts you need to delete before you can import the file. You can either remove contacts from your Web Mail Address Book or from the list you are importing.

Your Web Mail Address Book may contain some of the same contacts as the list you want to import. When importing, Web Mail will give you an opportunity to decide what to do with duplicate contacts. Duplicate contacts share the same First, Middle, and Last name, and at least one email address.

Mailing Lists (or Groups)

The Address Book allows you to sort your contacts into mailing lists (also called groups). These are useful in two main ways:

1. You can write one email, addressed to the mailing list, and it is received by all the contacts in that mailing list.

2. You can use the Show pull-down menu at the top of the Address Book to show only those people within a certain list. If you have a lot of people in your address book, this can be a quick way to see just those names you want.

Adding a Mailing List

To add a new mailing list to your Address Book:

  1. Open the Address Book (click the Address Book link from the links on the left of the Web Mail page).
  2. Click the Add pull-down menu above the list of contacts, then choose Mailing List/Group. The Add Mailing List/Group window will open.
  3. Enter the information for the new group, then click Add.

Sending an Email to a Mailing List

To send an email to a Mailing List:

  1. From the Write Message window, click the Email Addresses link (above the To box). An Address Book window will open.
  2. Click the All Groups pull-down menu at the top of the window and choose the mailing list you want.
  3. Click Check All.
  4. Click the Insert Checked Contacts button to go back to the Write Message window. All the contacts in the mailing list will be in the To box.
  5. Send your message!

Renaming a Mailing List

To rename a mailing list:

  1. From the Show pull-down menu at the top of the Address Book window, choose the group you want to rename. That group will appear.
  2. Next to the group name, above the list of contacts in that group, you will see a rename link and a delete link. Click rename.
  3. Enter the new name into the Group Name box, then click Save.

Deleting a Mailing List

To delete a group:

  1. From the Show pull-down menu at the top of the Address Book window, choose the group you want to rename. That group will appear.
  2. Next to the group name, above the list of contacts in that group, you will see a rename link and a delete link. Click delete.
  3. The group will be deleted.

Tips and Techniques - Mailing Lists

Let's say you have a ten-year-old son, Bill, who plays on a Saturday morning soccer team. You are responsible for composing and emailing a weekly soccer team newsletter containing practice dates, game dates, appointments, etc.

You could make a new mailing list called Bill's Soccer Team, for example, and add all the team member contacts to the list.

When you send your weekly email newsletter, the mailing list function allows you to send an email to the list by choosing it as a recipient from the Address Book when you are composing a new message.

Tips and Techniques - Managing Large Lists

Say you want to set up a golf game at a convention you're attending next month. You need three other players, so you decide to email an invitation to five of your friends—just to be on the safe side! The problem is, you have over 500 contacts in your Address Book!

As your contact list grows, finding a particular person can become more difficult. Luckily for you, you made a mailing list called My Golf Buddies. There are only 25 contacts in the My Golf Buddies list.

So, instead of wading through 500 contacts, you can use the Show pull-down menu to display only the contacts in the My Golf Buddies list. From that much smaller list, it is easy to pick the five friends you want to invite.