Managing Your Contacts

Contacts is where you can store contact details. Your Personal contact list consists of contacts you maintain. By default a Contacts and an Emailed Contacts address book are created in Contacts. You can create additional contact lists and share them with others.

You can add contacts to any of your contact lists. 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 list is populated automatically when you send an email to a new address that is not in one of your other contact lists.

Your email administrator can set a maximum limit for the number of entries you can have in all your contact lists. 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 contact lists that match the text you are typing.

Adding Contacts to an Contact List

Add a New Contact

  1. Go to the Contacts page and select New Contact.
  2. 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 contact numbers.
  3. Optional: You can select Other to:
    • Add a custom text box. Select Custom from the drop-down menu and enter the information in the text field.
    • Add a Birthday or Anniversary from the drop-down menu, and use the calendar to select a date.
  4. 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 Contacts Folder to save the contact.
  5. Click Save.

Add a New Contact from an Existing Email Message

You can add email addresses to an address book directly from the Sent By, To, Cc, and Bcc fields.

  1. In an email message, right-click the name to add and choose Add to Contacts. A new contact form opens pre-populated with the information available from the email header.
  2. Add additional information and check the pre-populated fields for accuracy.
  3. Choose how and where you want to save the contact.
    • 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.
  4. 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 contact lists, 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.

  1. Go to the Preferences>Contacts page.
  2. Under Options>Settings , select Add new contacts to “Emailed Contacts”.

Viewing Contacts in Your Contact Lists

Check if an Email Address is in Your Contacts List

Creating a Contact Group

You can combine multiple email addresses into a Contact Group when you want to send the same message to everyone in the group. The Contact Group is assigned a name, called an email alias. 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 Contacts > New Contact drop-down menu and select Contact Group.
  2. Enter a name for the group.
  3. Add members to your group using your contacts, or manually enter email address(es).
  4. Click Add or Add All.
  5. Click Save.

Creating a Contact Group from a Contacts List

You can create a Contact Group within a selected Contact List. Select members of a Contact List to become a member of a Contact Group within the selected Contact List. This makes it convenient for you to send messages to a particular group of people within a Contact List, instead of selecting addressees one by one.

  1. Go to the Contacts page and open a Contact List.
  2. Select the contacts from the selected Contact List you want to be in your Contact Group.
  3. Go to Actions>Contact Group>New Contact Group.
  4. Enter a group name and click OK. A Contact Group is created within the Contact List you selected.

Adding Members to an Existing Contact Group

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

Moving a Contact to Another Contact List

You can move contacts from one Contact List to another.

  1. Go to the Contacts page and select the contact list from which you want to move a contact.
  2. Right-click a contact and select Move.
  3. Select the new destination contacts folder.
  4. Click OK.

Editing Contact Information

  1. Go to the Contacts page and select the contact list 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 contact list as electronic business cards, called vCards.

  1. Go to the Contacts page and select the contact list 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 Contacts page and select an contact list or contact to print.
  2. Click the Print icon and select Print selected contact(s) or Print Contacts.

Deleting Contacts

Any contact lists you create can be deleted. When contact names are deleted, they no longer appear in your contact list 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:

Importing a Contact List

You can import contact lists that are saved in a comma-separated (.csv) file. After the contacts are imported, they are alphabetized by last name.

  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. If creating a new address book, click New and enter a name, color and location for the new folder.
  5. Click OK.
  6. 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 a Contact List

You can export a contact list 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.
  3. Select the Source folder of the contacts to export.
  4. Click OK.
  5. Click 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.