Connections Mail


Access Address Book

With the E-mail application, you can access and create an address book that you can use to maintain information about your frequent online contacts. Use the following tips to access and navigate the address book.

  1. To open the Address Book, open the E-mail application and do one of the following:
    • Click on the Address Book tab.

      Address Book Tab
    • Click the Address button to the right of the To: field in the Compose E-mail screen.
  2. The Address Book displays a list of all contacts, including a "name," "primary e-mail address," "display name," and "home phone" for each. Click on the "primary e-mail address" attribute (displayed as a link) and the Compose Message window opens allowing you to create and send a message to that contact. Click on the "display name" attribute (also displayed as a link) and you can edit information for the contact.
  3. Use the drop-down View menu to filter the displayed list of contacts by logically related groups that you create. Select the group from the menu, and all contacts in that group are displayed. To Edit the group, click the Edit Group button.
  4. You also see an "All" button and a series of letters from A to Z. These buttons allow you to display all contacts or to toggle contact display alphabetically.
  5. The icons in the tool bar allow you to get mail, compose a message, and delete contacts. To delete contacts, you can select any number of contacts (using the checkboxes by their names) and click the Delete icon to remove them from your address book.
  6. You also have buttons for functions that allow you to add and edit contacts and groups of contacts in your own address book.

    New Contact

    Allows you to add contacts to your address book.

    New Group

    Allows you to create groups to organize contacts.

    Email Group

    Allows you to send a mail message to all members of the selected group. 

    Edit Group

    Allows you to edit groups in your address book.

    Import Export

    Allows you to import and export data to and from your address book into other mail applications like Outlook and GroupWise.

Create Contact

The Address Book allows you to maintain information about frequent online contacts. To create a new contact, you can access the Address Book and define a new contact from scratch, or you can add a message sender directly to the Address Book as a contact.
  1. If you are creating a new contact from scratch, open the Address Book and click the New Contact button located on the Address Book tool bar.

    New Contact
  2. If you are adding a message sender to your address book as a new contact, click the sender's e-mail address in the To field of the message window and the Address Book opens. The sender's e-mail address will be pre- populated in the Primary E-mail field.
  3. You see the Add Contact window.
  4. In the Personal Information section of the window, enter the contact's first name, last name, and display name (which is used in the display list to identify the contact).
  5. In the Contact Information section of the screen, enter an e-mail address for the contact and any other information that you want to preserve about this person.

    Note: If you are adding the contact directly from the e-mail message, the sender's e-mail address will be automatically filled in.
  6. To save the contact, click OK. To exit without adding the contact, click Cancel.

Delete Contact

  1. You can delete contacts that you have added to your address book. However, after you have deleted a contact, there is no way to recover it.
  2. If you have not already done so, click on the Address Book tab to open the Address Book.
  3. From the View menu, select the group that contains the contact that you want to delete.

    Note: If you are unsure of a contact, you can access a specific group and delete the contact. For example, if you had both a John Smith and a J. Smith in your All Contacts list and you knew you wanted to delete the contact who was in your English Study Group, you could access your English Study Group and delete the proper contact from there.
  4. From the display list, click the checkbox next to the contact that you want to delete.From the Address Book toolbar, click the Delete icon. The contact is deleted.
  5. You can also delete a contact by clicking the contact's display name, which opens the edit contact window where you have a Delete Contact button.

Edit Contact

  1. The Address Book allows you to edit information about individual contacts. To edit contact information, use the following procedure.
  2. If you have not already done so, click on the Address Book tab to open the Address Book.
  3. From the View menu, select the group that contains the contact that you wish to edit.
  4. From the display list, click the contact's Display Name. This is a link that opens the Edit Contact window.
  5. The Edit Contact window contains a number of fields that allow you to maintain information about the contact. Edit fields in this window as necessary.

    Note: You can also delete the contact by clicking on the Delete Contact button.
  6. To apply the changes, click OK. To exit without making changes, click Cancel.

Create Group

The Address Book allows you to create logically related groups to organize individual contacts. For example, you might want to organize all the members of your English study group into an e-mail group of the same name. Groups allow you to quickly route messages to all individuals interested in the same information. To create a new group, use the following procedures.

  1. If you have not already done so, click the Address Book tab to open the Address Book.
  2. Click the New Group button located on the Address Book tool bar.

    New Group
  3. You see the Add/Edit Groups window. In the Group Name field, enter a name for your new group.
  4. From the list of All Contacts, highlight the contacts that you want to add to the group. You can select multiple contacts by holding down the Shift or Ctrl buttons while clicking on the names.
  5. Click the arrow pointing toward the New Group Contents field Add Individuals. The selected individuals are added to the group.
  6. To delete individuals from the group, select the names from within the New Group Contents field and click the arrow pointing toward All Contacts Remove Individuals.
  7. When the contents of the group meet your needs, click OK to save the group. You return to the Address Book. Wait a few moments and the new group becomes available in your View drop-down menu.

    Groups Menu
  8. To exit without creating a new group, click the Cancel button.
  9. To send a message to all members of a group, select the group from the View menu and click the E-mail Group button.

Delete Group

You can delete groups that you have created in your address book by using the following procedure. However, once you delete a group, there is no way to recover it.

  1. If you have not already done so, click the Address Book tab to open the address book.
  2. From the View menu, select the group that you want to delete.

    Groups Menu
  3. Click the Edit Group button located above the drop-down menu.
  4. You see the Add/Edit Groups window. Click the Delete Group button. The selected group is deleted.

    Delete Group
  5. To exit without deleting the group, click the Cancel button.

Edit Group

The Address Book allows you to edit group information to rename the group or change its members. To edit an existing group, use the following procedure.

  1. If you have not already done so, click on the Address Book tab to open the Address Book.
  2. To edit group information, select a group from the View menu.

    Groups Menu
  3. Click the Edit Group button located above the drop-down menu.
  4. You see the Add/Edit Groups window, which allows you to change the group name or to add/remove contacts. Edit fields as necessary.

    Note: You cannot edit information for the All Contacts group.
  5. To apply the changes, click OK. To exit without making changes, click Cancel.

Preferences

To customize your address book, you can set the number of contacts to be displayed on each page. This address book preference is available under the E-mail Options tab.

  1. If you have not already done so, open the E-mail Center.
  2. Click the Options tab.

    Options Tab
  3. You see the E-mail Options window, which allows you to set options for your e-mail application. Click the Address Book Preferences link.
  4. You see the Address Book Preferences window, which contains three options for the number of contacts to display on a single Address Book page: 20, 50, and 100.
  5. Select the number of contacts that best suits your needs.
  6. To exclude your e-mail address from being returned in e-mail address searches, click the Exclude Me In Directory Searches checkbox.
  7. To save the changes, click the OK button. To exit without applying a change, click Cancel.

Import/Export

With the Import feature you can import Address Books from other e-mail applications into the Connections system. With the Export feature, you can export Connections addresses to other e-mail applications. You can import and export addresses to and from Outlook Express, GroupWise, Eudora and Netscape Communicator. Instructions for importing and exporting against these applications are provided in the Import/Export utility. To access the Import/Export utility use the following procedure:

Users who feel comfortable importing their contacts into the Connections e-mail client may do so by following the Import/Export Help links for their particular mail program. However, users may also request assistance from the Help Desk, particularly if their mail program is not one of the programs shown in the help menu. The Help Desk will place a work order and a technician will assist users with importing address books from their desktop mail programs. We strongly recommend that the EXPORT feature not be used because of the potential for corrupting the address book on desktop computers.

  1. If you have not already done so, open the E-mail Center.
  2. Click the Address Book tab.
    You see the Address Book window.
  3. Click the Import/Export button.
  4. The Import/Export screen opens. For instructions on importing from or exporting to a particular e-mail application, click on the appropriate link on the right side of the screen.