Using Your Email's Address Book

The address book is one of the most convenient features of email software. Essentially, once you enter a name in the address book, you can enter the nickname or name in the "To" box and the program fills in the rest.

Each of these programs gives you the opportunity to create more than one address book, to enable you to group like contacts together. When you create a mail message the mailer selects the name regardless of which address book it is in.

You can create single entries and, if you often send messages to the same contacts, e.g. members of a committee, you can create a group to save you having to enter each person's email address when sending to the entire group.

Outlook

With this version of the program you must put your addresses into the Windows Address Book. You can create separate address books to group the addresses, or keep them all in one large address book. To create a separate address book, click on New>New Folder. Enter a name it and click OK.

Creating an new address book

  1. Click Start>All Programs>Accessories>Address Book
  2. Click New>New Folder>
  3. Enter a name for the folder
  4. Click OK

Creating single entries

  1. With the address book opened, select the address book to which you wish to add an entry.
  2. Click "New>New Contact"
  3. In the name tab add the contacts name and email address. You may also enter items under the other tabs for this contact if you wish.
  4. Click "Add"
  5. Click Tools>Address Book

Creating groups

All members of the group must be in the same address book.

  1. With the address book open
  2. Click "New>New Group"
  3. Enter a name for the group.
  4. Click "Select Members"
  5. Select the address book containing the contact information for the person you wish to add to the group.
  6. Highlight the name and click "Select."
  7. Continue adding names until the group is complete then click OK. To see names of those in the group, open the address book with the group and click on the group name.

Using Addresses

  1. Open Outlook
  2. Click "New." If asked if you want to allow the program to access your email addresses, click "Yes." then click New again to get to the mailing program.
  3. Type the name of the individual or group on the "To.." line. If there is more than one addressee and they are not part of a group, continue until all addresses are entered.

For more help with Outlook 2003 see http://www.uwec.edu/help/outlook03.htm

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Outlook 2007

Addresses in this version of Outlook are regarded as Contacts. You can also create named groups to which you often send the same email, e.g. a committee to which you belong. Creating separate address books in this version is something beyond the scope of these instructions.

To create a new entry

  1. Open Outlook
  2. On the left side of the window, click on the bar "Contacts"
  3. Then at the to of the window, click "New"
  4. On that window click "Contact"
  5. The window that opens will provide the ability to record lots of information. If you wish to use this only for an email address, just enter the full name and email address.
  6. When you have entered all the information you want, click on Save & Close in the upper left corner.

For more help with Outlook 2007, see http://www.uwec.edu/help/outlook07.htm

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Windows Mail

To create a new address book

  1. Open Windows Mail
  2. Click Create Mail
  3. Click Tools>Windows Contacts"
  4. On the menu line, click Organize>New Folder (which will become an address book).
  5. Name the folder and tap Enter.

Creating a single entry

  1. Open Windows Mail
  2. Click the word "To"
  3. On the new window, at the bottom, click "New Contact" button
  4. Under Name and Email enter the name and email address. Enter other information under the other tabs if you wish.
  5. Click OK.

Creating a group

All members of a group must be in the same address book.

  1. Open Windows Mail
  2. Click Create Mail
  3. Click Tools>Windows Contacts"
  4. Click "New Contract Group" button
  5. Enter a name for the group
  6. Click "Add to Contact Group"

Using the entries

  1. Open the program.
  2. Tap Ctrl+N to get to the mail message window.
  3. Enter the first name of the person to whom the message will be sent, or the name of the group in the "To:" line and tap enter. Continue until all names or the name of the group are there.
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Thunderbird

To create a new address book.

  1. With the program open, click on Address Book on the tool bar line.
  2. Then Click on File>New>Folder.
  3. Enter the name of the new address book (which will become a folder).
  4. Click "OK"

Creating a single entry

  1. With the program open, click on Address Book on the tool bar line.
  2. Select the address book where you wish to place this entry.
  3. On the menu line, click "New Card."
  4. Fill in the information and click "Ok"

Creating a group

  1. All members of a group must be in the same address book.
  2. Select the folder where the addresses of the members of this group are.
  3. On the menu line, click "New List."
  4. Fill in the list name and any other information you wish to enter.
  5. Click OK.
  6. Click the name of the folder where this new group is.
  7. Drag names to the name of the group in the left column.

Using the entries

  1. On the menu line, Click "Write"
  2. On the "To:" line enter the name of the addressee. If there is more than one addressee, tap Enter and type the next name. If it's a group name, enter the name of the group.
  3. As soon as you start typing, Thunderbird will either fill in the rest if there is only one entry that matches that name, or provide you a list of names that match from which you can select the name of the addressee.
  4. Tap the Tab key to enter the subject.
  5. Tap Tab again to enter the message.
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Created May 12, 2009

 

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