Changing Your Contact List
Since this is your contact list you need to be able to control
its content. There will eventually come a time when your list balloons
to an enormous size. You will determine that many of your contacts are
no longer needed. It is time to remove them. Select the entry(s) that
you wish to remove. Multiple entries may be selected by holding the
Ctrl key while selecting the appropriate entries. Once the entries
have been selected, click on the "Delete" button at the top
of the window, or select "delete" from the Edit menu. To
make changes to a particular entry, select the entry with the mouse
and click on the"Properties button" . The text entry boxes as
shown in Figures 3-1 and 3-2, will be redisplayed. Make the
appropriate changes and click on the button "OK" .
Creating E-mail Lists
It would not be unusual for an office to routinely send the same
E-mail message to the same group of individuals on a regular basis. If
this is the case, it is advantageous to create a mail list. Before you
begin, you must have already entered the individuals that you want in-
your list, into your personal address book.
To make a new mail list, click on the button "New List" at
the top of the window. The text entry box, as shown in Figure 3 4,
will appear. Give your new list a meaningful name, such as, "management
team" or "administrators list" . You may also give the
list a nickname if you wish. In the next box, enter a brief
description of the list. This is the header which will appear at the
top of any E-mail messages that you may send to the persons on this
list. Try something like "To All Department Heads" or "All
Program Administrators" or some other meaningful statement.
To add names to the list, start typing the name of the contact in
the same manner as in the contact list, ie: first name first or last
name first. As soon as the Address Book determines a matching name, it
will complete the name for you. To accept the entry that is
automatically completed, simply press the "enter" key. If you
have several entries with the same first or last name, the automatic
selection may not be the name that you want. Simply continue typing
until the correct name is displayed. When you press the "enter"
key, the cursor will move down a line, ready for the next entry. When
all the names have been entered, click on the "OK" button.
Don't worry if the list is incomplete. After you click on "OK" ,
you will be returned to the Address Book. You will notice that the
mail lists are listed alphabetically before the listing of any
individual contacts. |