Address Book: Using Address Books

What is the Address Book?

What is a contact?

What is auto-complete?

How do I create an Address Book?

How do I add a new name to my Address Book?

How do I stop names from automatically being added to my Address Book?



What is the Address Book?


Address Book is where you store contact details. Zimbra has two default address books: Contacts and Emailed Contacts.

Using Address Books, you can:

•  View contact information

•  Add contacts to any of your address books

•  Add contacts to email messages

•  Create group contact lists, also known as email aliases

•  Share contacts and address books

•  Import and export address books

•  Print contacts and address books



What is a contact?


A contact is an entry in an Address Book. Only a name is required to create a contact, but you can include any of the following information for a contact:

•  Full name

•  Multiple email addresses

•  Work, home, and other addresses

•  Phone numbers

•  Notes about that contact

 

 

What is auto-complete?


When you compose an email, the auto-complete feature displays a list of names from your address books that match the text you are typing.

Click here to learn how to use auto-complete to find an email address?

 

 

How do I create an Address Book?


To create an Address Book:

1. Click the Address Book tab.

 

2. Click in the Overview pane, on the left.

 

The Create New Address Book dialog is displayed.

 

3. Type a name for the Address Book in the Name field, and choose a color from the drop-down menu.

 

4. Click .

The new Address Book is listed under Address Books in the Overview pane.

 

 

How do I add a new name to my Address Book?


You can add a new contact in several ways:

•  Clicking on the toolbar.

•  Right-clicking a name in a message header and choosing Add to Contacts.

•  Send an email to a new email address. This automatically adds the new email address to your Emailed Contacts Address Book.

When you add a new contact, you:

•  Enter a name and any other information, such as phone number and company information

•  Select how you want to file the contact in your list

•  Enter up to three email addresses and three mailing addresses

New contacts are displayed in your Address Book. Details for your contacts can also be displayed when you roll your cursor over a contact in an email message.


To add a new contact using the button:

1. Click the arrow on on the toolbar, and select New Contact.

 

The New Contact form opens.

 

2. Enter the contact information, and upload a photo of this contact, if desired. The formats supported include .gif, .jpg, .png, .bmp, etc.

3. Select the following:

•  Use the File As menu to select how you want to file the name in your Address Book. The default is to file the contact by last name, first name.

 

•  Use the Address Book menu to select the Address Book to which you want to save the contact.

 

4. Click on the toolbar.

Click here for a demonstration of How do I add a new name to my Address Book using the button?

 

To add a new contact from an existing email message:

1. Open the email message. The header is displayed in gray at the top of message.

 

2. Right-click a name in the Sent By, To, Cc, or Bcc fields, and choose Add to Contacts.


The New Contact form opens pre-populated with the information available from the email header. Add additional information and check the pre-populated fields for accuracy.


3. Select the following:

•  Use the File As menu to select how you want to file the name in your Address Book. The default is to file the contact by last name, first name.

 

•  Use the Address Book menu to select the address book to which you want to save the contact.

 

4. Click on the toolbar.

 


 

How do I stop names from automatically being added to my Address Book?

When you send an email to a new email address, that address is automatically added to your Emailed Contacts Address Book.

To stop names from being automatically added to your Address Book:

1. Click the Preferences tab.

2. Click the Address Book tab. The Address Book tab appears, as shown below.

 

3. De-select the Add new contacts to "Emailed Contacts" checkbox, which is highlighted above.

4. Click .