How to Manage an Email Address Book

Your email address book will contain all of the important email addresses you have accumulated over time--from personal contacts to those you need for your business. Follow these steps to manage your mail address book.

Difficulty: Easy

Instructions

1. Access your address book from your email server. In Outlook, you can do this by clicking on the "Contacts" menu option, which will bring up all of your stored contacts and their email addresses. In Gmail, you can do this by clicking the "Contacts" link in the menu.

2. Provide detailed information about your contacts. Click on an email address and most applications will bring up an "index card" that you can then edit to include the full name of the contact, as well as any addresses or other pertinent information.

3. Manually enter email addresses into your email server. Click on the "Add new contact" link (or similar command in your email server's browser), and follow the same procedure from Step 2. This allows you to add email addresses without waiting for the contact to send you an email first.

4. Select multiple email addresses to send an email to more than one recipient. Simply select the "Compose" command from the email application, and then type the email addresses into the "To" section of the email form. Some programs are set to auto-fill so that you don't need to type the entire email address. Just be sure to use a comma in between addresses to ensure that the server recognizes each address as separate.

Tips & Warnings

• Import and export your email address book across servers to ensure that you have the most current address book at any location you wish to manage. Importing and exporting is usually done through the file menu of the email server.
• Check your email address book regularly to ensure that malicious email addresses have not added themselves to your list of safe email addresses. This will reduce the spam you receive, and improve filtering.