Exploring the Cloud Mail Address Book Components

This area presents a list of contacts from your selected address book and detailed information about a specific contact.

The list offers a detailed view of contacts within a selected address book, providing information such as names, companies, and contact numbers. For example:

List Content 

• Each contact will show the following information: 
  • Name 
  • Company 
• The text positioned above your contact list represents the name of the selected address book, and the number beneath it indicates the total contacts within that address book. 
• Contacts whose names commence with a special character or symbol will appear upon clicking the # in the navigation bar. 

List Functions

• To choose all contacts in the list, click the Actionsbutton (represented by horizontal ellipses) next to the address book name and click Select All.  
• You can arrange your contacts by using the Actionsbutton (represented by horizontal ellipses) and choosing from the following options: 
  • Last name 
  • First name 
  • Ascending Order 
  • Descending Order 
• Selecting a contact will exhibit its details in the right-hand detail view. 
• Adjusting the width between the list and detail view is achievable by hovering over the line and dragging the border to the right or left. 

The Detail View offers a closer look at the selected contact, displaying essential information like pictures, names, and contact details.

Detail View Content 

The detailed view will display the following: 

• The contact's image, name, company, and department 
• Email address - opens a page for composing an email upon clicking. 
• Business and private phone numbers 
• Business and private addresses
  • You can specify whether to use a map service when clicking on an address in the detailed view.  
  • To configure the map service, follow the steps below:
    1. Launch the Settings pop-up. 
       1. Click the Settings (gear) icon. 
       2. Click the All Settings... drop-down option.
          
    2. Click the Address Book tab.  
    3. Scroll down and go to the Link postal addresses with map service section.
       

Manage your Cloud Mail's contact details with the Contact Management Window. 

Adding New Contacts

If you are already in your address book and can see your contacts, follow the steps below: 

1. Click the New Contact button to open the New contact window.
   
2. In the New contact window, fill in the needed details mentioned in the Contact Management Window section. 
3. Finally, Click the Save button.

Editing Contact Details 

If you have already selected an address book and you can see your contacts in the address book list, follow the steps below to open the Edit contact window: 

1. Choose a contact from your address book list by clicking it. 
2. Click the Edit 🖉 button.
   
3. On the Edit contact window, edit the data you want to edit. 
4. Finally, click the Save button.

   Note: 

   • You need the necessary permissions to edit items within the address book containing the contact. 
   • To review and modify permissions, click on the Actionsbutton (represented by horizontal ellipses) next to a specific address book and choose Share/Permissions. 

Contact Management Window Contents 

The contact management window presents the following: 

• Contact picture - Click on the contact picture to edit or upload a new one. 
• Contact data input fields: 
  • First name 
  • Last name 
  • Company 
  • Department 
  • Email 1 
  • Cell phone 
• Additional input fields: 
  • Add personal info 
  • Add business info 
  • Add email, phone, fax 
  • Add postal address 
  • Add user fields 
  • Add attachment 
• Note input field – Add notes related to the contact. 
• This contact is private and cannot be shared checkbox - Checking this box maintains the privacy of a specific contact.

  Note: Clicking the Remove fieldbutton on certain additional fields will erase the said field along with its associated data.

Manage your Cloud Mail's distribution list with the Distribution List Management View. 

Adding New Distribution Lists 

If you are already in your address book and can see your contacts, follow the steps below to open the Distribution list window: 

1. Click the New contact Drop-down Arrow button. 
2. Click the New distribution list drop-down option.
   
3. On the Distribution list window, follow the steps below to add a new distribution list: 
   1. Enter the name or label of the distribution list you want to create in the Name input field.
      
   2. Choose the participants by following either of the steps below:

      • If you want to manually add the email address, type in the contact email address you want to add manually.

        

         OR 

      • If you want to automatically add email addresses from an address book, follow the steps below:
      1. Click the Select contactsbutton to launch the Select contacts pop-up. 
      2. On the Select contacts pop-up, find a specific contact, distribution list or resource.

         Note: You can employ the following options to locate a particular contact, distribution list, or resource: 

         • Enter a name in the Search field. 
         • To check the contacts of a specific address book, click the All address books drop-down menu. Choose an address book from the list. Depending on the configuration, you may select a department from the list. 
         • To view resources exclusively, click the All address books drop-down menu, then click the All resources option.
      3. Select at least one object by ticking the box that corresponds to the email contact you want to add to the distribution list.
      4. If required, repeat steps 2 to 3 to find and select further objects.

         Note: 

         • The chosen items will appear beneath the list. 
         • To cancel the selection, click the Clear selection link. 
         • Alternatively, you can utilize the multi-selection functions of your system. 
      5. Lastly, click the Select button. 
   3. Finally, click the Create list button. You will see the Distribution list has been saved prompt as shown below to let you know that the new distribution list is saved successfully.
      

Editing Distribution Lists 

If you have already selected an address book and you can see your distribution lists in the address book list, follow the steps below to open the Distribution list window: 

1. Choose a distribution list from your address book list by clicking it. 
2. Click the Edit 🖉 button. 
3. On the Distribution list window, edit the data you want to edit. 
4. Lastly, click the Save button. 

Contact Management Window Contents

The distribution list management window showcases the following: 

• Name input field - Provide a name for the new distribution list. 
• Input field below Participants: 
  • Enter the email addresses of the contacts for your distribution list. 
  • Manually adding contacts will prompt matching suggestions. Click on a suggestion if you wish to accept it. 
  • Clicking the Select contactsbutton will launch the Select contacts pop-up, wherein you can choose contacts from all folders, all distribution lists, or a specific address book.