How to use address books in the webmail panel?

An address book is a place to store contact information. The webmail client supports two types of address lists.

• Personal address books contain contacts managed by users. The default address book includes the following address books: Contacts, Distribution Lists, and Email Contacts. You can create additional address books and share them with other users.
• Users in an organization have access to a global address book, sometimes referred to as "Company Contacts." The global address list may include useful features such as address lists that facilitate sharing information across the entire department.

! Note: You cannot modify entries in the global address list. However, you can import an address from a sent or received email message. If a surname is already on the address book list, you can add additional contact information.

Contacts can be added to any address book. Only a first and last name are required to create a contact. You can also create a detailed contact form that includes a first and last name, multiple email addresses, work and home addresses, phone numbers, and a photo. You can also create contact group lists.

Email messages sent from the Contacts address book are automatically filled in after sending an email to a new address that doesn't exist in the user's other address books.

The email administrator can set a maximum limit on the number of entries that can be in all user address books. Once the limit is reached, you will not be able to add contacts. You can delete contacts to free up space.

When composing an email, the autocomplete feature displays a list of surnames from the address books that match the entered text.

In the webmail panel, you need to log in to your mailbox via the web (more information can be found here) and go to "Contacts."

Adding a new contact

1. Go to the "Address Book" page and select "New Contact."
   
2. Enter your contact information and optionally upload a photo.
   
3. The "plus sign" next to a text field indicates that you can add multiple entries. For example, you can enter a mobile, home, work, and other phone numbers in the "Phone Number" text field.
4. To add a custom text field, select "Other" from the drop-down menu and enter the relevant information.
5. In the top right corner of the window, indicate where and how you want to save the contact.
   • In the "Save As" field, select how you want the name to be displayed. By default, the contact is saved in the "Last Name, First Name" order.
   • To specify the location, select the address book where you want to save the contact.
6. Click the "Save" button.
7. To manage additional contact options, go to the context menu in the contact list on the corresponding contact.
   

Changing contact information

Go to the "Address Book" page and select the address book you want to modify.

1. Right-click on the contact you want to edit and select "Edit Contact."
2. Modify the contact.
3. Click the "Save" button.

Contact Groups

• If you want to send a single message to multiple recipients, you can combine multiple email addresses into a contact group. A contact group is assigned a name, also known as an email alias. When sending an email message to the contact group name, all users whose addresses are on the contact group list are added to the address field.
  1. Go to the "Address Book" page and select "Actions" > "Contact Group" > "New Contact Group."
  2. Enter the group name.
  3. Click "OK."
• Add members and email addresses to the contact group using the "Edit Group" feature.
• Add members to the contact group list:
  1. Go to the "Address Book" section and select the contact group you want to add members to.
  2. Right-click on the contact group and select "Edit Group."
  3. To find a new group member, enter the name in the "Find" text field.
  4. From the drop-down menu, select the address book you want to search.
     The names that match the request will appear in the list in the window below.
  5. Select the desired names and click "Add" or "Add All." The names will be added to the member list.
     If the desired address is not on the list, you can enter the email address in the text field or enter the addresses below. Addresses can be separated by commas (,) semicolons (;) or by pressing the "Enter" key.
  6. Click the "Save" button.

Moving a contact to another address book

• You can move a contact from one address book to another.
  1. Go to the "Address Book" page and select the address book from which you want to move the contact.
  2. Right-click on the contact and select "Move."
  3. Select the new destination address book.
  4. Click "OK."

Forwarding contact information

• Contacts from the address book can be forwarded as an electronic business card called a vCard.
  1. Go to the "Address Book" page and select the address book that contains the contact you want to forward.
  2. Right-click on the contact and select "Send Contact."
  3. An editing window will open with the .vcf file attached.
  4. Once the message is ready, click the "Send" button.
• Upon receiving, the recipient can download the .vcf file from the message directly into their contact list.

Maintaining a safe address list

• You can specify email addresses from specific domains as trusted addresses, which will automatically download images from received messages when opened.
• Up to 500 addresses can be added to the list.
  1. Go to "Settings" > "Trusted Addresses."
  2. Enter your email address or domain name in the text field.
     To include all addresses from a specific domain, enter * before @domain.com.
  3. Click the "Add" button.
  4. Click the "Save" button.

Importing an address book

• You can import contact lists and address books saved in a comma-separated value (.csv) text file. After importing, contacts in the address book will be sorted by last name in alphabetical order.
  1. Go to "Settings" > "Import and Export."
  2. In the "Import" > "File" text field, click the "Browse" button and select the .csv file you want to import.
  3. Choose the contact list "Type" you want to import. You can set it to automatically detect the contact list or choose one from the drop-down menu.
  4. Choose the "target" address book where you want to import the contacts or create a new address book.
     To create a new address book, click the "Create" button and specify the name, color, and location of the new folder.
  5. Click "OK."
  6. Click the "Import" button.
• Depending on the size of the .csv file, the import process may take a few minutes. Once the import is complete, the "status window" will display the number of contacts successfully imported.

Exporting an address book

• Address books can be exported to a comma-separated value (.csv) text file.

1. Go to "Settings" > "Import and Export."
2. In the "Export" > "Type" area, specify what you want to export.
   

   Parameter	Description
   Accounts	All account data can be exported in "Tar-GZipped" format (.tgz) that can be imported back into the system. You can choose the Advanced Settings option.
   Calendar	Users can export their events in the standard iCalendar format (.ics) and import them into another calendar.
   Contacts	Users can export their contacts in the standard comma-separated text format (.csv) and import them into another contact management program.

3. Choose the "source" folder you want to export contacts from.
4. Click "OK."
5. Click the "Export" button.

Managing Mailing Lists

When sending messages to a group of addresses, you can create distribution lists in the Address Book tab. A distribution list is a group of email addresses that are part of a regular address list. When an email is sent to the distribution list address, the email message is sent to all the addresses on the list. The recipient sees the name of the distribution list in the To field of the email, and when using the message explanation view, users can click the plus sign (+) to view the members of the distribution list.

Mailing lists are stored in the "Mailing Lists" address book. When you click on a distribution list in the address book, all the members of the list are displayed in the "Content" field.

You can create a mailing list as a member list and manage its membership. Configuring additional parameters opens up the following possibilities:

• You can mark the list as private, so it doesn't appear in the global address list.
• You can restrict the ability to send messages to users on the mailing list.
• You can grant list members the ability to subscribe and unsubscribe.
• To facilitate list management, you can define multiple owners.

Quick creation of mailing lists:

1. Go to the "Address Book" > "New Contact" dropdown menu and select "Distribution List"
2. Enter the name of the mailing list in the page header. This will be the email address of the mailing list.
3. Enter a "short name" for the mailing list. It can be different from your email address.
4. Enter a description for the mailing list (optional).
5. Click on the "Members" tab and select the addresses you want to add to the list. You can search for addresses in your contact lists or the global address list and add addresses that are not on those lists.
6. Click the "Save" button. The mailing list will be added to the Mailing Lists address book.

These are the steps you can follow to use the address books in the webmail panel.