EduTech Support

6. Address Books

The Address Book provides a convenient method and place to store contact information for easy retrieval and use.

Contents

1. New Contact
2. Search
3. Search Results
4. Import/Export

New Contact

To add a contact to your address book, select the desired address book. Click on the New Contact icon. Type in the information under the Personal, Location, Communications, Organization and Other tabs as desired. You can only add people to the address books to which you have write access. If shared or public address books have been enabled they are often read-only and you will not be able to add contacts to them.

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Search

Conducting a search in an address book allows you to locate contact information. The Basic Search is intended as a quick search and only allows you to search the name and email address fields. Simply select the desired field and type at least a portion of the name or email address and click Search. For a more complex search you can use the Advanced Search, which permits searching on other fields. Virtual address book is a saved search that allows you to export the desired contacts to a newly created Address book.

Advanced Search

Search an address book to locate information. This search allows you to search on multiple fields. Which fields are available for searching depends on the address book being searched. Type the desired search information in the corresponding box(es) and click Search.

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Search Results

If a search is successful, the results will show up in the Search Results area.

Clicking on an Email field entry will open a new Compose window to send mail to that address. Clicking on a Name field entry will display the address book record for that name, allowing you to then edit or delete the entry.

Depending on how your system has been set up by the administrator search results can be cumulative. Each search will add any new results to your existing results. This is helpful when building lists. To remove the results of cumulative searches and start a new search, click on the Clear Search link.

When viewing a list of entries, you can sort the entries by each field shown by clicking on the appropriate column heading. To switch columns between ascending and descending sort order, click on the arrow icon in the column heading.

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Import/Export

Adding a large number of addresses can become tedious if you are typing them one at a time. It is possible to add many addresses at once by importing a CSV file. Similarly you may export addresses from EduMail Advanced into a CSV file so you can share them with another EduMail user or import them into another e-mail program's address book.

CSV stands for Comma Separated Values. It is a plain text file where each line stands for a separate record (ex. a different person) and information of different types (nickname, first name, last name, e-mail address, etc. .) is separated by commas. CSV files can easily be created by any spreadsheet (such as Microsoft Excel). Most mail programs (Outlook, Outlook Express, EduMail, etc…) allow you to export your address book as a CSV file.

Importing and Exporting Addresses

To import an address book, you need to have the address book data to import on your computer (local machine on which the web browser is running). To do this, you will need to first export the information from the other email program's address book.

To export a CSV file from the simpler version of EduMail:

1. Log into EduMail, NOT EduMail Advanced.
2. Click the Export CSV File button in the EduMail address book.
3. A window will appear on your screen asking you whether you wish to save or open the CSV file. It is recommended that you Save the file.
4. When you instruct the computer to save your CSV file, the default name will include your EduTech username (ex. John.Doe-addresses.csv). Save the file to a location you will remember later.

To export a CSV file from Outlook Express:

1. Open Outlook Express.
2. Click on File > Export > Address Book
3. Select Text File (Comma Separated Values) in the Address Book Export Tool. Click on Export.
4. In the Save exported files as field, type in a name for your address book. Click Next.
5. Put a checkmark in the box to the left of each of the fields that you wish to export. Click Finish. You should receive a message that states Address book export process has completed. Click OK.
6. Click Close on the Address Book Export Tool and close Outlook Express.

If the exported address book file is not located on your desktop, and you're using a Windows operating system, click on Start > Find or Search > Files or Folders and search your main hard drive for the file name that you used in step 3. Make a note of the file's location.

Importing an Address Book

To import an address book, open the desired address book where the information will go:

1. Click on the Import/Export icon.
2. Select the type of address information data file you want to import from the selection list.
3. Click on the browse button to look for the address data file on your computer.
4. Select the file, and click on the Import button. The information in the file will be imported into your address book.

Some complex entries, or entries with fields that do not match your address book fields, may not import correctly. You should verify the imported data after an import.

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Last updated on March 17, 2009