Table of Contents
Add or delete contacts
Similar to an online address book, the Contact Manager in Apps mail gives you easy access to the people you want to reach. All your email contacts are stored here -- just click Contacts from the mail menu along the left side of any Apps mail page to access and edit your contacts' information. You can also add more information for a contact, including address, title, phone numbers, notes, and more.
Please note: These instructions work only with the newer version of Apps mail. If they don't match what you see in your Contact Manager, we suggest that you upgrade to a fully supported browser or click Newer version in your account.
Contacts make it easy to compose email, as Apps mail will auto-complete for email addresses in your Contact Manager. You can also store more information than just a name and email address. For example, you can include title, phone numbers, addresses, instant messenger accounts, websites, and even birthdays. You can add custom fields for "Parent's Names" or "Graduation Year".
To create a new contact:
You can enter additional contact info by clicking the Add menu or by clicking the into the appropriate field. Enter your contact's information in the appropriate field.
You don't have to enter in every contact manually for them to appear in your contact list or the Apps mail sender autocomplete. Email addresses are automatically added to your Contacts list each time you use the Reply, Reply to all, or Forward functions to send messages to addresses not previously stored in your Contacts list.
For example, lets say you receive an email from a new student and send a reply with the class schedule.
Even though you did not manually enter that student's email address, the next time you start to write an email to that student, his/her email address will appear in the autocomplete.
If these addresses don't appear immediately, try waiting a few minutes or signing out of your account and signing back in. "Also, each time you mark a message as 'Not Spam,' your Contacts list is automatically updated so that future messages from that sender are received in your inbox.
If you need to modify information for a contact, you can edit or delete by opening your Contacts list by clicking Contacts on the side of any page, and following the appropriate instructions below.
To edit a contact, follow these steps:
To permanently delete a contact, follow these steps:
Sometimes the Apps mail autocomplete doesn't cut it - you can't remember the email address or name of a contact, but you do remember the student's phone number. You can search your contacts for any of the details that you've entered, such as place of work, home address, phone number, title, etc.
To search for a contact:
Keep these tips in mind when searching for contacts:
If you need to have a hard copy of contact information or want to see your entire contact list at once, you can access all of the details about your contacts by printing. Here's how:
To find specific information without printing, you can perform a search in your browser ('Ctrl + F' on a PC or 'Command + F' on a Mac) for the contact information you're looking for.
Upload existing contacts and groups
After years of maintaining an address book, you don't need to worry about recreating it in Apps Mail. Importing your contacts isn't difficult – you can import your address books (from Outlook, Hotmail, Yahoo!, orkut, email software, etc.)
To import contacts to Gmail:
Once you've successfully uploaded the document, Gmail will display the number of contacts imported.
A few things to keep in mind:
If you want to create a new address book or edit an existing one, you can also use spreadsheet programs like Microsoft Excel to create and edit a custom CSV file.
Your CSV file should be formatted as a table and must include a header, or first line, that defines the fields in your table. Gmail accepts many common header fields (name, email address, etc.). If you're updating an existing file, you probably won't need to change your header field names; if you're creating a new file and need some guidance, you can use any of the field names used in the examples below.
Here are some additional things to keep in mind as you create your file:
contact info. >
If you'd rather, you can also use separate fields for the first, middle, and last names, like this:
contact info. >
Here's an example of a sample file that can be created using Microsoft Excel:
contact info. >
623 East 68th Street, Apt. 3-B, New York, NY
By saving this table as a .csv file, and importing it in to Apps mail, one entry – for Jane Doe – is added to your Contacts list.
Once you've entered all of your contacts into a table, save the document and select CSV (Comma delimited) (*.csv) as the type of file you'd like to save. If prompted to verify your selection, click Yes or OK.
For still more information about CSV files, open Help in Excel.
Many email providers and email software have an export feature for your address book.
Please refer to the help documentation for detailed instructions on how to create a CSV file that you can upload into Apps mail.
Create contact groups for parents, teachers, classes, organizations
Your Contact Manager has a few default contact groups to help you organize your most used and most important contacts. These groups won't affect your ability to create custom contact groups - such as groups for classes, clubs, organizations, committees, etc. While the default groups - which include My Contacts, Most Contacted, Friends, Family, and Coworkers - cannot be deleted, you do not need to add contacts to them if you prefer. You can opt to just create your own custom groups.
About the default contact groups:
There are several types of 'groups' that can be used to send email to multiple people at once:
In this section, we will review how to create the third type of group, the Mail contact group - one that will only be available in your individual mail account.
Please note: These contact groups will not be associated with your domain, only your account. If several people will be using the same group of contacts, please notify your school Apps domain administrator and request that a 'Group' mailing list be created for your domain.
You can assemble custom contact groups to simplify mass emails in your Apps mail account. For example, instead of typing the email address to everyone in the budget committee - simply create a "Budget committee" contact group that you can use in the 'To:' field when you compose a message.
Other useful contact groups could include faculty (different groups by subject/grade), students or classes (again by subject/grade), organizations, extended family, etc.
To create a contact group:
If after creating the contact group, you wish to change the name, you can access the settings in the Contact Manager
To edit a contact group name:
Please note: You will not be allowed to change the name of any of the default contact groups including: My Contacts, Friends, Family, Co-workers, and Most Contacted.
You can add contacts to any of the default contact groups, or any custom contact groups you have created.
To add multiple contacts to a contact group at one time:
To add an individual contact to a contact group:
Please note: You have the ability to specify which one of your contact’s email addresses you want to use in a given group. So, for example, you can now use your friend’s personal address in your “After School Jogging Club” group and that same friend’s work address in your “Coworkers” group.
You can always make changes to your contact groups – even the default groups. When you remove a contact from a contact group, you are not removing the contact from your Contacts list. You will still be able to search and use that contact in your emails. If you wish to delete a contact, review the previous step.
To remove a contact from a contact group, follow these steps:
This contact will no longer be included when you send an email message to the group.
If you no longer need to use a contact group, you can remove the entire group from your Contacts.
Please note: this will not delete the individual contacts, only the group compiling the contacts together. You will still be able to search and use each contact in your emails.
To delete a contact group:
If you accidentally delete a group, select the Undo link that appears.
Send email to your contacts
It's easy to send a message to any of the contact groups you created, or the default contact groups.
You can send an email message directly from the Contact Manager:
You can also send an email message to a group from the Compose window using Apps mail auto-complete function. Just as you can use the auto-complete drop down to type in individual email addresses, your custom contact groups will also appear if you start to type the name of the contact group. You will notice that it is a group because the name of the group is followed by the phrase "(group)" in the auto-complete drop down list.
Sync contacts to mobile device
Need to find that phone number for a parent? Can't remember the address of your next appointment? No computer? No problem. Google Sync lets you synchronize your Apps contacts and their calendar to a mobile device such as an iPhone or Windows Mobile phone. This means that you can view and edit your address books and calendar events at any time. You can also get alerts (sound or vibration) for upcoming meetings.
Please note: Google Sync doesn't allow you to synchronize email with your phone. This service is for syncing your contacts and calendars.
In order to use Google Sync, your Apps domain administrator must enable Microsoft Exchange ActiveSync. Once he/she has enabled Microsoft Exchange ActiveSync © support for Calendar and Contacts, you can start using Google Sync for iPhone and Google Sync for Windows Mobile.
If you have a Blackberry, your Apps administrator can also enable the Google Apps Connector for Blackberry Enterprise Server that will allow your contacts, mail, and calendars to sync with your Blackberry device. Review Module 1: Chapter 3 for more information.
Please note: These services are still in beta. Please consider the known limitations in advance.
If you are the school Apps domain administrator, you can enable Google Sync for your domain by following these steps:
If you have a Windows Mobile Device, please follow the instructions here: http://www.google.com/support/mobile/bin/topic.py?hl=en&topic=14299
If you use an iPhone, please follow the instructions here: http://www.google.com/support/mobile/bin/topic.py?hl=en&topic=14252
This feature is currently available only in the Next Generation version of the control panel.