Tuesday, July 23, 2013

Updating Your Address Book

Keeping your address book up-to-date is important. ReplyManager's address book feature makes it easy to store contacts to automatically insert into email responses when needed. Whether you need to import a list of contacts or add new ones as you receive them, ReplyManager gives you the tools to do so.

To access your address book, go to the Main Folders Screen (you may refer to it as your dashboard) and click on the Address Book icon. You can also access the address book from any folder along the top toolbar, or when you Forward/Reply to an email.

To Import contacts:
  • Click on the Import link. 
  • To upload a file, click on the Choose File button and select the appropriate file from your computer. Note: All import files must be in comma separated value format (.csv) with each record line containing at least three fields in the following order:  
    • First Name
    • Last Name
    • Email Address (if not a valid address, the entire entry will be ignored).
  • You may add additional fields as described below. Be sure to respect the order:
    • Company
    • Job Title
    • Assistant Name
    • Birthday Date (MMDD)
    • Mobile phone number
    • Business phone number
    • Business Fax
    • Home phone number
    • Home fax numer
    • Pager
    • Instant messenger address 
    • Web page address
    • Address (up to 250 characters)
    • Notes (up to 25 characters)
  • To share the imported emails, mark the checkbox next to Shared?
  • Click Start Import

To Add a New Entry:
  • Click on the New Address link. 
  • (Required) Enter the First Name, Last Name, and Email Address. You can enter more than one by using a comma to separate each. 
  • Enter additional contact information such as: company, job title, assistant name, etc.  (optional) 
  • To share the contact, mark the checkbox next to Shared?
  • Click Update. 

To Add a New Entry from Email:
You can automatically add new entries when reading or replying to an email.  
  • Click on the Address Book icon next to the From address in the original email. 
  • The Address Book window will pop-up with the email pre-filled. 
  • Continue to complete the form as described above. 
  • Click Update

To Add a New Group:
  • Click on the New Group link. 
  • Enter the group Name 
  • Select the emails you wish to include in the group. To select or unselect multiple addresses, hold down the [CTRL] key while making your choices. 
  • To share this group, mark the checkbox next to Shared? 
  • Click Update.  

For more information about ReplyManager Address Book, visit our help wiki. 

by Dale Gaines
Customer Care