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WEB MAIL GUIDE - Web Hosting guide

Working with the Personal Address Book

Use the Addresses tab to store and maintain information about individuals and to create your private mailing lists.

Creating a New Address Entry

Use the Addresses tab to add an individual to your personal address book. A personal address book entry stores names, email addresses, phone numbers, business or home address, notes, groups, home page links, and more.
To create an address entry for an individual:

  • Click the Addresses tab.

  • Click the New Contact icon.
    The New Contact dialog box appears.

  • Within the Name & Contact tab, enter information about the individual.
    The Name and Contact tab allows you to enter the recipient's first name, last name, email address, work phone, home phone, mobile, pager, and fax numbers. By default the Display Name is the name you type in the first and last name fields. You can edit the Display Name.

  • Click Address tab if you want to enter the recipients postal address details, home page, and birthday details.

  • Click the Notes tab if you want to write notes about the recipient.
    For example, if the recipient is a member of a club in which you belong, you might enter the name of the club in the notes box.

  • Click the Groups tab to get a list of mail groups.
    A list of address groups you have created is displayed. To add the recipient to a group, select the box next to the group name to insert a checkmark.
    Note
    Each tab in the New Entry dialog box has three buttons at the bottom, which allow you to confirm (OK), discard changes (Cancel) or get help (Help).

  • Click OK to save the contact details and exit the New Contact dialog box.

  • In the Address tab window, against the name you want to send your message select To:, Cc: or Bcc: check box.

    Addressing Options  

    To:

    Click this checkbox to address the message to the recipient listed on that line

    Cc:

    Click this checkbox to send a copy of the message to the recipient listed on that line

    Bcc:

    Click this checkbox to send a blind copy of the message to the recipient listed on that line. A blind copy is a copy that other recipients cannot see.

    Note
    The Check boxes To:, Cc: or Bcc: are not displayed against names that do not have an email address.

Creating a New Group

Use this option to create a new group, if you regularly send messages to a group of email recipients.
To create a new group:

  1. Click the Addresses tab.

  2. Click the New Group icon.
    The Group Members tab dialog box appears.

  3. Enter a name in the Group Name field.
    This can be a name that describes a group of email users.

  4. Select the type of individuals you want to include in the New Group from "View" drop-down list. For example select All, Groups Only or a <User Defined Group> to filter the selection shown in the available list.

  5. Click the Add > button to move the email recipient to the Group Includes panel.
    Click the <Remove button to remove member(s) from the Group Includes panel.

  6. Click the Search button to search for names and addresses to be included in the new group. Enter the following search details:

    • An Address Lookup dialog box appears. You can search the Personal Address book for contacts or groups.

    • From the "Full name" drop-down list, select an item from the available list. For example: Full name, First name, Last name, Email, Phone number.

    • From the "contains" drop-down list, select an item from the available list. For example: contains, is, sounds like, begins with, ends with.

    • Enter the text of the item you are searching on in the blank field (next to the "contains" drop-down list).

    • Click Search.

    • A list of names or groups matching the search criteria appears.

    • Select the names or groups and click Apply or OK.
      If you click Apply, the selected search result is added to the New Group list and you can perform another search in the Address Lookup dialog box.
      If you click OK, the Address Lookup dialog box closes and the selected search result is added to the New Group list.

  7. Click the Notes tab to make notes about the group you are creating.

  8. Click OK to save the new group details.

Composing a Recipient List

From the Compose icon, you can create a recipient list for a new email message.
To compose a one-time list of email recipients (as opposed to "New Group" which is saved and can be used each time):

  1. Click the Compose icon from any tab, except the Options tab.

  2. Click the Address icon or To: , Cc: , Bcc: to go to the "Select Recipients from Personal Address Book" window .

  3. Searching for addresses: if all the addresses you need are easily accessible from the "Select Recipients from Personal Address Book" window, go on to Step 4. Perform the following substeps if you want to search in another directory or if you want to search within your Personal Address Book (if your personal address book contains only a short list of addresses, it might not warrant a search):

    An example of a search: if you already know a recipient's first name is something like John, but you are not sure of the spelling, you can specify these search criteria:

    "First name sounds like John"
    Another example is, if you know the recipient's phone number is 555-1212, you can specify these search criteria:

    "Phone number is 555-1212"
    To search for an address when you are starting from the Search icon within the Addresses tab, perform the following:

    1. Click Search to go to the Search for Recipient window.

    2. From the "Search Personal Address Book" drop-down list, select a directory as Corporate Directory or Personal Address Book.

    3. From the "Full Name" drop-down list, select the element you want to search. For Example: Full name, First name, Last name, Email, Phone number.

    4. From the "contains" drop-down list, select the type of search you want to perform. For Example: contains, is, sounds like, begins with, ends with.

    5. In the blank text field, enter the keyword or keywords you want to search.

    6. Click Search. TATA Indicom WebMail lists all the entries that match the search criteria.

    7. Click one of the three addressing options for each address you want to send your message to:

      Addressing Options  

      To:

      Click this checkbox to address the message to the recipient listed on that line.

      Cc:

      Click this checkbox to send the copy of a message to the recipient listed on that line.

      Bcc:

      Click this checkbox to send the blind copy of a message to the recipient listed on that line. A blind copy is a copy that other recipients cannot see.


    8. Click OK. The Message Recipients from Personal Address Book window displays the address(es) you have just selected appearing in the column entitled "Message Recipients". You have started to compose a mail to the recipient list.

    9. Remain in the Search for Recipient window, until you have searched, located, and selected all the addresses you need.

    10. Click the <Remove button to remove a member from the panel Message Recipients.

    11. Click OK. You might not need to select any other names from your Personal Address Book; if you do not, skip to Step 7.

  4. From the "View" drop-down list, select how you would like to view your Personal Address Book. For Example: All, Groups only or <User defined Group>.

  5. Select the names you want from the "Personal Address Book Entries" panel on the left.

  6. Click the appropriate address type (To: >, Cc: >, or Bcc: >) to place names in the "Message Recipients" panel on the right.

  7. Click OK when you've finished selecting names for the list. When the "Compose Message" window appears, it is addressed to the recipients and with the addressing options you have just chosen.

  8. Compose your message.
    For more information about composing messages refer to Composing Messages.

Viewing a Group

Use the View drop-down list to view existing groups of addresses.

  1. Click the Addresses tab.

  2. Click the View drop-down list to select a name of the group you want to view. Select "All" to view addresses of all contacts or groups and add them to the group that is being created; Select "Groups only" to view addresses of only groups; Select <user defined group name> to view addresses of only specific user defined group; Select "Unfiled" to view addresses of contacts that have not been classified into an existing group.

Editing a Group

To make changes to an existing group:

  1. Click the Addresses tab.

  2. From the View drop-down list select the name of the group you want to edit. For example: Groups only

  3. Click the display name link appearing in the Display Name column.
    The Update Group dialog box displays. The Group Members tab shows the name of the group you selected in the Group Name field.

  4. To add contacts to the group, click the names of the individuals or groups you want to add to the New Group from the panel on the left and click Add.

  5. To remove names of individual or groups from the Group Includes panel, select the names from the Group Includes panel and click Remove.

  6. Click the Notes tab to make notes about the group.

  7. Click OK to save the new group details.

  8. Click Delete to delete a member from the new group list

Editing a Contact

To make changes to an existing contact:

  1. Click the Addresses tab.

  2. From the View drop-down select a Group Name. The list of contacts in that group displays. Select the contact you want to edit.
    Or

    From the View drop-down list select "All " to view all the contacts . Select the contact you want to edit from the list .

  3. Click the display name link appearing in the Display Name column.
    The Update Contact dialog box displays the Name and the Contact tab dialog box shows the name of the Contact you selected in the Display Name field. Edit the contact details.

  4. Click the Address tab and edit the contacts address details.

  5. Click the Notes tab to make notes about the Contact.

  6. Click the Group tab and select the groups to which the contact will be a member of.

  7. Click OK to save the contact details.

  8. Click Delete to delete a contact.

Searching for Addresses

Use the Search icon to search for names and addresses.
To search for names and addresses in your personal address book:

  1. Click the Addresses tab.

  2. Click the Search icon.
    An Address Lookup dialog box appears.

  3. From the "Search Addresses" drop-down list, determine which address collection you want to search.
    The default is your personal address collection.

  4. From the "Full name" drop-down list, select an item from the available list for the search. For example: Full name, First name, Last name, Email, Phone number.

  5. From the "contains" drop-down list, select an item from the available list. For example: contains, is, sounds like, begins with, ends with.

  6. Enter the text of the item you are searching on in the blank field (next to the "contains" drop-down list).

  7. Click Search.

  8. A list of names or groups matching the search criteria appears.

  9. Select contact names or groups from the list. Click the appropriate address type (To, Cc, Bcc).

  10. Click Compose Message when you've finished selecting names for the list.
    You see a Compose Message dialog box with the names of the recipients you selected.

  11. Compose your message.
    For more information about composing messages refer to Composing Messages.

 

 
             
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