15. Contacts and the Address Book
Outlook Web Access offers two places to look up email addresses: Contacts and the shared Global Address Book. All university members are listed in the Global Address Book, unless they have opted out. Contacts is a private list where you can store other contacts and Distribution Lists.
Advanced Searchbutton opens up a window where you can make different kinds of searches, such as searching for first or last name only, username (here called alias), department or a combination of these.
To view your contacts, click on
Contacts in the Navigation
Pane on the left-hand side of your browser. If you have not used Contacts
before, this will be empty: Figure 38, Contacts view before any contacts are added
To add a new contact, click
New. Enter their details, particularly
their email address, and then click
Save and Close (at the top of the
screen). See Figure 39, Create New Contact
The newly created contact should now be visible in your contacts: Figure 40, Contacts view with new entry
If someone has sent you a message, you can add them to your contacts directly.
Right-click on their name in the preview pane and choose
Contacts... (see Figure 41, Add sender to contacts).
To add extra details, or to change existing information about a contact, double-click
on their name in your contacts list. This opens up the same screen as when you add a
new contact, but already filled in with their information. You can add, change, and
delete information as needed and then click
Save and Close to store
To send an email to one of your contacts, you can either select them in
Contacts, right-click, and choose
New Message (see
Figure 42, Compose a message to a contact), or simply add them to the
of any message (see 15.2.5. Message recipients).
For more information about address books, including details of how to import your existing address book, please see Contacts.
A distribution list is a way of grouping contacts together so that you can send messages to a number of people at the same time, such as a small research group. If you want to email a large group of people at once, it is better to create a special mailing list - see http://www.oucs.ox.ac.uk/email/maillists for more information.
To create a new distribution list, click on the small down-arrow next to the
New button at the top of your contacts list (see Figure 43, Create new Distribution List) and click
In the resulting screen (Figure 44, Create Distribution List), enter a name in the
List Name box, and then enter the email addresses of the group
Members to choose them from your contacts and/or the
global address list). These should be separated by semi-colons.
Add to List to move the new member(s) into the list. When you
have finished adding members, click
Save and Close at the top of the
screen to return to your contacts list. You can always add and remove members later by
double-clicking on the name of the distribution list.
When you compose a message (or meeting request etc), you can use any combination of
full email addresses, Nexus user names, individual aliases, and distribution list
aliases in your
To: field, as long as they are separated by
You can check how OWA will interpret your aliases by clicking the
Names icon in the toolbar (see Figure 45, Check Names). Where more
than one possibility is found, you will be presented with a list of options to choose