9. 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.

9.1. The Global Address Book

Nexus provides a directory containing the email address and department/college of each current University member. This is available through the Global Address Book.

To access the global address book, click on Address Book in the toolbar at the top of the screen.

Address Book button in toolbar
Figure 19. Address Book button in toolbar

The address book opens in a separate window (Figure 20, Global Address Book). To view further details, click on a person's name.

The Global Address Book contains contact details for all University members,
              listed alphabetically
Figure 20. Global Address Book

9.2. Contacts

Contacts is your personal list of people you might want to contact through Nexus. As well as email addresses, Outlook can store their postal address, telephone number, notes etc.

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.

Shows the Contacts view, with no entries
Figure 21. Contacts view before any contacts are added

9.2.1. Adding Contacts

To add a new contact, click New Contact above the contacts list to open a blank Contact Details screen.

Enter their details, particularly their email address, and then click Save and Close (at the top of the screen).

New Contact screen allows you to enter details about the new contact such as
                name, job title, telephone number, and email address
Figure 22. Create New Contact

The newly created contact should now be visible in your contacts: Figure 23, Contacts view with new entry. You can view or edit their details by clicking on their name.

The contacts view now contains one entry, click on the name to view more
Figure 23. Contacts view with new entry

9.2.2. Editing and Deleting Contacts

You can make changes to, or delete, contacts from your list (but you cannot update the Global Address List).

To add extra details, or to change existing information about a contact, click on their name in your contacts list to view their full details (see Figure 24, View full contact details), and then click Edit Contact. 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 the information.

Select a name from your list of contacts to view full details including
                postal address, notes, etc. (where available).
Figure 24. View full contact details

To delete a contact, select them in your contacts list and click the Delete button at the top of the list (see Figure 25, Delete contact). The contact will be moved to your Deleted Items folder.

You can delete one or more contacts by selecting them in your list of
                contacts (click the checkbox next to their name) and then clicking the Delete button
                at the top of the list.
Figure 25. Delete contact

9.2.3. Using Contacts

To send an email to one of your contacts, you can either select them in Contacts and click Send E-Mail (see Figure 26, Compose a message to a contact), or add them to the To: field of any message (see 9.4. Message recipients).

Select a contact and choose "Send E-Mail" to compose a message
Figure 26. Compose a message to a contact

9.3. Distribution Lists

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 www.oucs.ox.ac.uk/email/maillists for more information.

You cannot create a distribution list in the Light version of OWA. However, if you have created a distribution list using the Full version, or using Outlook, you can view and use it from OWA Light.

9.4. Message recipients

You can specify the people you want to send a message to, using any combination of email addresses, Nexus usernames, individual Contact names or display names, and distribution list names in your To: field, separated by semi-colons.

Suggested names from your contacts and from the global address book are shown
              in the left-hand pane
Figure 27. Check names of recipients

Click Check Names to automatically convert usernames and aliases into email addresses based on your contacts and/or the global address book. Where a name cannot be uniquely matched, a list of suggestions will appear in the left-hand pane (e.g. see Figure 27, Check names of recipients); click on the correct one to select it or click Delete next to the original name to remove it.

The same applies to the CC: and BCC: fields.

For more information about address books, including details of how to import your existing address book, please see Contacts in Nexus.

Up: Contents Previous: 8. Filtering Emails Next: 10. Using the Nexus Calendar