Southwestern Oklahoma State University

Information Technology Services

Phone: 580.774.3269

Fax: 580.774.7080

its@swosu.edu

Contacts

Create personal contacts for individuals you will want to keep information on or send e-mails to. Generally, SWOSU users will not need to be included in a personal contact list as these can be obtained from the Global Address List.

Creating contacts

  • In Contacts, select the New from the toolbar.
  • Fill in the information to be included for the user.
  • Click Save and close.

Note: Clicking the down arrow next to New, Contact can be selected from the drop-down box and will allow the creation of a new contact from any location.

Creating a distribution list

If you regularly send e-mail messages to a group of people, you can create a distribution list to simplify addressing messages and meeting requests. After a distribution list is created, you can send a message or meeting request to multiple recipients at the same time. Distribution lists can include anyone with a valid e-mail address. It is not required to have a contact for every individual in the distribution list.

  • On the main toolbar, click the arrow next to New, and then click Distribution List.
  • In the new distribution list window, type the name of your new list in the List Name text box.
  • To add a member to your distribution list, click Find Names. Use the Find Names dialog box to locate the person in your Global Address List or your Contacts, and then click Add. Repeat this step for each person you want to add.

Note: You can also type the e-mail addresses or aliases for the people you want to add in the Add to Distribution List text box.

  • To add a personal contact or person outside of SWOSU to your distribution list, type the contact's name or the person's e-mail address in the Add to Distribution List text box, and then click Add. Repeat this step for each person you want to add.

Send from distribution lists

To send a message to all the members of the distribution list, click Send mail to list New Messege to Contacts after the distribution list is open.

OR

On the message screens To:, Cc:, or Bcc: fields, type the complete or partial name of the distribution list and select the Check Name icon Check Name Icon to complete the distribution list name and verify it is correct.

Sorting contacts

Contacts

In Contacts, on the main toolbar, click the Contacts list, and then select one of the following views:

  • Address Cards: The default view, which displays basic information from each contacts General tab.
  • Detailed Address Cards: All the information you have for a contact which can include additional information such as job title, company name, home phone, and so on.
  • Phone List: Each contacts name and every phone number you have for them.
  • By Company: Each contacts name and their company information.
  • By Location: Each contact by address characteristics.
  • By Follow up Flag: Each contact you need to follow up with, to help you keep track of urgent or important matters.