Archive | Contacts

It is possible to cancel a misprint when one has just performed an action such as delete or move a contact. Just click on Undo at the top of the page.

Do you often send e-mail to the same group of people? Then it can be useful to create a contact group for this.

With a contact group, it is enough to write the name of the group when sending a message to all members. Just like a distribution list, even though you don’t need to have administrator rights to create it.

1. Click the arrow next to New contact > select Contact group.
   
2. Give them a group name and select which address book to save it by Location.
   
3. Add contacts to include in the group.
   
4. Search for names using the search function.
   
5. Select those to be included in the Contact Group. Multiple selection with Ctrl key.
   
6. You can also enter email addresses in the box below. If there are multiple separate the addresses with a comma (,).
   
7. Click Add or Add all > Save at the top left of the toolbar.

NOTE! E–mail addresses that are added to a contact group will only be saved in your contact group, not as a separate contact in any address book. A contact group is simply a list of addresses.

Distribution lists / mailing lists are administered when logging in to the Administrator account. Here we tell you step by step how.

Log in to the admin account. It’s usually admin@yourdomain.com but not always. If you are not sure which account is your administrator account you just contact our support. It is only on an administrator account you see Admin console under your name.

1. Log in to the admin account.
All have at least one administrator account and usually it’s e-mail address admin@yourdomain.com

2. Click the arrow next to the account name in the top right corner to select the Admin Console and log into the admin interface (same login as your account, you are already logged in).

3. Click Manage in the left column and then Distribution lists.

4. At the top right, click the gear > New.

5. Fill in a name / e-mail address, for example staff@yourdomain.com if you want to create a mailing list to easily send e-mails to everyone in the company (those included in the list).

6. Add e-mail addresses to the list.
Either by searching for their name in the top right corner or by entering their e-mail address in the box below. Click Add / Add All> Next.

• Display Name: What you want to call your list.
  Also fill in a description for the list if needed, this is not visible externally.
  
• Can receive e-mail: mark this.
  
• Hide in the global address list: do not mark this.

7. Click Finish.

Administration of a mailing list

• When you want to add a new contact just log in, look for the list and add the new contact to it.
  
• When an account is deleted the address disappears from the list automatically.

Here we tell you step by step how you share your contacts.

When sharing an Address Book, a copy of the original is placed in the other user’s left column and therefor one will not need to log in to the other person’s account to access the contact in the Address Book.

1. Right-click address book > Share Address Book.
2. Choose who you want to share the Address Book with:

Internal users or groups
The user or group must have a valid email address in Work2Go. Assign them one of the following roles:

• None: An option you use to temporarily disable access to a shared Address Book without canceling the sharing. The Address Book will still remain in the other person’s account, but they won’t be able to view its content.
• Viewer: can read the content, but can’t make any changes to it.
• Manager: has full permission to read and edit the content. They can also create new Address Books, and delete it’s content.
• Admin: has full permissions to read, edit, add, delete, accept or decline invitations and administrate its content.

External guests
They can only read the content of the Address Book, not make any changes. Just enter their email addresses and provide them with a password to view the content.

Public
They can only read the content of the Address Book and don’t need a password for it. Hand out the URL that appears in the box below. Right-click it and select ”Copy link” to get hold of the full URL. Anyone who knows about the URL to this folder will be able to see its content. No one can however make any changes to it.

3. In the Message area, select the type of message you want to send out to those you want to share your Address Book with.
4. Click OK when you’re done.

Here we show you how to add more contacts to your address book.

Add a contact from the toolbar

1. Click the arrow next to the New Message toolbar > Contact.
   
2. If you open the Contacts tab > New contact.
   
3. A contact form is opened to be filled in.
   
4. Fill in the information and a picture of the person.
   
5. Location: select which address book you want to save the contact in.
   
6. Click Save on the toolbar in the top left corner.
   The plus sign at certain fields means that you can add more information.

Add a contact from an email message

1. Right-click the sender of the message> Add contact.
   
2. The contact form is opened to be filled in. The information that was already available in the message are already filled in.
   
3. You can add the From, To, Cc, and Bcc.
   
4. Click Save on the toolbar in the top left corner.

By default there are always two address books in Work2Go: E-mailed contacts and Contacts. Here we explain the difference and show you how to easily find the right contact.

• E-mailed contacts: Every e-mail address you send a messag to is automatically saved in Emailed Contacts. You can disable this feature in Preferences > Address Book: Autocomplete.
• Contacts: only contains of e-mail addresses that you have chosen to add yourself.

How to find the right contacts when sending e-mail

When creating a new message and filling in the recipient’s e-mail address it is enough to only type in the first letters of the address. Work2Go automatically displays a list of names from your Address Book that matches the letters you typed. From there you can go ahead and select the correct one from the list.

Global Address List

GAL is the Global Address List and is available to all users within your organization/domain. This list is created automatically and can not be edited. It includes all users’ email addresses within your domain.

You can move contacts from one address book to another. The easiest way is to drag and drop contacts, but you can also right click a contact and choose Move.

1. Open Address Book A and select the contacts you want to move to Address Book B by checking the box next to each name.
2. Right-click one of the highlighted names and select Move from the menue.
3. Now you will see a box there you select your destination Address Book > OK.

You can do the same with Contact Groups.