Accessing Contacts

How do I access my list of contacts in Google Apps?

• You can go to : www.google.com/contacts

• Press "G" followed by "C" if you have shortcuts enable in settings.

• Or, at the top-left of your Gmail window, click the Mail logo and choose Contacts from the drop-menu.

Can I find contact addresses when composing messages or inviting people to a meeting?

Yes, you can open the Gmail contacts picker, which lists email addresses of all your personal contacts, as well as global contacts in your organization.  When composing an email message, click the To: link.

Can I see the members of a mailing list in our company directory in Google Apps?

Only if Google Groups for Business is enabled for your domain. Otherwise, you can't view the members of organization mailing lists created by your administrator.

Adding Contacts

Can I automatically add new contacts based on people I've corresponded with?

Yes. Whenever you send an email message to someone, your Contact Manager adds that person's email address to your Other Contacts list. To move the contact to your My Contactslist, open the Contact Manager, click Other Contacts (at the left), select the addresses you want to add, and click Add to My Contacts.

Can I add a global address or company mailing list to my personal contacts?

Yes. Just open your Contact Manager's Directory list and search for the contact. When you find the contact, select it and click Add to My Contacts. After that, you can add additional information to the contact's details. Note, however, that this information appears only in your personal contacts, not the corporate contacts.

If you haven't yet sent email to a corporate list, you might need to add the group manually.

Can I upload a mailing list from Outlook or IBM Notes to my Google contacts?

Not directly, but you can quickly recreate the mailing list in Google Apps as follows:

• 1. Open Outlook or Notes and display the addresses in the mailing list.

  2. In your Google contacts, click the New Group button and enter your new group name.

  3. In the Add to group field, start typing the email address of a contact in the Outlook or Notes mailing list (refer to the open mailing list for the addresses).

  4. When the contact appears, select it. Google contact manager adds the contact to the new group.

  5. Continue adding contacts to the group.

ccessing Contacts

How do I access my list of contacts in Google Apps?

At the top-left of your Gmail window, click the Mail logo and choose Contacts from the drop-menu.

Can I find contact addresses when composing messages or inviting people to a meeting?

Yes, you can open the Gmail contacts picker, which lists email addresses of all your personal contacts, as well as global contacts in your organization.  When composing an email message, click the To: link.

Can I see the members of a mailing list in our company directory in Google Apps?

Only if Google Groups for Business is enabled for your domain. Otherwise, you can't view the members of organization mailing lists created by your administrator.

Adding Contacts

Can I automatically add new contacts based on people I've corresponded with?

Yes. Whenever you send an email message to someone, your Contact Manager adds that person's email address to your Other Contacts list. To move the contact to your My Contactslist, open the Contact Manager, click Other Contacts (at the left), select the addresses you want to add, and click Add to My Contacts.

Can I add a global address or company mailing list to my personal contacts?

Yes. Just open your Contact Manager's Directory list and search for the contact. When you find the contact, select it and click Add to My Contacts. After that, you can add additional information to the contact's details. Note, however, that this information appears only in your personal contacts, not the corporate contacts.

If you haven't yet sent email to a corporate list, you might need to add the group manually.

Can I upload a mailing list from Outlook or IBM Notes to my Google contacts?

Not directly, but you can quickly recreate the mailing list in Google Apps as follows:

• 1. Open Outlook or Notes and display the addresses in the mailing list.

  2. In your Google contacts, click the New Group button and enter your new group name.

  3. In the Add to group field, start typing the email address of a contact in the Outlook or Notes mailing list (refer to the open mailing list for the addresses).

  4. When the contact appears, select it. Google contact manager adds the contact to the new group.

  5. Continue adding contacts to the group.

You can use contact groups to organize your contacts and as personal mailing lists—to send email messages or meeting invitations to groups of people you contact frequently, without having to enter each of their email addresses individually.

Create a contact group

You can create a contact group in your Contact Manager.

• 1. Open your Contact Manager. In the upper-left corner of your Gmail window, click the arrow by Mail and then click Contacts.

• 1. Click New Group in the left pane of the Contact manager.

• 1. Enter the name of the group and click OK.

  2. In My Contacts, select the contacts you want to add to the group. For example:

• 1. Click the Groups icon at the top of the Contact Manager...

• 1. Select the group to which you want to add the contacts:

• 1. The new group is created (in this case, “Sunhouse Project Team”), and can be found in the left pane of the Contact Manager page.

Use your contact groups as mailing lists

To save time when sending an email message or meeting invitation, use your contact groups.

To send a message to all or some members of a group

• 1. When composing a message in Gmail, type the first letters of the group’s name in the To field until you see the group in the drop-down list.

• 1. Select the group in the drop-down list. The group members are all added to the To field.

• 1. If you don’t want to send the message to everyone in the group, just edit the To field.

To send a message to a group while in the Contact Manager:

This is a good option if you can’t remember the group name or if you want an easier way to select only some members of a large group.

• 1. Open the Contact Manager (click the arrow by Mail and then click Contacts).

  2. Select the group in the left pane.

• 1. Check the box at the top of the group’s member list to quickly select everyone in the group:

• 1. Alternatively, you can select only specific members by checking their names individually.

  2. Click the Email icon to compose a message addressed to everyone you’ve selected: