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Address Books

This section provides information about the Global Address Book (all NUI, Galway addresses), the Contacts feature (your own personal Address book) and Distribution Lists that you can set up to send an email to a selected group of recipients.

Global Address Book
Contacts
Distribution Lists

Global Address Book

The Global Address Book for NUI, Galway contains the addresses of all staff. You can search the Global Address Book in OWA by firstname, surname or office.

OWA can match partial names. If you type in the first letters of a person's surname, then all the corresponding matches in NUI, Galway will be returned.

To search the Global Address Book, click the Address Book button in the OWA toolbar (marked in Fig. 1)

Fig. 1 OWA toolbar with Address Book button marked

The Find Names dialog box appears (Fig. 2)

Fig. 2 Find Names - Web Page Dialog box

You can search by typing in the first few letters of a surname in the Display Name box.
By default, names are displayed in the following format surname, firstname.

Example: Type in the surname smith and click the Find button. The search results for the NUI, Galway global address book are returned as shown in Fig. 3.



Fig. 3 Find Names - results of 'smith' search

Note that you can also search the global address book by first name, surname, or office (i.e. department).

Contacts

Contacts is similar to a Personal Address Book and allows you to store and track detailed information about correspondents.

To view contacts, click Contacts in the Navigation Pane on the left (see Fig. 4).

Fig. 4 Navigation pane with Contacts highlighted

Add a Contact

1. Click the New button in the OWA toolbar (Fig. 5)
   
   
   
   Fig. 5 OWA toolbar for Contacts
   
   
2. A new contact dialog box appears (Fig. 6).
   Enter all relevant information about the new contact.
   
   
   
   Fig. 6 New Contact dialog box
   
   
3. When you are finished entering information, click the Save and Close button.

Send an e-mail message to a Contact

1. Go to Contacts and open the Contact to whom you wish to send a message.
   
   
2. From the toolbar of the Contact dialog box, choose the Send mail to contact icon (marked in Fig. 7)
   
   
   
   Fig. 7 Toolbar of the Contact dialog box with Send mail to contact icon marked
   
   
3. A new mail message will open showing the contact's email address in the To: field.

Add a Contact from an eMail message

1. Open the email from the person you want to add to your contact list.
   
   
2. Double-click on the person's email address (at the top of the message).
   
   
3. A dialog box appears showing the person's Name and eMail address (Fig. 8).
   
   
   
   Fig. 8 New Contact dialog box when adding contact from an email message
   
   
4. Click the Add to Contacts button.
   If you view your contacts, the new contact will appear in the list.
   

Distribution Lists

Distribution Lists are very useful for sending frequent email to a selected group of recipients. If you create a distribution list, it will appear in your Contacts and you can send a message to the list in the same way that you would send to a contact.  

Create a Distribution List

1. Go to Contacts and click on the arrow icon (beside New) in the OWA toolbar.
   
   
2. Click Distribution List from the menu that appears.
   
   
3. A new distribution list dialog box appears (Fig. 9).
   
   
   
   Fig. 9 New distribution list dialog box
   
   
4. Type a name for the distribution list in the List Name field.
   
   
5. Click the Find Names button.
   The Find Names dialog box appears (as in Fig. 2).
   
   
6. You can add names from the Global Address List or from your Contacts.
   Search for names and select the relevant name.
   
   
7. At the bottom of the Find Names dialog box, you can add the select name to the distribution list by clicking the Distribution List button.
   
   
8. When you have added all names to the distribution list, click the Save and Close button in the Distribution List dialog box.

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