Keep an address book in webmail

Each mailbox has an address book, kept on the mail server with the mailbox. Everyone who can open the mailbox sees the same contacts, and a new message suggests addresses from them. Phones and mail apps that sync contacts reach the same address book, as Set up mail apps and devices describes.

• Open the mailbox in webmail. Each mailbox has its own contacts, so switch to the right one first.
• To add, change, import or delete contacts, you need to be able to send from the mailbox. Someone who Can only read it can search the contacts, open them and export them.

Select Contacts in the folder list, under your labels. On a narrow screen, open the folder list first with Folders, the menu button at the top left. The page is at www.coritan.com/webmail/contacts for the mailbox on screen.

The page lists each contact with its first email address and phone number. All contacts above the list shows everyone, and each group's button beside it shows only that group's members. The group you select is in the page's address, so a reload keeps it. To go back to your mail, select the arrow beside the Contacts heading.

1. Select New contact.
2. Enter a First name and a Last name.
3. Under Email, enter an address and choose Work, Home or Other beside it. Select Add an address for another one.
4. Under Phone, enter a number and choose Mobile, Work, Home or Other. Select Add a number for another one.
5. Optionally, fill in Company, Job title and Notes. Under Groups, tick each group the contact belongs to. Groups shows once the address book has a group.
6. Select Add contact.

We show Added followed by the name and to your contacts. A contact needs at least a name, a company, an email address or a phone number, and holds up to 10 addresses and 10 numbers.

To add the sender of a message you are reading, open the message's menu, Message actions at its top right, and select Add followed by the sender's name and to contacts. The menu offers it only while the sender is not in the address book.

Type in Search contacts above the list. The list keeps each contact that has every word you typed in its name, company, job title, email addresses or phone numbers. A phone number matches however it is spaced. To search one group only, select the group first. Esc clears the search.

A long list shows 200 contacts at first, and the button at its end shows the next ones.

1. Select the contact's row. Edit contact opens.
2. Change what you need and select Save changes.

To delete the contact, select Delete contact in the same dialog, then Delete contact again to confirm. Phones and mail apps that sync the address book lose it too.

If you close the dialog with changes you have not saved, webmail asks first. Select Keep editing to go back, or Discard to close it.

Someone who Can only read the mailbox sees the contact's details instead, with Close.

Select the envelope button at the end of a contact's row. A new message opens with the contact's first email address in To.

In any message, start typing a name or an address in To, Cc or Bcc, and pick a contact from the suggestions. When you type a group's name, the suggestions offer the group with the number of people in it, and picking it adds each of them. See Add recipients.

A group is a named list of contacts, such as your team. A contact can be in more than one.

1. Select New group after the group buttons.
2. Enter a Name for the group and select Create group. The new group opens, empty.
3. Open each contact that belongs in it, tick the group under Groups, and select Save changes.

A contact you add while a group is open starts in that group.

With a group open, these buttons sit beside its name:

• Write to the group opens a new message to every member that has an email address.
• Rename changes the group's name.
• Delete group removes the group after you confirm. Its contacts stay in the address book.

1. Export your contacts from where they are now:
   • in Google Contacts, choose Export, then Google CSV or vCard;
   • in Outlook, export them as a CSV file;
   • in Apple Contacts, export them as a vCard.
2. On the Contacts page, select Import, then Choose a file, and choose the file.

We add each contact whose email address is not in the address book yet, and skip the others. A contact with no email address is skipped when one with the same name is there already. The message then says how many came in, such as Imported 12 contacts. 3 were already here or could not be read. A label or category on an imported contact becomes a group of that name, or joins the group that has it already.

A file can be up to 5 MB, and we read at most 5,000 contacts from one file.

1. Select Export.
2. Choose vCard file (.vcf), for phones and Apple Contacts, or CSV file (.csv), for Google, Outlook and spreadsheets.

The browser downloads contacts.vcf or contacts.csv. Both keep each contact's groups.

Could not import the contacts: import up to 5 MB of contacts at a time.

The file is larger than 5 MB. Split it into smaller files and import each one.

A message that ends no contacts found: import a CSV from Google or Outlook, or a vCard file.

We could not read a contact in the file. Export the contacts again as a Google or Outlook CSV file or as a vCard file, and import that.

A message that starts Imported no new contacts.

Every contact in the file was in the address book already, or could not be read.

No address book for this mailbox

The mail server that holds this mailbox keeps no contacts, so there is nothing to show or import for it.

Enter a name, an email address or a phone number.

A contact needs at least one of them. Fill one in, then save.

Enter an email address such as name@example.com.

An address under Email is not complete. Correct it, or remove it with the cross beside it.

A message that starts You have a group called

Another group has that name already. Choose another name.

There is no New contact or Import button

You can only read this mailbox. Ask its owner to give you Can read, organize and send.

• Write and send email in webmail
• Set up mail apps and devices
• How webmail works