Indiana University
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Adding and removing address book entries in Webmail

In IU Webmail, there are two kinds of address book entries: contacts and distribution lists. Contacts are individual entries, containing names, email addresses, phone numbers, and other notes about the entry. Lists provide an easy way to group Contacts together in order to more easily send mail to more than one person at a time. Follow the appropriate steps below to add or remove Contacts and lists:

Add an entry

Add a Contact

To add a new address book entry for an individual:

  1. Log into IU Webmail. Open the address book by clicking Address Book in the header at the top of the screen.

  2. The header at the top of the screen will change to include several new links. Click Add.

  3. Enter the information you wish to include for this Contact in the appropriate fields, and then click Save.

  4. The screen will refresh and display the information for the Contact you just added:

    • To further edit this Contact, click Edit.
    • To delete the Contact, click Delete.
    • To add another Contact, in the header bar at the top of the screen, click Add.
    • To return to the main address book view, in the header bar at the top of the screen, click Browse.

Add a list

To create a distribution list in Webmail, you must first add to your address book all the contacts you wish to include in the list. Then, select all the appropriate contacts and create the list:

  1. From the list of Contacts, check the box to the left of each Contact you wish to include in your distribution list.

  2. From the Select List drop-down menu, select New List, and then click Add to.

  3. In the dialog box that appears, type a name for your list. Click OK.

When the screen refreshes, you should see a new entry for the list you just created. On the left side, there will be an icon that looks like two heads, which indicates that this is a distribution list. The email address column will be empty, but you can see what addresses are included in the list by clicking the name of the list. The address book screen will change to include only the names in that distribution list. From here, you can edit the list according to the instructions below.

Add a Contact to an existing list

To add a Contact to an existing list:

  1. Log into Webmail. Open the address book by clicking Address Book at the top of the main Webmail screen.

  2. If you don't see all of your Contacts and lists, click Show All.

  3. From the listing of Contacts and lists, check the box beside each Contact or list you wish to add to a distribution list. You may add one distribution list to another, though to avoid duplication of recipients, UITS does not recommend this.

  4. From the Select List drop-down menu, select the list to which you wish to add the Contacts, and then click Add to.

Remove an entry

Remove a contact or list

To remove a Contact or a distribution list:

  1. Log into Webmail. Open the address book by clicking Address Book at the top of the main Webmail screen.

  2. If you don't see all of your Contacts and lists, click Show All.

  3. From the list of Contacts and distribution lists, place a check next to all the entries you wish to remove. Click Delete. Click OK to confirm the deletion.

Remove a Contact from a list

To remove a Contact from a distribution list without removing the Contact entirely from your address book:

  1. Log into Webmail. Open the address book by clicking Address Book at the top of the main Webmail screen.

  2. If you don't see the list you want to work with, click Show Lists.

  3. Select the distribution list you wish to change by clicking its name. Do not click the "Edit" icon next to the name; this will take you to a different editing screen, and will not allow you to remove email addresses from the list.

  4. On the next screen, place a check in the box to the left of each address you wish to remove from the list.

  5. Just above the checkbox column, click Remove from this list. Click OK to confirm. The screen will refresh and display the new contents of your distribution list.