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Section 61. Build an Address Book

Section 61. Build an Address Book

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CheckYourContacts

GmailcallsyouraddressbookyourContacts,andthe

momentyoustartusingGmail,yourContactsbegintofill

up.Asyoureadandsendmessages,Gmailautomatically

addsnamesandaddressestoyourContacts,withoutyou

havingtodoanything.ToseeyourContacts,clickthe

ContactslinkontheleftsideofthemainGmailpage.

TherearetwolinksonthepageFrequentlyMailedandAll



Contacts.ClicktheAllContactslinktoseealistof

everyonewithwhomyou'veexchangedemail;clickthe

FrequentlyMailedlinktoseealistofonlythosepeople

withwhomyoumorefrequentlycorrespond.

AddInformationAboutaContact

Gmailautomaticallyenterstheemailaddressesofpeople

withwhomyoucommunicateviaemailintoyourContacts,

butallitincludesistheperson'snameandemailaddress.

Youcan,however,addmoreinformationaboutapersonin

yourContactslist,includingaddress,phonenumber,and

similarinformation.

IntheFrequentlyMailedorAllContactslist,clickthe

contactforwhomyouwanttosupplymoreinformation.A

pagethatincludesmoreinformationthanjustthecontact's

emailaddressopens.IfGmailcouldnotdetermineanything

aboutthecontactotherthantheemailaddress(thatis,ifthis

pagecontainsnomoreinformation),clicktheeditcontact

informationlinktoopentheEditContactpage.Typethe

person'snameandaddanyrelevantnotes.

Ifyouwanttoaddmoreinformationaboutthiscontact,such

asphonenumbersandaddress,clickAddmorecontact

informationandfillouttheform.

Eachcontactformismadeupofseveralsections;each

sectionhasalabel(suchasPersonalorWork)andfieldsfor

email,phone,andaddressinformation.Youcanaddanentire

newsectiontotheformbyclickingtheaddsectionlinkat

thebottomoftheform.Toremoveasection,clickthe

removesectionintheupper-rightcornerofthesectionyou

wanttodelete.

Whenyou'redoneeditinginformationaboutthiscontact,click

theSavebutton.ThecontactissavedinyourContactslist,

whichissortedalphabeticallybyfirstnameorfirstletterof



theemailaddress.Afteryousavethecontact,youstayon

thecontactpage.



Note

Atthebottomofthepageofinformationaboutacontact

isalistofalltherecentemailyou'veexchangedwiththis

contact.It'sagreatwaytogetaquickreviewofrecent

conversationsyou'vehadwiththecontact.



AddaContact

Youdon'thavetowaittoreceiveanemailfromsomeoneor

sendanemailtosomeonetoaddacontacttoyourContacts

list.Todoit,clicktheContactslinkontheleftsideofany

Gmailpage,clicktheAddContactlinkatthetopofthelist

ofcontacts,andfillouttheAddContactform.Ifyouwantto

addmoreinformationaboutthiscontact,clicktheaddmore

contactinfolinkandrefertostep2.Whenyou'redone

fillingininformationaboutthiscontact,clickSave.

DeleteaContact

Todeleteacontact,clicktheContactslinkontheleftsideof

anyGmailpageandclicktodisplaytheFrequentlyMailed

orAllContactslist.Enablethecheckboxnexttoeach

contactyouwanttodeleteandclicktheDeletebuttonabove

andtotheleftofthelistofcontacts.Confirmthedeletionto

permanentlydeletethecontactfromtheFrequentlyMailed

listandalsofromtheAllContactslist.

ImportContacts

Ifyoualreadyhaveanemailprogram,youprobablyhavean

addressbookinit.Yourexistingaddressbookcontainsthe

emailaddressesofpeopleyouwillwanttocommunicatewith



usingGmail.Ifyou'dlike,youcanimportyourexisting

addressbookandhavealltheentriesinitshowupinyour

GmailContactslist.Importinganexistingaddressbookisa

two-stageprocess:Firstyouexportyourcontactsfromyour

existingemailprogramintowhat'scalledacomma-separated

values(CSV)formattedfile,andthenyouimportthatCSVfile

intoGmail.

Howyouexportyouraddressbookfromyouroldemail

programvariesaccordingtoyouremailsoftware.InOutlook,

chooseFile,ImportandExporttolaunchtheImportand

ExportWizard.ChooseExporttoafile,clickNext,and

fromthescreenthatappears,chooseCommaSeparated

Values(Windows).Fromthenextscreen,chooseyour

contactsfolder(thefoldertowhichyouwanttosavethefile

you'recreating).

Onthenextscreen,givetheCSVfileyou'reabouttocreatea

name(the.csvfileextensionisautomaticallyaddedtothe

filenameyouspecifyhere),browsetothefolderwhereyou

wanttosavethefile,clickNext,andthenclickFinish.

OutlookexportstheinformationinitsaddressbooktoaCSVformattedfile,withthefilenameandlocationyouspecified.

NowthattheCSVfileisready,gotoGmailandclickthe

Contactslinkontheleftsideofthepage.Thenclickthe

Importlinkatthetopofthepage.TheImportContacts

windowpopsup.Typeinthefullpathofthe.csvfileandits

name(thedirectoryinformationforthefolderinwhichyou

savedtheCSVfileaswellasthefilenameyouspecified),

suchasC:\GContacts\mycontacts.csv.ThenclickImport

Contacts.Afteraminuteormore,dependingonthespeedof

yourInternetconnectionandhowmanycontactsyou're

importing,youreceiveamessagetellingyouthatyour

contactshavebeenimportedandlistingthetotalnumberof

contactsyou'veimported.ClicktheClosebutton.The

addressbookentriesfromyouroldemailapplicationarenow

availableinGmail.Toseethem,clicktheAllContactslink



atthetopoftheContactsscreen.



Note

YoucanalsoexportyourcontactsfromGmailtoanother

emailprogram.Todothis,clicktheExportlinklocated

atthetopoftheContactslistintheContactsscreen.

Fromthescreenthatappears,choosetoexportyour

addressbookentriestoOutlookCSVifyou'regoingto

importthemintoOutlookoranotheremailprogram,or

chooseGmailCSVifyou'regoingtoimportyouraddress

bookentriestoanotherGmailaccount.Afteryousave

theCSVfile,youcanthenimportitintoyourotheremail

program(readtheemailprogram'sdocumentationfor

detailsonhowtodoso).ToimporttheCSVfileinto

anotherGmailaccount,followtheinstructionsinthis

step.







62.ManageYourMailwithLabelsandFilters

BEFOREYOUBEGIN



ComposeandSendMail



SEEALSO



SearchThroughYourMail



What'sthebiggestproblemthatmostpeoplehavewiththeir

email?Managingit.Manyofusliveinemail,andwesendand

receivehundredsofmessagesaday.

TohelpyoucontrolitallinGmail,youusewhatGmailcalls

labelsandfilters.Here'soneareawhereGmailismore

confusingthanmostemailprogramsbecauseit'snotobvious

howtousethesefeatures.Sofollowthestepsinthistaskto

masterthem.



KeyTerm

Labels(Gmail)Awaytoorganizeyourmailin

Gmail.Labelsfunctionmuchlikefoldersinemail

programs.

FiltersArulethatisappliedtoincomingmailfor

example,tomoveittoacertainlabel.



ManageYourMailwithLabelsandFilters



SelectMessagestoPutinaLabel

LabelsinGmailareusedmuchlikefoldersareusedinemail

programssuchasOutlookyouuselabelstoorganizeyour

mail.OnedifferencebetweenGmailandothermail

programs,however,isthatasinglepieceofmailcanshowup

inmanylabels,aswellasinyourinbox.Thinkofeachlabel



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