Aerial photograph of the Immaculate Conception Chapel

Contacts

The Contacts feature in your UD Google Apps account is a way to store and organize contact information about the people with whom you communicate. Each contact can contain basic information like names, email addresses, and phone numbers, but can also include extended information, like physical addresses, employer, department, or job title.

You can add, edit, and delete contacts and personal contact groups within Contacts. Your list of contacts are private and cannot be shared with other users, but when you send an email, recipients can see the names you have saved for each contact.

Access Contacts

You can access your Contacts in two ways:

  • click Contacts in the menu bar (top left corner) of any Google App 
  • in your mailbox, click Mail (upper left corner under the UD logo), then click Contacts
Differences between Personal Contact Groups and Google Groups

Personal contact groups are different from Google Groups:

  • a personal contact group is created by you and is like a nickname that represents multiple email addresses (i.e., you can type in the group name rather than typing in each individual email address).  It does NOT have its own email address so can only be used by you.
    • when you type the name of the personal contact group in the "To" field of a new message, you will see something like Lunch Buddies (group)
    • a message sent using a personal contact group counts as X messages against your sending limits, where X=the number of individuals in your personal contact group
  • a Google Group is created centrally by UDit and is similar to a list-serv.  It is assigned its own email address, so others can send messages to it.
    • when you type the name of a Google Group in the "To" field of a new message, you will see something like "flyer_fans" <flyer_fans@udayton.edu>
    • a message sent using a Google Group email address counts as one message against your sending limits (however, each external email address is counted as one recipient)
Getting Started
Check out our Getting Started guides for general information about using Contacts:
  • UD Contacts Basics -- email, find, and manage your personal contacts
  • UD Personal Contact Groups -- create personal contact groups and mailing lists

In addition to the Getting Started guides, browse the following topics for additional information and tips about using Contacts.

Managing Contacts

Automatically add new contacts

By default, Google automatically adds addresses to your Contacts list each time you use the Reply, Reply to all, or Forward functions to send mail to addresses that don't already exist in your Contacts list. You can enable or disable this setting -- click the Gear icon (upper right corner), select Mail settings, select the General tab, then select the appropriate setting by Create contacts for auto-complete.

Import an existing list of contacts

You can import address books you may have associated with other email providers (e.g., Yahoo, Outlook, Hotmail, etc.) that are CSV or vCard files.

Click here for instructions on *exporting* contacts from other mail providers
Click here for instructions on *importing* contacts from CSV files
Click here for instructions on *importing* contacts from vCard files

Merge duplicate contacts

Over time, you may notice that you have multiple entries for the same contact. You can manually find and merge duplicates into one entry, or you can use Google to do this automatically.

Restore contacts

If you make changes to your Contacts that you want to undo, you can restore your full contacts list to an earlier saved version. This allows you to undo changes like:

  • Recovering contacts that have been accidentally deleted
  • Restoring contacts after an unsuccessful sync 
  • Undoing a recent import
  • Undoing a recent merge
Backup your contacts

You can export your contacts to a CSV file as a backup and/or to use with another email provider.

Top

Notable Features

Access the UD Address Book

You can access the UD Address Book in several ways:

  • within a new message, click To to open the contact picker window. Type in the name of the individual you wish to find. You will see a list of matches from your own Contacts list as well as the University of Dayton contacts list 
  • click Contacts, then type the name of the individual in the Search field at the top of the window. You will see a list of matches from your own Contacts lists as well as the Domain Directory (i.e., the UD Address Book) 
  • click Contacts, then select Directory from the navigation menu on the left side of the screen for the full UD Address Book

Top

Storage Quotas

Contacts quotas

Because problems can occur if you have an extremely large number of contacts, Google enforces quota restrictions on the number of contacts (maximum of 25,000) as well as the amount of data that can be stored for each contact.

Top

Additional Resources

Training Resources

For general information on how to use Calendar, visit the Google Apps Learning Center.  In addition, Google provides Online Gmail Help (Contacts are considered a subset of Gmail).

Suggest a feature

Google is open to feedback from its users about suggested enhancements to their services. Much of their development strategy is driven by user demand -- in essence, the more people who request a feature, the more likely Google is to develop the feature.

Top