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 is 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.
You can access your Contacts in two ways:
- click Apps (3 x 3 grid) in the upper right corner of any Google App, then click Contacts
- 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 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" <email@example.com>
- a message sent using a Google Group email address counts as one message against your sending limits. Note, however, that each external (non-UD) email address in the Group is counted as one recipient.
Getting StartedCheck 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
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 Settings, select the General tab, then select the desired setting by Create contacts for auto-complete. Click Save Changes to complete.
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. In addition, you can export your Google contacts to a CSV file as a backup and/or to use with another email provider.
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.
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
Access the UD Address Book
You can access the UD Address Book in several ways:
- within a new message, click To to open the Select contacts 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
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.
For general information on how to use Google Contacts, visit the Google Apps Learning Center. In addition, Google provides Online Gmail Help (Contacts are considered a subset of Gmail).