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The Contacts folder lets you create named groups of contacts to simplify mail that you send repeatedly to the same set of recipients. To create such a group entity, click New Contact Group on the Contacts folder Command Bar. Enter a name for the group, then click Select Members to populate the group. The Select Contacts To Add dialog box, which appears when you click Select Members, initially lists all the contacts that already exist in your Contacts folder. By clicking on All Contact Types in the lower right corner of this dialog box, you can change the display to show only previously created contact groups. This allows you to add existing contact groups to the group you re currently creating.
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Because contact information resides in a standard Windows Explorer folder, you can use standard Windows Explorer methods to organize your folder store and customize its display. For example, you can create subfolders for business, personal, and family contacts, and use them to segregate your contact entries. As long as a contact is stored in a subfolder of Contacts (or in Contacts itself), Windows Mail will find the information it needs when you address an e-mail message to that contact. All the standard Windows Explorer viewing options are available in your Contacts folder and subfolders, so you can switch easily between iconic and tabular display styles. If you have assigned a picture to a contact (by clicking on the picture frame in the Name And E-Mail tab of the contact s properties dialog box and supplying the name of a picture file), that picture will appear in the various iconic displays. If you ve enabled the Preview Pane (choose Organize on the Command Bar, then Layout, Preview Pane), you can read most of the essential details about any contact simply by highlighting the contact s entry; that is, you can save yourself the trouble of opening the contact s properties dialog box.
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You can handle contacts with multiple e-mail addresses in a couple of different ways. You can simply list all the contact s addresses in a single contact entry and let Windows know which address is the default (select that address in the big window at the bottom of the Name And E-Mail tab and click Set Preferred). Or you can create multiple Contacts entries, one for each e-mail address. The advantage of the first approach is that you can see all of a person s various addresses in one place. The disadvantage is that if you want to address a message to an address other than the one you have marked as preferred, you will have to type the actual e-mail address on the To line of the New Message window. If you type the recipient s name instead of his or her e-mail address, Windows Mail will direct your message to the preferred address without asking for confirmation. (To mitigate the annoyance of making you type an e-mail address instead of a recipient s name, the program uses AutoComplete. As you begin typing an address that you have used before, Windows Mail proposes to complete it for you.)
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If you regularly use more than one address for a recipient, you might find it expedient to create separate contact entries. You can create multiple entries for the same person either in the same Contacts folder (Windows will append numbers to names to avoid having duplicate file names) or in separate subfolders. For example, if you use one address to contact a person on business and another for non-business communication, you could segregate the multiple contact entries into personal and business subfolders. Either way same folder or different folders if you address a message to a person who has multiple contact entries, Windows Mail will prompt you to choose when you send your message.
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