Part 7: Using E-Mail, Fax, and Messaging in Visual C#

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1 Right-click the appropriate parent folder in Address Book and choose New, New Group. The properties dialog box for the new group opens, as shown in Figure 27-7 on the next page. 2 Enter a group name (the name that you will choose when you address your outgoing mail). 3 Add names to the group. You can populate the group with contacts several ways: To add contacts that are already in your address book, click Select Members. To add a new contact to the group and also an individual entry to the address book, click New Contact. To add a new contact to the group but not create a separate individual entry for that contact, fill out the Name and E-Mail boxes, and then click Add. 4 Optionally, enter additional information about the group itself on the Group Details tab of the properties dialog box.
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Part 7: Using E-Mail, Fax, and Messaging
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Click to add contacts from your address book
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Click to define and add a new contact
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Add a name and e-mail address only to the group
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Figure 27-7. To create a distribution list, assign a group name and then add contacts (from your address book or new contacts) to the group.
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Adding Contacts Who Have Multiple E-Mail Addresses
You can enter multiple e-mail addresses on the Name tab of a contact s address book record. When you do this, Address Book requires that you designate one of the addresses as the default. When addressing a message to a contact with multiple e-mail addresses, if you specify the contact s name (as opposed to e-mail address) on the To line, Outlook Express looks up the name in your address book and uses the default mail address. In other words, you don t get to choose the address at the time you send the message. If you want control over which address is used, you need to specify the e-mail address, not the name, on the To line. An alternative and better approach is to create separate address book entries for each of your contact s multiple e-mail addresses. You don t need to use different names when you do this (but you can if you want to). If John Doe has six e-mail addresses and you create six John Doe records in Address Book, when you create a message with John Doe on the To line, Outlook Express will present a dialog box asking you to choose an address.
Adding Contacts from E-Mail Messages
By default, when you reply to an e-mail message, Outlook Express adds the name of the person you reply to (and of everyone else who received that message, if you clicked Reply All) to your address book. In everyday situations, this can be a useful service. Junk senders don t
Part 7: Using E-Mail, Fax, and Messaging
Using and Customizing Outlook Express land in your address book, because you don t reply to their spam, but contacts you find worth responding to are added. If you frequently reply to one off messages from strangers, however, this setting can clutter up your address book with irrelevant names. To turn off this default behavior, choose Tools, Options, go to the Send tab, and clear Automatically Put People I Reply To In My Address Book. You can also add senders to your address book without replying to their mail. In the message list, you can right-click a message and choose Add Sender To Address Book. Alternatively, you can open the message in its own window (double-click the message in the message list) and then, in the message window, choose Tools, Add To Address Book, Sender. There s a subtle but important difference between these two approaches. If you add the sender to your address book from the message list, the new contact is added forthwith. If you add the sender to your address book from the message window, you get to see and edit the new contact record before committing it to the address book. This technique gives you an opportunity to add more information about the entry or change the display name while it s fresh in your mind.
Your address book is full of duplicates. Over time, your address book will almost certainly accumulate some duplicate entries. The most common reason for duplication is that the people you correspond with send their messages from different systems with differing account identification. For example, suppose a friend buys a new computer and sets up an e-mail account (in Outlook Express or another e-mail client), uses the same e-mail address as before, but presents his name in a slightly different way (with a middle initial, perhaps). When you respond to mail sent from that new setup, Outlook Express adds a new entry to your address book. Fortunately, although the clutter in your address book might bother you, it has no adverse effect on Outlook Express. You will also undoubtedly accumulate address book entries that you simply don t recognize. For example, you join a mailing list and receive a confirmation message from the list administrator that requires you to reply. Typically, when you reply, a new address book entr y is added that consists only of an e-mail address. When you look at that entry later, you have no idea whose address it is or why the entry is there. Again, the only negative consequence is clutter. If it bothers you, you can either turn off the automatic creation of address book entries from messages you send in reply (choose Tools, Options, go to the Send tab, and then clear Automatically Put People I Reply To In My Address Book), or you can periodically cruise through your address book, using your Delete key to clear out the clutter.
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