14
Address Book
Setting Up and Using the Address Book
In this chapter you will learn:
t	How to add people and organizations to the address book.
t	How to create and modify mailing lists.
t	How to modify entries in the address book.
t	How to delete entries from the address book.
t	How to address messages with the address book.
Customizing the Address Book
QMC includes an address book that can hold lists of individuals, mailing lists, folders and newsgroups. Its primary purpose is to automate as much of the mail addressing process for you as possible. For example, once you enter an individual's Internet address in the address book, QMC will always find the address for you as you begin to type it out. You can also open the address book when you are addressing a message and select the recipient. Since you begin using QMC with an empty address book (except for the default entries), you will probably want to create one that contains the Internet addresses of your friends, colleagues and other correspondents.
Adding Individuals
To add an individual to the address book:
1	Click the Address Book button in the New Message window or pull down the View menu and select Address Book.
The Address Book dialog box displays and the Individuals tab is selected. The Individuals tab lists the persons or organizations whose Internet addresses you have entered in your address book.

Figure 59: Address Book Dialog Box-Individuals Tab
2	Click the Add button.
The Add Individual dialog box displays so you can add names to your address book.

Figure 60: Add Individual Dialog Box
3	In the Name text box, enter the name of the person or organization you want to add to your address book. This can be anything you want, since it is for your reference only.
4	In the Mail Address text box, enter the Internet e-mail address of the person or organization you want to add; for example, aperson@abcdcorp.com.

A computer's Internet address, which is entered after the @ sign, is a numeric code that uniquely identifies a particular computer's connection to the Internet. Because numeric Internet addresses (a typical address: 127.0.0.1) can be difficult to remember, Internet software uses the Domain Name System to translate numeric addresses into names, like whitehouse.gov or yale.edu, which are much easier to remember. 
5	In the Comments text box, you can optionally enter any additional information about the individual or organization you are adding. Information can include a physical address, company information or any text up to a limit of 1024 characters.
6	Choose OK to close the Add Individual dialog box.
The new entry displays on the Individuals tab.
7	Click Close.
Modifying Individuals
You can modify entries for an individual in the address book when you need to change the e-mail address or want to modify the comments you have entered.
To modify an individual entry in the address book:
1	Click the Address Book button in the New Message window or pull down the View menu and select Address Book.
The Address Book dialog box displays and the Individuals tab is selected.

Figure 61: Address Book Dialog Box
2	Click the Name you want to modify, then click the Modify button.
The Modify Individual dialog box displays so you can change entries in your address book.

Figure 62: Modify Individual Dialog Box
3	Make any changes to the information in the Name, Mail Address and Comments text boxes.
4	Choose OK to close the Modify Individual dialog box.
The modified entry displays on the Individuals tab.
5	Click Close.
Deleting Individuals
To delete an individual entry in the address book:
1	Click the Address Book button in the New Message window or pull down the View menu and select Address Book.
The Address Book dialog box displays and the Individuals tab is selected.
2	Click the Name you want to modify and then click the Delete button.
The entry no longer displays on the Individuals tab in your address book.
3	Click Close.
Adding Mailing Lists
If you repeatedly send messages to the same group of people, you will find it quicker to create a mailing list for those individuals to automate the addressing process. The Address Book lets you create mailing lists which can contain persons and organizations. Once you create a mailing list, you can select it when you compose new messages so that all individuals on the mailing list receive a copy of the message. Any individuals or newsgroups whose Internet addresses have been entered in your address book, or folders, can be included in mailing lists. 
If you typically post articles to more than one newsgroup at a time (a practice we would not recommend for beginners), you may want to create mailing lists which consist of several related newsgroups.
You may want to include folders within mailing lists so you can instantly file away a copy of your message in a specific folder each time you send a message. Suppose you want to send a message to a group of people and keep a copy of the message in one of your folders. Instead of sending a copy of a message to yourself and then filing the copy in a relevant folder after you receive it, you can copy and file the message in one step by sending it directly to a folder included on your mailing list. 
To add a mailing list to the address book:
1	Click the Address Book button in the New Message window or pull down the View menu and select Address Book.
The Address Book dialog box displays and the Individuals tab is selected.
2	Click the Mailing Lists tab.
The Mailing Lists tab shows the existing lists, if any.

Figure 63: Address Book Dialog Box, Mailing Lists Tab
3	Click the Add button.
The Add Mailing List dialog box displays so you can create new mailing lists.

Figure 64: Add Mailing List Dialog Box
4	In the Name text box, enter the name of the mailing list you are creating, for your own reference.
5	Click the Individuals, Folders or Newsgroups tab to bring one to the front.
Each tab displays the names of individuals, folders or newsgroups currently in the address book. 
6	Double click an entry in the list to add it to the mailing list, or click an entry, then click the Add button to the right.
The entry you clicked on displays in the Members text box.
7	Repeat the process of selecting tabs and double clicking on entries until you have added all the members to the list.
8	Choose OK to close the Add Mailing List dialog box.
The new mailing list name displays on the Mailing List tab.
9	Click Close.
Modifying Mailing Lists
You can modify a mailing list if you want to change its name, add members to the list or remove members from it.
To modify a mailing list:
1	Click the Address Book button in the New Message window or pull down the View menu and select Address Book.
The Address Book dialog box displays and the Individuals tab is selected.
2	Click the Mailing Lists tab.
The Mailing List stab shows the existing lists.

Figure 65: Address Book Dialog BoxMailing List Tab
3	Click the name of the list you want to modify and then click the Modify button.
The Modify Mailing List dialog box displays so you can change entries in your mailing list.

Figure 66: Modify Mailing List Dialog Box
4	Edit the Mailing List name in the text box, if you want.
5	To remove a member, click the entry in the Member list box, then click Delete.
6	To add a member, click either the Individuals, Folders or Newsgroups tab to bring it to the front. Then click an entry and click the Add button to the right.
The changes you make display in the Members list box.
7	Choose OK to close the Modify Mailing List dialog box.
8	Click Close.
Deleting Mailing Lists
When you find that a mailing list is no longer needed, you can delete it. Deleting a mailing list does not delete the members from the address book.
To delete a mailing list from the address book:
1	Click the Address Book button in the New Message window or pull down the View menu and select Address Book.
The Address Book dialog box displays and the Individuals tab is selected.
2	Click the Mailing List tab.
The Mailing List tab shows the existing lists.
3	Click the mailing list you want to remove and then click the Delete button.
The entry no longer displays on the Mailing List tab in your address book.
4	Click Close.
Addressing Messages with the Address Book
Once you have created a list of individuals in your Address Book, you can use the Address Book for addressing messages while the New Message window is open.
To use the Address Book to enter recipients:
 u 	Begin typing the name of the recipient in the To text box. 
If the recipient is already in the Address Book, QMC will recognize the entry as you type it, and fill in the text box for you.	

By default, QMC will assume the recipient is meant to be a direct recipient, indicated by the To field, rather than the recipient of a copy.
To select entries from the Address Book while composing messages:
1	Click the Address Book button in the New Message window.
The Address Book dialog box displays and you can select recipients from the available lists.
2	Lists are divided into four categories:
Individuals
People and organizations to whom you send messages.
Mailing Lists
People and organizations to whom you send messages, grouped together in a series of lists.
Folders
A folder of your own choosing on the folder tree. QMC stores the message as soon as it is sent. When composing and addressing messages, you may want to store a copy in one of your own folders. The Address Book's Folders tab lets you address messages to the folders in which you store mail and news articles. You can also use this tab to add a folder to a mailing list.
Newsgroups
Post to a newsgroup. You can use the Newsgroups tab to select a newsgroup when you are posting news articles. Click the Retrieve List button to retrieve a new list or the Update List button to update the list of newsgroups on a selected news server if necessary.
3	Click any tab.
4	Double click any entry in the list.
5	Repeat this process to select additional recipients, then click Close.
Your selections display in the list box.


When choosing from the Address Book, you can also use standard Windows multiple selection techniques (Click and drag, Ctrl + click, Shift + click) to select and address a message to several recipients.
You can also use the Address Book to select those who should receive copies of a message.
To use the Address Book to send copies:
1	Click the Address Book button to open the Address Book dialog box.
2	Click any tab.
3	Click a name in the list, then click the cc (copy) or Bcc (blind copy) button.
Your selection displays in the list box.
4	Click Close in the Address Book dialog box.
