USC Web Mail Address Book

The USC Web Mail Address Book can be used to store and maintain information about individuals and create private mailing lists.

Directory Services and USC Web Mail

For online student, faculty and staff directory searches, ITS has adopted LDAP (Lightweight Directory Access Protocol). Like other email clients, USC Web Mail supports address lookups using LDAP. This can be done by using the search function in the USC Web Mail Address book. For instructions refer to Searching for Addresses.

Creating Address Book entries

To create an address book entry for an individual:

1. Click the Addresses tab.
2. Click the New Contact icon.
3. The New Contact dialog box appears.
4. On the Name & Contact tab, enter information about the individual.
   The Name & Contact tab allows you to enter the recipient's first name,last name, email address, work phone, home phone, mobile, pager, and fax numbers. By default the Display Name is the name you type in the first and last name fields; however, you can edit the Display Name.
5. Click the Address tab if you want to enter the contact's postal address, internet home page, and/or birthday.
6. Click the Notes tab if you want to write notes about the contact.
   For example, if the contact is a member of a club to which you also belong, you might enter the name of the club in notes.
7. Click the Groups tab to view address group membership information for this contact.
   A list of address groups you have created is displayed. To add the contact to a group, check the checkbox next to the appropriate group name.
8. Click OK to save the contact details and exit the New Contact dialog box.
9. You should now see a new address book entry for the new contact on the Addresses tab of the USC Web Mail window.
   To send a message to this new contact, check the To:, Cc: or Bcc: checkbox next to the new entry and then click Compose

Note: Each tab in the New Contact dialog box has two buttons at the bottom, which allow you to confirm (OK) or discard changes(Cancel).

The strong>To:, Cc: and Bcc: are not displayed next to address book entries that do not have an email address.

Creating a New Group

It can be helpful to create address groups if you regularly send messages to the same group of contacts.

To create a new group:

1. Click the Addresses tab.
2. Click the New Group icon.
   The Group Members dialog box appears.
3. Enter a name in the Group Name field.
   This can be a name that describes the group of email contacts.
4. Select the type of address book entries you want to include in the New Group from the View drop-down list. For example select All, Groups Only or a user defined group to filter the selections shown in the available list.
5. Click the Add button to move the selected address book entry to the Group Includes list.
6. Click the Search button to search your USC Web Mail Address Book for names and addresses to include in the new group. The Search Address Book dialog box appears. To search your address book:
1. On the Full Name drop-down list, select an item from the available list. For example: Full name, First name, Last name, Email, or Phone number.
2. On the contains drop-down list, select an item from the available list. For example: contains, is, sounds like, begins with, or ends with.
3. Enter the text you are searching for in the blank field (next to the contains drop-down list).
4. Click Search.
   A list of contacts or groups matching the search criteria appears.
5. Select the checkbox next to the contacts or groups you wish to add and click Apply or OK.
   If you click Apply, the selected search result is added to the New Group list and you can perform another search in the Search Address Book dialog box.
   If you click OK, the Address Lookup dialog box closes and the selected search results are added to the Group Includes list.
7. Click the Notes tab to make notes about the group you are creating.
8. Click OK to save the new group.

Updating a Contact

To make changes to an existing contact:

1. Click the Addresses tab.
2. From the View: drop-down select a Group Name. The list of contacts in that group is displayed. Select the contact you want to edit.
   Or
   From the View: drop-down list select - All to view all contacts. Select the contact you want to edit from the list.
3. Click the display name link appearing in the Display Name column.
   The Update Contact dialog box appears and displays the details of address book entry for the contact you selected. The Name & Contact tab is displayed. You may edit the contact details displayed here.
4. Click the Address tab to edit the contact's address details.
5. Click the Notes tab to make or edit notes about the contact.
6. Click the Groups tab to change the groups which the contact is a member of.
7. Click OK to save any changes to the contact details.
8. Click Delete to delete this contact.

Searching for Addresses

To search for names and addresses in your personal address book:

1. Click the Addresses tab.
2. Click the Search icon.
   The Search Address Book dialog box appears.
3. From the Search Personal Address Book drop-down list, determine which address collection you want to search. The default is Search Personal Address Book but you can search the campus wide LDAP directory by selecting Search Corporate Directory.
4. From the Full name drop-down list, select an item from the available list for the search. For example: Full name, First name, Last name, Email, or Phone number.
5. From the contains drop-down list, select an item from the available list. For example: contains, is, sounds like, begins with, or ends with
6. Enter the text you are searching for in the blank field (next to the contains drop-down list).
7. Click Search
   A list of names or groups matching the search criteria appears.
8. Select contact names or groups from the list that you want to send a message to, by clicking the checkbox for the appropriate address type (To, Cc, Bcc).
9. Click Compose Message when you've finished selecting contacts/groups and want to compose your message.
   You should see a Compose Message window appear with the names of the recipients you selected already in the appropriate fields.
10. Compose your message and send as usual.

Composing a Message Using Address Book

To compose a message:

1. First, access the Compose window by following one of these three methods:
   
   • Click the Compose icon on the USC Web Mail toolbar.
   • From the Addresses tab, click the Search icon and then click Compose Message. This method is usually used after you have searched for and found an intended recipient's email address.
   • From the Addresses tab, click the display name or email address of the intended. The compose window will appear with the address of your selected recipient in the To: field. When you choose this method, unless you want to add other recipients, you can skip step 2.
2. Enter the required email addresses yourself or if you do not know an address, perform a search. For instructions refer to Searching for Addresses. You can enter email addresses in one or more of the following fields:
   
   
   • To:
     Enter a recipient's email address in this field to address the message to that recipient.
   • Cc:
     Enter a recipient's email address in this field to send a copy of the message to that recipient.
   • Bcc:
     Enter a recipient's email address in this field to send a blind copy of the message to that recipient. A blind copy is one in which other recipients cannot see who else has received the same message.

   Note: To enter multiple recipients in a single field, separate each recipient's address with a comma. For Example: Carolyn, Greg, Doreen, Bonnie

3. Click the Subject field and type the subject of your message.
4. Click in the message text box, and type the text of the message.
5. On the Priority drop-down list, set the priority to Normal, Urgent or Non-Urgent.
6. On the Request receipt drop-down list, select the option you want. For example: None, When delivered, When viewed, Both.
7. Click either the Send icon at the top of the window or the Send button at the bottom to send your message.