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In the same way that you can create individual contacts, you can also make groups. Simply go to New and choose Group and provide a group name. So there is a group of people that I meet with once a month and we have a meal and we talk about our business practices together. This is a council group that was set up by our local business organization. Now I can click and choose members. I can choose members from here. It just so happens that a couple people from Two Trees are actually involved in this organization. That's part of how I got the job was through these connections that I've made in the business Council,which was great.
So Judith is one of those people who is in this group. I can double-click to add her down here. But most of them are people in my contacts list. So Coleman and Mycroft and Mark --and I added Mark twice and I don't want to do that because I double-clicked, so I can simply backspace and delete that -- and then Sang are all members of this group. So one, two, three, there they all are. I'm going to say OK and this is my group. I can add whoever I would like down here, but I've got them all queued up here. Here I go Add to Group and they're all added.
You can tell whether somebody is coming from that global address book, where they look like a little Rolodex card; or my contacts list the Rolodex card with the picture. Those are a couple icons you might want to keep track of. If I want to add more people to the group, I simply enter their email addresses and click Add. They don't have to necessarily exist somewhere else. So if I wanted for example to add someone like this I can just add them to the group right here. They don't exist in the context list, they don't exist anywhere else, they only exist in the group.
I don't want to recommend that and the reason is you really want to have more information than just someone's email address. And if someone only exist in the group I can't email them directly using either of my address books, because they don't appear there. I would recommend that you make sure that everyone you want to add you begin by either creating this a contact or make sure they're in your global list. I can add whatever notes I want to here. A good use of this note section is to know when I add people to a group and when I remove them from the group.
When I'm all done I can simply click Save and Close and I have a new group right here at the top of the list. When I select new group I can see who's in the group. I can send a new message to everyone in the group at one time. I can create a new meeting request to all of these folks that are in my group. Let's imagine that this group isn't a council group, but is a group of vendors, a group of suppliers, a group of customers who participate in a focus group and somebody else says, can you send me that customer focus group? Yes, I can.
I can click forward and I can send them this council group or any other group. When they receive this they simply double-click and it goes into their contacts list, provided that they are using OWA or Outlook or Lotus Notes or any other application that can deal with virtual contact cards. So I have a lot of great features focused on being able to create groups that I can then use as shortcuts for meetings and for email.
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