Contacts Overview

SmarterMail features an online contact manager that helps users organize and communicate with the people in their life. Users can view and manage their contacts from any computer with internet access, anywhere in the world, using the webmail interface.

Navigating Your Contacts

When you view your SmarterMail contacts for the first time, chances are they'll be empty: you won't have any contacts to display. This may not be true if you've migrated to SmarterMail from another email platform or service. Regardless, the layout of contacts is the same whether you have migrated or not. To show or hide a contact folder — such as the Global Address List or an address book someone has shared with you — simply click the eye icon to the right of the folder's name in the folders list. Unlike calendars, shared address books don't need to be separately "attached" first; once shared with you, they appear in your folders list and the eye icon controls whether they're currently displayed.

In general, the Contacts page is divided into two sections:

• The folders view displays all of your contact folders. These are how your contacts are organized. These folders include the default "Contacts" folder, which are contacts you add or migrate over to SmarterMail, and any folders that contain shared contact lists, such as a Global Address List (GAL).
• The content pane. Here you'll see individual cards that represent every contact and Contact Group you have displayed or, when in grid view, a list of your contacts and their details displayed as rows and columns.

Contact Views

There are two ways to view contacts, and these views are managed using the view toggle at the top of the content pane, which shows the current view and lets you switch to the other one:

• Card View - This displays each contact as its own card, and displays their contact image or monogram, and some details about the contact like their display name, company, job title, etc., if present.
• Grid View - This displays each contact in a text grid and displays contact details as columns, such as First Name, Last Name, Email Address, etc.

Content Pane

In general, the following options are available when viewing your contacts in Card View:

• Select - Clicking this button opens a dropdown with three options: Select All and Deselect All, which respectively check or clear every contact currently displayed, and Enable Select Mode, which is the option you want if you need to hand-pick specific contacts scattered throughout your list. Once select mode is on, simply click individual cards to check or uncheck them, then use the X next to the selection count to exit select mode when you're done. Selecting contacts this way lets you export, email, or delete several contacts at once instead of one at a time.
• Sort - Sorts contacts by Display Name, Email, or Company, with a Reverse Order option to flip between ascending and descending order.
• Filter - Narrows the contacts shown in the list. Choose All to clear any filter, or Attachments to show only contacts that have a file attached. Below that, every category you've created appears as its own checkbox, so you can display only contacts assigned to one or more specific categories — for example, showing only your "Vendors" category when you need to email every vendor at once.
• Actions (⋮)
• New Contact Group - Contact Groups are a convenient way to organize multiple contacts so that you can simply send a message to the group rather than having to send the message to each person in the group individually.
• Add to Outlook - Connects SmarterMail to Microsoft Outlook and synchronizes contact information.
• Send Email - Addresses an email message to the selected contact(s).
• Send vCards - Allows you to send an email with the selected contact(s) electronic business card(s) (vCards) attached.
• Import - Allows you to import contacts from another email system into your contact database. SmarterMail can bulk import contacts in either vCard or CSV format.
• Export All to vCard / Export to vCard - Exports your contacts in vCard format. The label switches to "Export to vCard" once you've selected specific contacts, exporting only those instead of your entire list.
• Export All to CSV / Export to CSV - Same idea, but exports to a CSV file instead of vCard format.
• Delete - Deletes the selected contact(s).

In general, the following options are available when viewing your contacts in Grid View:

• Each row has its own checkbox, along with a "select all" checkbox in the header, so you can check off however many contacts you need without a separate select mode.
• Delete - Deletes whichever contacts you've checked. This button stays disabled until at least one row is checked.
• Filter - Works the same as in Card View: choose All, Attachments, or one or more categories to narrow the list.
• Actions (⋮) - Offers the same options as Card View: New Contact Group, Add to Outlook, Send Email, Send vCards, Import, Export All to vCard/Export to vCard, Export All to CSV/Export to CSV, and Delete.

Attachments

Occasionally, when viewing a contact's details, a file of some sort is attached. Generally, attachments are added to contacts when the contact is initially created in an email client such as Microsoft Outlook. However, attachments can be added via the SmarterMail webmail interface as well using the paperclip button. Attachments can be downloaded to a local machine, or device, as needed. Attachments for contacts are handled just as attachments are handled in other areas of SmarterMail: the file's name and file extension are displayed and, if possible, a thumbnail of the attachment is displayed. (This most commonly occurs with image files.)

Manage Categories

You can also manage your categories from the Filter dropdown. Clicking Manage Categories opens a modal window with all current categories listed, where you can rename a category, change its color, delete one, or add a new one using the row at the bottom of the list. Once categories are changed, those changes carry over to any other area where categories are available (e.g., Calendars).

Individual Contacts

In addition to working with all of your contacts, each individual contact has some actions that are available. To view these, simply click the Actions (⋮) on each card. Depending on whether you own the contact, these actions are available:

• Send Email - Addresses an email message to the contact.
• Send vCard - Allows you to send an email with the contact's electronic business card (vCard) attached.
• Export to vCard - Exports the contact in vCard format. (Only available for contacts you own.)
• Export to CSV - Exports the contact in CSV format.
• Delete - Deletes the contact, when you have permission to do so.

You can also click on a contact and open it in its own window. Opening a contact gives you the ability to update or edit the contact's information. You can also delete the contact or Mark it by assigning it one or more Categories.

Contacts as Trusted Senders

By default, SmarterMail "sees" any contacts you add as "Trusted Senders." What that means is that any email you send to, or receive from, a contact bypasses any spam filters that are set up for your domain. While SmarterMail doesn't add your contacts to the "Trusted Senders" list you will find in your Spam Settings, they're handled the same way. However, unlike the email addresses or domains you add to your Trusted Senders list, messages sent to or received from contacts are not counted in any reports that list or detail messages to or from Trusted Senders. Therefore, while a contact is treated like a Trusted Sender, it's not counted as one in reports.

Sharing Contacts

SmarterMail gives users the ability to share multiple things within their account. More information on sharing, and how to share items, can be found on the Sharing Overview page of this help documentation.

Sending vCards

SmarterMail users can send single vCards or multiple, as needed. Below are instructions on sending a single vCard as well as multiple different vCards.

To send a single vCard:

1. Go to the Contacts area.
2. Find the specific contact in your list, either by scrolling through your contacts or using the Search bar.
3. Select the contact, then click Actions (⋮)
4. From the dropdown menu, select Send vCard.
5. SmarterMail will open a new message window with the vCard(s) attached.
6. Type the recipient's email address in the To field and compose a message. Then click Send.

To send multiple vCards:

1. Go to the Contacts area.
2. Click the Select button and choose Enable Select Mode. This allows you to select multiple different contacts by simply clicking on them.
3. Once you've selected the desired contacts, click Actions (⋮)
4. From the dropdown menu, select Send vCards.
5. SmarterMail will open a new message window with the vCards attached.
6. Type the recipient's email address in the To field and compose a message. Then click Send.

When sending a vCard, it can be useful to use categories to help narrow down your contacts. Using categories along with the Select button even allows you to send vCards for all contacts in one or more categories at once. To view contacts from a specific category, use the Filter icon and check the category(-ies) you want to filter by, then use Select All to grab everyone currently displayed before sending your vCards.