If you don’t have all 125 of your contact emails memorized, you aren’t alone. Address books allow users to store all of their important contacts in one centralized place. Users who have mobile devices can “synchronize” address books to easily upload contact information from their personal computer to mobile devices. Having a few tips for making address books more useful can increase productivity.
Use the Notes Feature
Most email providers have a “notes” feature in the address book contact field. This area is great for keeping additional information about business contacts. For example, you might include a company’s hours of operation or special transaction procedures. Users can also synchronize these notes with their iPhone (or other mobile devices). This allows you to quickly pull up client notes when viewing their contact information.
Customize Address Fields
Some email provides allow you to customize address fields. For example, if you never use the “birthday” or “homepage” field, wouldn’t it be nice to delete it? If your provider offers customization options, it can usually be accessed under the “settings” tab. Fields can also be moved. For example, if the cell phone field is more important than the email field, you may be able to reorganize the positioning.
Create Groups
Setting up groups is valuable if you plan on emailing multiple people at the same time. For example, a committee head can email every member of the committee without imputing the information individually. Most email providers will allow you to specify the preferred email address (if a recipient has more then one).
Add Photos
Photos are a great way to make your address book more visual. If you upload your address book to an iPhone, contact pictures will show when you receive messages. Some email providers will allow you to drag photos directly from LinkedIn or Facebook, which makes it super quick to setup.
Back up your Contacts
Most people don’t have contact information memorized for every person in their address book. This can be a nightmare if a glitch occurs and your address book vanishes over night. Mac users can use program such as Time Machine, which saves contacts in a safe place. With mail2web.com, contacts, calendars and emails are automatically backed up and synced so you can pick it up anywhere, anytime. Check out the back up options available with your email service provider.
by niki
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{ 2 comments… read them below or add one }
I agree about backing up your contacts. It’s easy to lose all your contacts, and it’s like losing a cell phone–getting back all that contact info can be murder!
I’ve never found a use for address book photos, but it probably helps some businesspeople put names to faces.