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Most e-mail programs have a feature called an e-mail address book . This is very similar to your standard paper address book of list of name of your friends, families and co-workers. However there are some basic rules to creating and maintaining your e-mail address book entries.

The easiest way to add someone to your e-mail address book is from an e-mail that you receive from the person you wish to add. When you right click on the e-mail message in most of the e-mail programs, you are given the option to add this person to your e-mail address book . If you are unable to do this - at least "copy" and then "paste" the e-mail address in the appropriated place in your e-mail address book to ensure no typos.

You are normally given places to add first name, last name, e-mail address (which you want to double-check to make sure it is correct), address, phone, fax, nickname, etc. Again this varies from e-mail program to e-mail program.

One of the most important items to understand is that if a virus/worm gets into your computer system, it is most likely programmed to try to send itself to everyone listed in your e-mail address book . A way to prevent this from happening, (besides from keeping your antivirus program updated weekly) is to put the first and the last entries in your e-mail address books as illegal e-mail addresses. All e-mail addresses have the "@" symbol in them. So if you enter all zeros and no "@" symbol for your first entry, and all letter "z's" with no "@" symbol for your last entry in your e-mail address books, the virus will not be able to get past the first or last entry to all your other valid e-mail addresses in-between.

Another important step is to find out how you can "export" or "save" or "backup" all your e-mail addresses on a regular basis. You may need a copy of your e-mail address book if your system dies, if you buy a new system, if you change Internet Service Providers, if you don't pay your bill and you are unable to access your e-mail, if your Internet Service Provider goes out of business and doesn't let you know in advance, etc. Depending on your specific e-mail program, will determine how you can do this. If you are unable to figure it out - send your Internet Service Provider an e-mail and ask them how to do it.

Some e-mail programs will also let you create mailing labels from your e-mail address book entries to send Christmas cards, invitations to birthday parties, anniversaries, graduations, weddings, etc. This again depends on your e-mail program and your software you have installed on your system.

The most important reason of all to have an e-mail address book is of course to send e-mails. Once you have added e-mail addresses to your e-mail address book , you can then use it on a regular basis not only insert e-mail addresses in the "To" field of your e-mail but also your "cc" (copy) or your "bcc" (blind copy) fields of your e-mail instead of typing the e-mail address each time. Remember that an incorrect e-mail address from a typo will not be sent but returned by the mail daemon.


See ResourceRecommendations. Feel free to add additional resources to these lists, but please follow the guidelines on ResourceRecommendations including ResourceRecommendations#Guidelines_for_Rating_Resources.


  • () ValHaring - 07 Aug 2002
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