Add recipients and manage your contacts

An email letter can go to one person or to several. The composer suggests addresses from your contacts while you type, and the Contacts page is where you keep them in order. Contacts are part of every plan.

Add recipients to a letter

1. 01

   Type an address

   In the composer, click the To line, type an email address and press Enter or a comma. The address turns into a small tag.

2. 02

   Or pick a contact

   Type two or more letters of a name, an address or a company. A list of matching contacts opens. Click one, or move with the arrow keys and press Enter.

3. 03

   Add more

   Keep typing to add the next address. The cross on a tag removes it, and so does Backspace in the empty line.

4. 04

   Use Cc and Bcc if you like

   Cc / Bcc at the end of the To line opens the lines Cc and Bcc. They take addresses in the same way. A line under them says what they mean here.

To, Cc and Bcc

Every address gets its own notice email with its own private link and its own access code, whichever of the three lines it is in. The notices are sent one by one. A notice names only the address it was sent to.

• Recipients do not see who else got the letter. That is true for To and Cc as much as for Bcc
• All recipients read the same letter and get the same files
• Cc and Bcc differ only in your own overview. The details of a letter under Manage Letters show which address was in which line
• A recipient unlocks the letter with the email address the notice was sent to, so the address has to be right
• After delivery the same details list every recipient with Send the notice again, for a notice that got lost. See Send the notice again

How many addresses a letter can have

• At most 20 different addresses, counted over To, Cc and Bcc together
• At least one address in To
• An address that appears twice counts once and gets one notice
• A letter to several people is still one letter of your month, see what counts as a letter

With more addresses than that, the review does not open and the To line says that a letter can go to at most 20 recipients. For a larger group, write several letters. Each of them counts as one letter of your month.

Contact suggestions in the composer

• Suggestions start after two typed characters and search the name, the email address and the company of your contacts
• Up to ten contacts are shown, the ones you write to most often first
• An address that is already in the line is not suggested again
• A complete address that you typed yourself is taken as typed when you press Enter, unless one of the suggestions is highlighted

The Contacts page

Open Contacts in the menu. The list shows the name, the email address, the company and when a contact was last used, with the contacts used or added most recently first, 20 to a page. A contact without a name is shown by the part of its address in front of the @.

Add a contact

1. 01

   Open the form

   Press Add Contact at the top of the page.

2. 02

   Fill it in

   Only the email address is required. First Name, Last Name, Display Name, Company, Job title, Phone Number and Notes are optional. They help you find a contact and are never shown to a recipient.

3. 03

   Save

   Press Add Contact in the form.

An email address can be in your contacts once. A second contact with the same address is refused with You already have a contact with this email address.

Edit a contact

Click a contact in the list, or open the menu at the end of its row and choose Edit. Change the fields and press Update Contact. A new address in a contact does not change letters that are already scheduled: a letter keeps the addresses it was confirmed with.

Search

Type in Search contacts... above the list. The search looks at names, email addresses, companies and job titles. Empty the field to get the whole list back. When nothing matches, Clear search does the same.

Write a letter from a contact

Open the menu at the end of a row and choose Write a letter. The composer opens with the address in To. If a draft is waiting there, the address is added to its recipients and the draft stays as it is.

Delete contacts

For one contact, choose Delete in the menu of its row and confirm. For several, tick the boxes in front of them and press the delete button that appears above the list. It shows how many contacts are ticked. On a wide screen the box in the header row ticks every contact of the page you are on. On a phone, Select all appears once one contact is ticked.

Good to know

• Contacts hold email addresses. Postal addresses for paper letters are entered in the paper composer and are not kept in contacts
• There are no groups or mailing lists, and no import or export of contacts
• If the list cannot be loaded, the page says Your contacts could not be loaded with Try again
• Editing or deleting a contact that was removed in another tab gives This contact no longer exists. The list then shows what is really there

• In the appContactsOpen your contacts.
• Write and schedule an email letterWrite an email letter, choose the moment it arrives, check the summary and schedule it. With what the draft keeps, how dates work and what counts as a letter of your month.
• What your recipient sees and how they open the letterThe notice email, the unlock page, reading the letter and getting its files, step by step. You can pass this page on to a recipient who is stuck.