Managing contacts in your address book in ShipAccel

You can add, edit, and delete contacts in your address book as needed.

In this article:

• Adding a contact
• Searching for contacts in the address book
• Editing a contact
• Deleting a contact
• Importing contacts
• Exporting contacts

Adding a contact

You can add new contacts to the address book.

1. Select Settings > Address Book.
2. Select + Add Contact.
   
3. Select Recipient, Sender, or both.
   Important: This setting cannot be changed once the user is saved.
4. By default, addresses are shared with all users in your enterprise. If you do not want the address to be shared, select the Mark As Private box. Private contacts are only visible to you.
5. Enter the contact information.
6. Select Save and Close.

Adding additional address types (Optional)

If needed, you can add additional address types for this contact. Additional address types apply to this contact only; address types added for one contact will not be visible for other contacts.

1. Select +Add. (You may need to scroll down to see it.)
2. Change the Address Label as needed to indicate the address type. The label you enter will become the name of the tab for that address.
   
3. Enter the address information for the contact.
4. Select Save and Close.
5. To remove an address, select its tab, then select Remove.

Searching for contacts in the address book

If you have a lot of contacts in your address book, you may need to use the search feature to find the one you want.

1. Go to Settings > Address Book.
2. By default, Search By: Name, Company, Email is selected. To search by a different field, select Search By: Name, Company, Email and select the field you wish to search. This selection will be saved for future searches.
3. If you select Name or Company, it will default to a "Begins With" search. To change how the search is performed, select Begins With and select either Ends With or Contains.
4. To filter the results by only senders or recipients, select All Types, then select Sender or Recipient
5. To search only your private contacts, select the Private box.
6. To filter the results by Department, select Filter by > Department, then from the next menu that appears, select the specific department.
7. In the Search field, begin typing your search criteria. The results will be narrowed as you type.
8. To change the columns that are displayed, select the Columns menu, then select or deselect the columns you wish to view. This setting will be saved for future searches.

Editing a contact

You can edit contact information as needed.

1. Select Settings > Address Book.
2. Select the Edit icon next to the contact you wish to edit.
   
3. Update the contact information as needed.
4. Select Save and Close.

Deleting a contact

If you no longer need a contact in the address book, you can delete it.

1. Select Settings > Address Book.
2. Select the Delete icon next to the contact you wish to delete.
   
   OR
   To delete multiple contacts at once, select the boxes next to the contacts you wish to delete, then select Remove Selected.
   
3. Select Delete to confirm.

Importing contacts

You can import contacts into your address book by uploading a CSV file up to 50 MB in size. If your file is larger than 50 MB, break it up into separate smaller files.

1. Select Settings > Address Book.
2. Select Import.
3. To download a template that you can use to create your address file, click on the Download a .csv template link.
4. Replace the sample records in the template with your contacts and save it as a CSV file.
   • The ContactType column in the CSV file determines whether the contact is a sender, recipient, or both. To make the contact a sender, enter SENDER. To make the contact a recipient, enter RECIPIENT. To make the contact both a sender and a recipient, enter RECIPIENT | SENDER.
     Important: This cannot be changed after importing.
5. Select Choose File and select your address file in CSV format.
6. Select the sharing options for the addresses you're importing:
   • To merge the contacts in your CSV file with your current contacts, select Merge contacts with my address book.
   • To replace your current contacts with the contacts in your CSV file, select Replace contacts (import will overwrite contacts), then select one of the following options:
     • To replace all contacts in the address book with the contacts in your CSV file, select Replace all existing contacts (total overwrite).
     • To replace only your current shared contacts with the contacts in your CSV file and leave your private contacts as is, select Replace only shared contacts (private contacts will be ignored).
     • To replace only your current private contacts with the contacts in your CSV file and leave your shared contacts as is, select Replace only private contacts (shared contacts will be ignored).
   • To make the imported contacts private, select Import contacts as private.
7. Select Continue.
   1. If you are replacing your contacts, select whether to replace just recipients or both senders and recipients:
      • Recipient contacts will be replaced
      • Recipient & Sender contacts will be replaced
   2. Select Yes.
8. In the Import Contacts window, match your CSV file fields in the Your CSV Fields column with the fields in the Address Book Fields column.
   
9. Select Import.

Import file status

If the import file is large, it may take some time to process. You can use the Job ID to check on the status of the import:

1. Click the Copy Job ID icon or highlight and copy the job ID.
   
2. Click Close to close the Import Contacts window.
3. Click the Jobs Status button and select Import History.
   
4. Click on Name next to the search box and change it to Job ID.
5. Paste the job ID into the search box. The status of that job is shown.
6. If there were any errors, click the download icon to download the error file and open it to view the errors.
   

Exporting contacts

You can export contacts from the address book in CSV format.

1. Select Settings > Address Book.
2. Select Export > Export Public Contacts or Export Manual Contacts.
3. Select the type of contacts you wish to export.
4. Select Export.
5. Follow your web browser's prompts to save the file. (The exact steps will vary depending on your browser settings.)

The features and options you see may vary depending upon your role and subscription. If you have any questions regarding your permissions, please contact your administrator.