Creating Contact Groups Can Save You Time

Do you ever find yourself manually addressing emails to the same groups of people, over and over again? You can save yourself time and ensure that no one gets left out by creating a Contact Group.  Here’s how to do it.

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1.  Launch the Contacts app, by clicking the above icon, usually found in the dock on your Mac. If you do not see the app in the dock, use Spotlight ,found in the the upper right-hand corner of your Mac’s screen, to search for it. 

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2.  On the Contacts main screen, move the cursor to the right of the account where you want to place the Contact Group and click the encircled plus-sign icon (#1) that appears. In the above image, I am placing this Contact Group in the “On My Mac” account.  

3.  Type in the name (I called mine “TestGroup”) of the group in the editable textbox (#2) and hit the Return key. 

The Contact group is now ready for you to add the relevant contacts to it. This can be done with creating new contacts or assigning existing contacts to the group. The following instructions show you how to handle both situations.

Adding New Contacts to a Contact Group

In order to create a new contact for the Contact Group, simply click the plus sign on the Contact’s main screen and select “New Contact” from the dropdown menu that appears. 

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Fill in the first name, last name and email fields as you would for any other contact. Click the Done button to complete.

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Adding Existing Contacts to a Contact Group 

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When adding an existing contact to a Contact Group, first select “All Contacts”, then search for the contact that you want to add, by starting to type the contact’s name in the search field. When the contact is found, drag and drop the contact to the Contact Group as shown in the above image. Repeat this process for all of the relevant contacts.

Sending Email to a Contact Group

When you are ready to send an email to the new Contact Group, you have a choice as to what appears on the To: line — i.e. the name of the Contact Group or the individual email addresses of the group’s members.  This is determined by the preference setting for Addressing that you have selected in the Mail app.  To view this setting, click on the word Mail in the menu bar at the top of the screen and then select Preferences…, from the dropdown menu that appears.  Click on the Composing tab.

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 Notice, under the Addressing section,  whether or not the “When sending to a group, show all member addresses” setting is checked. If it is unchecked, only the Contact Group name will appear on the To: line of the email.

To utilize the Contact Group from within the Mail app, open a new email message and type in the name of the Contact Group and hit return. 

In the Contacts app, move the cursor to the name of the Contact Group and right-click (i.e. click on the Mac’s trackpad with two fingers).  Select Send Email to “<GroupName>”, where “<GroupName>” is the name of the Contact Group. A new email message will open up in the Mail app.

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I hope you find this information useful!




Joey Nessif