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Mobile Tip - manage email, contacts on the iPad

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Managing multiple email accounts and multiple address books and digital vCards seamlessly on the iPad or iPhone can be a little bit of a challenge. Not any longer - here are a few tips that will make …

Managing multiple email accounts and multiple address books and digital vCards seamlessly on the iPad or iPhone can be a little bit of a challenge. Not any longer - here are a few tips that will make the mobile devices your preferred tools...

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  • 1. Donald R. Tomoff CPA, MBA, CGMA iPad Process Tip –Managing Email & Contacts
  • 2. Managing Contacts – VcardsPage 2Table of ContentsOverview................................................................................................................ 2Setting up Email; Designating Contacts Accounts .................................................. 2 Setting Your Default Contacts Account ....................................................................................... 3Sending Email ........................................................................................................ 4Managing Digital Business Cards (vCards) .............................................................. 5Digital Business Card to iPad Contacts ................................................................... 8 Import vCard Received as Email Attachment ............................................................................. 8 Import vCard From a Web Link ................................................................................................... 9OverviewManaging contacts on the iPad can be a little tricky to learn, but once you are setup and understand a few of the basics, it is seamless and a far better experiencethan you may be used to.In this document, we are going to review a few of the basic steps and also addressgetting contact information into your contacts using the electronic vCards. Oncethis process is mastered, business cards will seem outdated (although everyonestill uses them).Setting up Email; Designating Contacts AccountsMultiple email accounts are simple to setup, and even simpler to manage!Below are my email accounts – of which three are my “main” accounts.
  • 3. Managing Contacts – VcardsPage 3When the accounts were setup, two accounts were indicated as “Contacts”accounts. This means that my iPad reflects the contents of all contacts includedin my main Gmail account and my work Outlook account.When you have more than one account with contacts, you need to designate a“default” account. Translated, this means… “what account do you want me to put new contacts in?”Once set, the iPad will set all new contacts to sync with that account. In my case,I chose my Don Gmail (Main) account.Setting Your Default Contacts AccountTo set a default contacts list on the iPad, follow these steps: 1. Tap Settings > Mail, Contacts, Calendars. 2. Scroll down to the section labeled Contacts.
  • 4. Managing Contacts – VcardsPage 4 3. Tap Default Account. o If Default Account does not exist in the Contacts section, then your device has only one contacts list. 4. Select the account you want to set as the default contacts list for your iPad. 5. Tap Mail... at the top of the screen to return to the Mail, Contacts, Calendars page.Sample screen belowSending EmailIt is simple to send email from either any of your email accounts, or when sharingfrom an application on the iPad. If you send directly from your email account(s),the “From” address is the account you chose to start the email. If you initiate anemail from another app, the “From” address is your default email account.However, this is easy to change, as shown below:
  • 5. Managing Contacts – VcardsPage 5Tip: Many times, depending on whether the information you send is professional or personal, you want the email to come from the proper account. So, for example, if you are forwarding an article from the web to a colleague/client, you change the “From” address to your work address.Managing Digital Business Cards (vCards)Although many professionals use paper business cards, this is almost unnecessarytoday. We operate in a digital world, where contact information is received (orcapable of being received) seamlessly into our contact management process.Although managing this on the iPad is not necessarily intuitive, it is basic, andimplementing a few simple steps will enable you to eliminate virtually all of yourmanual entering (or scanning) of business cards.Typical sources of digital business cards are through an email or through the web(company website, links to digital business cards, etc.).A few examples follow:
  • 6. Managing Contacts – VcardsPage 6EmailImage 1Link to business card included in email signature:
  • 7. Managing Contacts – VcardsPage 7Image 2WebLinksLinkedIn Connection Image 3Company website contacts pageImage 4
  • 8. Managing Contacts – VcardsPage 8Digital Business Card to iPad ContactsNow that we can obtain contact information digitally – virtually everyoneprovides this access – the goal is to create a seamless process for getting the datainto your contact management system.Import vCard Received as Email AttachmentIf a vCard is received as an attachment, it is very simple to import into contacts 1. Tap vCard attachment in email 2. Tap “Create New Contact” in open contact information screen that appears See the screenshot below.
  • 9. Managing Contacts – VcardsPage 9Import vCard From a Web LinkThis is more of a challenge – although it is a simple two step process to execute, itdoes require a third-party app (at least that I know of…). This appears to be afundamental oversight on Apple’s part. Although there are at least severalapproaches to accomplishing this, I found the simplest method to be through theEvernote app.The steps are simple: 1. Open vCard in Evernote 2. Open attachment in Evernote and tap “Create New Contact” 3. DoneThe visual of this process is below. 1. Tap vCard website link
  • 10. Managing Contacts – VcardsPage 10 2. Tap “Open in Evernote” button 3. Open vCard in Evernote and tap “Create New Contact”
  • 11. Managing Contacts – VcardsPage 11 a. “Edit” mode once you tap “Create New Contact” (edit, if necessary, then tap Done) Contact in Address Book.

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