FedEx Ship Manager at fedex.com - Quick Help - Tutorial - Address Book

Close Window
FedEx Ship Manager
Print Print
Tutorial
Address Book
The FedEx Ship Manager ® Address Book allows you to store up to 2,000 of your most frequently used recipients, along with all of their shipping defaults. Selecting a recipient from your Address Book eliminates the task of manually entering that recipient's information each time you ship to them.
  • To display specific entries, complete a search, sort the entries, or move through the list, review Address Book Tips.
  • To ship to a recipient, add, modify or delete an entry, or import or export Address Books, see Using Your Address Book.

Address Book Tips

For tips on displaying specific entries in your Address Book, or moving through the list, review the following steps:
  1. To search for a specific entry in your Address Book, use the Search by keyword option. This option allows you to search based on the recipient's name, Recipient ID, company, or any of several other search fields. Type the keyword and select the search field from the drop-down menu. Click Search. Your selection is highlighted in the list.
  2. To sort your list of addresses by a particular column, select the sort criteria from the drop-down menu and click Sort. The list sorts according to your new criteria. Alternatively, you may sort your Address Book by clicking the column headings.
  3. To display all or specific entries in your Address Book, select one of the following options located above the list of entries:
    • To show all the entries in your Address Book, click All.
    • To show only the entries for a specific letter, click the letter.
    • To move through the list, click the directional arrows displayed below the list.

Shipping Administration Address Books (U.S. and Canada Only)

In addition to their Personal Address Book, a Shipping Administration user might also have access to a Central Address Book and a Shared Address Book. The Shipping Administrator determines what address book options are available to Shipping Administration users.
  • Personal Address Book—Click Personal in the secondary navigation bar to view your own list of recipients. You can add, change, and delete users from your Personal Address Book. If you would like to share your Personal Address Book addresses with other Shipping Administration users in your company, select 1 or more addresses and click Share. When you add a new user to your Personal Address Book and want to share that address, click Create new address. When the address information screen displays, select the Add to Shared Address Book checkbox in the Save information section.
    To move an address to the Central Address Book, select the address and click Move to central.

  • Shared Address Book—If you have the appropriate permission, you can view the Shared Address Book of another Shipping Administration user, but you cannot make any changes to it. To view a Shared Address Book, click Shared in the secondary navigation bar. Then enter the Shipping Administration User ID of the person who is sharing their address book and click View. You can also select a department and click View. When the screen refreshes and displays the user ID list for that department, select the appropriate user ID and click View. If you would like to share your Personal Address Book addresses with other Shipping Administration users in your company, select 1 or more addresses and click Share. When you add a new user to your Personal Address Book and want to share that address, click Create new address. When the address information screen displays, select the Add to Shared Address Book checkbox in the Save information section.

  • Central Address Book—Click Central in the secondary navigation bar to view the list of recipients available to all Shipping Administration users associated with the same Company ID. If a Central Address Book is in use, recipients display with your personal addresses in the drop-down menu selections on the Shipping screen. To move a Personal Address Book address to the Central Address Book, select the address and click Move to central. If you are an administrator and want to move 1 or more addresses from the Central Address Book to the Personal Address Book, select the address(es) and click Move to personal.

    Only those with Shipping Administrator access can manage and make changes to the Central Address Book.

Using Your Address Book

Use the Address Book to ship to a specific recipient, enter and store a new recipient, edit an existing recipient or import.
  1. To ship to a recipient in your Address Book, select the recipient and click Ship. The Ship screen appears with your recipient's name, address, and default shipping information automatically entered. For details on shipping to a recipient, see Shipping a package.
  2. To create a new entry in your Address Book, click Create new address at the bottom of the screen. Type the recipient information along with any shipping defaults that you want to set for that recipient. For details, see Adding a New Address Book Entry or Updating an Address Book Entry.
  3. To review the current list of groups in your Address Book, add new groups or edit existing groups, click Groups in the secondary navigation bar at the top of the screen. Type the group information and add members to the group. For details, see Creating a New Group and Adding Members to a Group.
  4. To import an existing Address Book, click Import at the bottom of the Address Book screen. Enter the location and name of your Address Book, or use the Browse button to identify its location. For details, see Import Address Book Files. Please note that FedEx Ship Manager supports a maximum of 2000 Address Book entries per user.
  5. To customize the way the Address Book appears, click Customize at the bottom of the Address Book screen. For details, see Customize Address Book.
  6. To edit addresses in your Address Book, select the recipient you wish to edit and click Edit or click the hyperlinked record. For details, see Updating an Address Book Entry.
  7. To duplicate a recipient in your Address Book, select the recipient by clicking the box to the left of the name and click Duplicate. A new entry is created with the same shipping information. Make the necessary changes.
  8. To delete an address from your Address Book, select the recipient(s) you want to delete and click Delete. Confirm your choice, and click OK.
  9. To check the address of the recipient, click Check address.
  10. To export your Address Book to other applications or use with another FedEx Ship Manager ID, click Export. For details, see Export Address Book.
  11. To add one or more recipients to a group, select the recipient(s) from your Address Book and use the Add to drop-down menu to choose an existing group from the list. To add a new group, see step 3.

Adding a New Address Book Entry

To add an individual entry to your Address Book, complete the following steps:
  1. To create a new entry in your Address Book, click Create new address at the bottom of the screen or Create new address at the bottom of the screen. Type the recipient information along with any shipping defaults that you want to set for that recipient.
  2. Complete the Address information. Type the required information in the fields. Required fields are in bold.
    • Recipient ID. This code is assigned to a specific individual or company listed in your Address Book. To use a recipient ID, select the appropriate ID from the drop-down list. The recipient mailing information appears automatically. To select a recipient from your Address Book, click the Address tab. To assign a new recipient ID, select Add new recipient ID from the drop-down menu. Enter the recipient ID and complete the mailing and contact information for this new individual or company.
    • First Name/Last Name. Enter the first and last name of the recipient.
    • Contact name. This is the individual that will receive the item. Select a contact from the drop-down menu. The mailing and contact information for this individual appears automatically. To add a new company, select Add new contact from the drop-down menu. Provide the mailing and contact information for this new individual.
    • Company. (Required for FedEx Express Freight shipping.) This is the company to which the item will be shipped. Select the company from the drop-down menu. The mailing and contact information for this company appears automatically. To add a new company, select Add new company from the drop-down menu. Provide the mailing and contact information for this new company.
    • Country. If the field is not already populated, select a country from the drop-down menu.
    • Address. If the field is not already populated, type the shipping address.
    • City. If the field is not already populated, type the city name.
    • State or Province. Select the State or Province from the drop-down menu.
    • ZIP or Postal code. If the field is not already populated, type the ZIP or Postal code of this address.
    • Telephone. If the field is not already populated, complete as follows. For the U.S. and Canada, type the area code and telephone number using the format 1.800.123.4567. For all other locations, type the country code, city code, and telephone number in the appropriate format. Telephone numbers can also be entered free-form (with or without spaces, dashes, and periods).
    • Residential address. Select this box if the address is not a business.
    • Add to Shared Address Book (Shipping Administration users only). To share an individual address in the Personal Address Book, select this box.
    • Add to Fast Ship Profile (U.S. and Canada only). To include this entry as a Fast Ship profile, select this box.
    • Add to Group. To add this recipient to a group, select a group from the drop-down menu.
  3. Complete the Shipping-specific options section.
  4. If applicable, complete the Global Trade Manager section. The FedEx Global Trade Manager is an online resource that can assist you with various international shipping tasks. Select the type of partner from the drop-down menu. Global Trade Manager is not available in Canada. For assistance with international customs documentation from Canada, click on the International Tools tab at www.fedex.ca.
  5. At any time, use the buttons at the bottom of the screen to perform the following tasks:
    • To clear the text in the fields, click Clear fields.
    • To cancel these changes, click Cancel.
  6. To save this address, click Save/Update. This new address will now be listed with your Address Book entries.

Updating an Address Book Entry

To update information for a recipient, complete the following steps:
  1. To update an existing entry in your Address Book, select the address by clicking the box to the left of the address and click Edit or simply click on the address you wish to update.
  2. Update the Address information. Type the required information in the fields. Required fields are in bold.
  3. At any time, use the buttons at the bottom of the screen to perform the following tasks:
    • To clear the text in the fields, click Clear fields.
    • To check the address of this recipient, click Check recipient address (U.S. and Puerto Rico addresses only).
    • To cancel these changes at any time, click Cancel.
    • To edit the shipping options for this recipient, click Edit options.
  4. To save changes to this address, click Save/Update.

Adding/Updating Address Book Options

To add options for this recipient, complete the following steps:
  1. Complete the address information for a recipient.
  2. Complete the Shipping-specific options section.
    • Select the Type of service and Type of packaging from the drop-down menus.
    • Select the currency used from the drop-down menu.
    • Specify the person or company paying for the shipment, the account number to bill for the shipment, who to bill duties/taxes/fees to, and the account number to bill.
    • Type a reference number to be saved for this recipient.
    • Select a Pickup or Drop-off option from the drop-down menu.
  3. To automatically email shipment/tracking details to a recipient, click Edit in the Shipment notifications section and enter the recipient's email address in the popup window. Select a notification language, and choose the type of notifications you would like to send.
  4. If applicable, complete the Global Trade Manager section. The FedEx Global Trade Manager is an online resource that can assist you with various international shipping tasks. Select the type of partner from the drop-down list. Global Trade Manager is not available in Canada. For assistance with international customs documentation from Canada, click on the International Tools tab at www.fedex.ca.
  5. At any time, use the buttons at the bottom of the screen to complete the following tasks:
    • To clear the text in the fields, click Clear fields.
    • To cancel these changes, click Cancel.
  6. To save these settings, click Save/Update.

Customizing Address Book

The Customize screen in your Address Book allows you to define how you want the Address Book to appear.
  1. Complete the Column layout section. Choose the order in which the columns will appear on the main screen of your Address Book from the drop-down menu.
  2. Complete the Customize Address Checker section. Select your preferences to control the results of the address checker function.
  3. Complete the Confirmation messages section. Select the appropriate option to turn confirmation messages in your Address Book on or off. If they are turned off, you are not prompted to confirm your decisions.
  4. To cancel these changes at any time, click Cancel.
  5. To save these settings, click Save/Update. The new options will be saved.

Import Addresses

In order for address books to be imported from another application into your Personal Address Book, the database must be in a comma-delimited file (comma-separated values [csv]). For the proper format, go to your Personal Address Book and export your address book file. If there are no addresses in your Personal Address Book, the template will download with blank entries. You can import an address with or without sender information.

Import Addresses with Sender Information

To import addresses into your Personal Address Book with sender information, follow these steps:
  1. Access your Personal Address Book and click Import. The Import Addresses screen displays.
  2. Import to—Select Address Book, Sender Information, or Both.
  3. File to import—Click Browse and select the appropriate file to import (e.g., ASCII).
  4. File type—Select the type of import file from the drop-down menu.
  5. Import option—Select Add to Address Book or Replace Address Book.
  6. Click Import.

Import Addresses without Sender Information

To import addresses into your Personal Address Book without sender information, follow these steps:
  1. Access your Personal Address Book and click Import. The Import Addresses screen displays.
  2. File to import—Click Browse and select the appropriate file to import (e.g., ASCII).
  3. File type—Select the type of import file from the drop-down menu.
  4. Import option—Select Add to Address Book or Replace Address Book.
  5. Click Import.


Export Addresses

You can export addresses from your Personal Address Book for use with other systems. The file is saved in a comma-separated values (csv) format. Follow these instructions.
  1. Access your Personal Address Book and click Export. The Export Addresses screen displays.
  2. File format—Confirm that the default format (.csv) displays.
  3. Click Export to export the data. A confirmation screen displays showing that your data has been successfully exported.


 
This information is provided to you and its use is subject to the FedEx Automation Agreement under which you obtained or have been authorized to use FedEx Ship Manager @ fedex.com. No warranties are extended and all warranties, including without limitation, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED, regarding this information. Any conflict between this information and the Automation Agreement, or transportation agreement between you and FedEx, or between this information and the FedEx Service Guide will be governed by the Automation Agreement, the transportation agreement and the FedEx Service Guide, in that order. Your use of this information constitutes your agreement to these terms.
Close Window