Overview

This article explains the best practice guidelines for updating a person's email address. There are several reasons for updating this field, including:

• The person leaves employment with one organisation and moves to another.
• The person gets married or divorced.
• The person changes their name, and therefore their email address
• A company changes its name, and therefore their email domain changes

Background

You may have noticed when you update a person record's Email value their email history is "lost". This is not the case. Reassuringly, emails are not "lost" when an email address changes. There is simply no link between the person and the emails relating to their old email address, because the email address is no longer present on the person record, or under the Contact Details tab. 

 If a user changes only their email address, simply follow the email steps.

Guidelines

A detailed example follows, with relevant screenshots, and works through each step. These bullet points explain the quickest way to record the change of employer and email address.

• Highlight the email address in the email field, copy it to your clipboard, overtype the old email address with the new one.

• Open the Contact Details tab - Note you may need to click the arrow on the right hand side of the tabs to make the Contact Details tab visible.
• Click New Contact Details, type a Name e.g. "Previous email address", paste the old email address into the Email field and select Save & Close
• Save or Save & Close the Person record

Outcome

When you review the record you'll see the previous email address is recorded under the Contact Details tab, and any emails sent to or received by the current or additional contact detail emails are listed under the emails tab.