Address Book allows users:
The User can access their Address Book by clicking on their Address Book button in the Top Menu and choose which dialog he/she wants to access directly:
The default dialog follows:
All the options are self explanatory.
There is a flag that indicates which column and in which direction the Contacts are sorted (changed by clicking on the headings of columns).
The User can choose which contacts are shown, if Groups or Contacts are used, in left-upper pull-down menu.
The left Add button is for adding a new Contact entry, and the right Add button is for adding a Contact to an existing or a new Group (users may do that by marking appropriate Contacts, choosing the Group in the drop menu, and then clicking on the right Add button)
- Category - drop menu determines which Category is currently shown.
A User can change the number of Contacts displayed on a page by Addresses parameter in Account Settings. It is set to 20 by default.
Defining New Contact
The User may add a new Contact entry by clicking on the left Add button. The following dialog appears:
Option |
Description |
Contact Name |
Displayed in Address Book dialog as Full Name |
Category |
Allows user to categorize the Contacts |
Name & Nickname |
Allows user to provide a name and nickname |
E-mail address |
Allows user to specify three e-mail addresses for each Contact entry. They are shown in a pull-down menu in the Address Book dialog for the user to add to the: To:, Cc: or Bcc: headers. |
Organization |
Allows user to specify Name, Job, Profession, Department, Assistant, Manager, Office Location and complete Address to store more details about Contact person and his/her organization |
Phones |
Option to specify four phone numbers with short description and with the ability to sort them according to other criteria (e.g., Home, Work, ISDN, etc. |
Other Addresses |
Allows user to store two complete addresses |
Other |
This option allows users enter complete information about the Contact person e.g.(Gender, Spouse, Birthday, Anniversary, URL, Calendar URL and a Note) |
Public Certificate (PEM format) |
If user wants to send encrypted e-mails to this Contact person he/she needs to have a Public certificate for that person saved here. |
"Save As" has two different options. The Text file option is for the purpose of providing backwards compatibility. If Text file is selected, the Sharing and Sharing Settings options disappear because sharing is possible only in database mode.
Sharing and Sharing Settings options enable users to share Events/Tasks/Notes.
Import/Export Contacts
The User can use the Import Contacts link at the top of the page. Upon filling in the .CSV file name, the following dialog appears:
Here the user may choose which columns should be imported.
The Skip 1st Row option serves to exclude the first line where the titles of Columns are often defined.
The Save As, Sharing and Sharing Settings options work in the same way like for adding a new Contact and it affects all imported entries.
The User can also export all the Contact entries to a CSV file. The default file name is Addressbook_MMDDYYYY.csv and the format of the exported file follows:
ContactName,Email1@address.cz,Name,Category,NickName,OtherStreet,OtherCity,OtherZIP,OtherState,OtherCountry,BirthDay(inJulianCalendar),1or2(MaleOrFemale),Note,Title,FirstName,MiddleName,Surname,job,profession,department,OfficeLocation,assistant,Manager,URL,CalendarURL,Spouse,Anniversary(inJulianCalendar),email2@address.cz,email3@address.cz,HomeStreet,HomeCity,HomeZIP,HomeState,HomeCountry,AddressStreet,AddressCity,AddressZIP
Groups
The User can sort their Contacts into their Groups and then use these Groups in the To:, Cc: or Bcc: headers so that the message would be sent to all the members of an appropriate Group. The User can either edit any already existing Group by clicking it in the Groups list or create a new Group by clicking Add new Group button at the bottom.