6.4 Working with Address Books

6.4.1 Opening an Address Book

Using the Address Book, you can open contacts to view details, select names to send an item to, create and modify groups, and create and delete contacts.

The Address Book also provides you with advanced options, such as creating and modifying personal address books and changing your Name Completion search order.

  1. Click the Contacts tab on the Nav Bar to display the GroupWise Address Book, Frequent Contacts address book, and any personal address books you have created.

  2. Click the address book that you are interested in.

6.4.2 Creating a Personal Address Book

  1. On the main WebAccess page, click the Contacts tab in the Nav Bar.

  2. Click the drop-down arrow next to Contact, then click Address Book.

  3. Type a name for the new book and a description (optional), then click Save & Close.

6.4.3 Editing a Personal or Frequent Contacts Address Book

In a personal address book, including the Frequent Contacts address book, you can add or delete entries, edit existing information, copy names from one book to another, or rename a book.

Copying a Personal Address Book

  1. On the main WebAccess page, click the Contacts tab in the Nav Bar.

  2. Right-click the address book that you want to copy, then click Save As.

  3. Type a name for the new book and a description (optional), then click Save & Close.

Copying Entries to Another Personal Address Book

You cannot copy names to the GroupWise address book.

  1. On the main WebAccess page, click the Contacts tab in the Nav Bar.

  2. Click an address book, then search for the entries you want to copy.

  3. Select each entry you want to copy.

  4. Click Copy.

  5. Select the personal address book you want to copy the names to, then click OK.

Renaming a Personal Address Book

  1. On the main WebAccess page, click the Contacts tab in the Nav Bar.

  2. Click Address Book Options.

  3. Right-click the personal address book you want to rename, then click Modify.

    You cannot rename the Frequent Contacts address book.

  4. Type the new name, then click Save & Close.

Deleting Entries from a Personal Address Book

  1. On the main WebAccess page, click the Contacts tab in the Nav Bar.

  2. Click an address book, then search for the names you want to delete.

  3. Select each name you want to delete.

  4. Click Delete.

6.4.4 Deleting a Personal Address Book

  1. On the main WebAccess page, click the Contacts tab in the Nav Bar.

  2. Right-click the personal address book that you want to delete, then click Delete.

  3. Click OK.

After it is deleted, a personal address book cannot be recovered.

6.4.5 Accepting a Shared Address Book

In the GroupWise Windows client, users can share address books with other users. In GroupWise WebAccess, you cannot share an address book with other users, but you can receive shared address books. When you accept a shared address book, it appears in your Address Book list along with the GroupWise Address Book, Frequent Contacts address book, and personal address books.

  1. On the main WebAccess page, click the Mailbox tab in the Nav Bar.

  2. Click the shared address book notification to open it, or right-click it, then click Open.

  3. Click Accept Address Book to add the address book to the Address Book list.

You can now use the shared address book to address items or look up user information, just as you would in other address books.

6.4.6 Viewing People, Groups, Organizations, or Resources in an Address Book

Use the predefined filters on the View menu to display only groups, people, organizations, or resources in an address book.

By default, address books display all entries. Although all groups, organizations, and resources are marked by icons, finding specific entries in large address books can be difficult. A predefined filter displays only the type of entry you are looking for.

To view groups, organizations, or resources in an address book:

  1. On the main WebAccess page, click the Contacts tab in the Nav Bar.

  2. Click an address book.

  3. Click the Filter icon Organization icon to filter the list by people, groups, resources, or organizations.

  4. In the search field, begin typing the name of the person, group, resource, or organization that you are searching for. The list is filtered as you type.

The Address Book uses the following icons to identify contacts, resources, groups, and organizations:

Contacts icon Contacts

Resource icon Resources

Group icon Groups

Organization icon Organizations

6.4.7 Searching for Address Book Entries

You can specify search criteria by using the predefined filters. For example, you can use the begins with filter to display only entries with last names that begin with “D.”

Narrowing Your Search

Searching in an Address Book

You can filter your search in an address book by user, group, organization, or resource.

  1. On the main WebAccess page, click the Contacts tab in the Nav Bar.

  2. Select the address book you want to search.

  3. In the search field, begin typing what you are searching for.

    Name Completion completes the name.

Searching in an Item You Are Composing

You can filter your search by user, group, or resource, as well as begins with, equals, or does not equal. For example, you can use the begins with filter to display only entries with last names that begin with “D.”

  1. In an item you are composing, click Address in the toolbar.

    The Address Selector is displayed. For information on how to use the Address Selector, see Section 6.2, Using the Address Selector.

Defining the Name Completion Search Order

  1. On the main WebAccess page, click Options in the upper right corner.

  2. Click the General tab.

  3. In the Available books box, click or Ctrl-click the books you want Name Completion to search, then click Add.

  4. To change the search order of an address book, select the address book in the Selected Books list, then click Move Down or Move Up.

  5. To disable Name Completion, deselect the Enable Name Completion check box.

  6. Click Save, then click Close.

NOTE:The default sort order is by First, Last name. Selecting Enable Last, First name sort order in the WebAccess options will override the default settings and change the appearance of your search results.