8.7 Changing How Information Displays in the Address Book

You can control which address books are displayed in the Address Book by opening and closing address books. For example, you might have a personal address book for an account that you deal with only six months out of the year. You can close it when you don’t need it and open it again six months later.

You can also control the information that is displayed in a single address book. In order for you to change displayed information in an address book, that address book must be opened.

Address books contain more information than can be displayed at one time. You can change what information is displayed at any time by selecting different column markers. You can also change column order, sort columns, or change their widths.

You can view contacts in personal address books that are linked to the system address book.

You can also choose how names display in an address book.

This section contains the following topics:

8.7.1 Opening and Closing Address Books

  1. In the Main Window, click Address Book toolbar icon on the toolbar.

  2. Click File > Open Book.

    Open Address Book dialog box

    If all of your address books are open, Open Book is dimmed.

  3. Click or Ctrl+click one or more address books, then click OK.

  4. To close an address book, select the address book, click File > Close Book.

    Closing an address book does not delete it; you can open it again at any time.

8.7.2 Specifying the Columns to Display in an Address Book

  1. In the Main Window, click Address Book toolbar icon on the toolbar.

    or

    Click Address toolbar icon in an item you are composing.

  2. Click the address book where you want to change the displayed columns.

  3. Right-click a column heading, then click a column name.

    If the column name is not displayed, click More columns. To add a column, click the column in the Available columns list box, click Add, then click OK.

    Address Book Column Selection dialog box

  4. To remove a column, drag the column heading off the address book.

  5. To arrange columns, drag a column heading to another position.

8.7.3 Sorting an Address Book

  1. In the Main Window, click Address Book toolbar icon on the toolbar.

  2. Click the address book you want to sort.

  3. Right-click the column you want to sort by, then click Sort on ’column’ First (for example, sort by the E-Mail Address column rather than by the Name column).

    or

    Right-click any column heading, click Sort All Ascending (for example, A to Z or 1, 2, 3) or Sort All Descending (for example, Z to A or 3, 2, 1) to sort the column entries.

8.7.4 Viewing Links to the System Address Book

  1. In the Main Window, click Address Book toolbar icon on the toolbar.

  2. Click the personal address book where you want to view links.

    A linked contact in an address book is shown with the Linked contact icon icon.

  3. Click View > System Book Links to select it.

    Links show that an entry in a personal address book is linked to an entry in another book. When one is updated, the other is also updated.

8.7.5 Choosing the Display Format of Names

  1. In the Main Window, click Address Book toolbar icon on the toolbar.

  2. Click View > Name Format.

  3. Click a radio button to display address books by first name first or last name first.

  4. Ctrl+click the personal address books you want the format to apply to.

  5. Click Apply to selected books to apply these changes without exiting the dialog box.

    or

    Click OK to apply these changes and exit the dialog box.