6.1 Customizing Address Book Fields

The GroupWise clients displays specific fields in the GroupWise Address Book by default:

Table 6-1 Default Address Book Fields in the GroupWise Clients

Windows Client

Linux/Mac Client

WebAccess Client

Name

Name

Name

E-Mail Address

E-Mail Address

E-Mail Address

Title

Department

Office Phone Number

Office Phone Number

Fax Number

User ID

Last Name

First Name

NOTE:Address Book fields in the WebAccess client are set permanently and cannot be changed by you or by client users.

Windows and Linux/Mac client users can add more columns to their own Address Book. In the client, users right-click the Address Book column header, then select a column from the drop-down list or click More Columns to display a longer list of possible columns.

In ConsoleOne, you can add columns to the list that is displayed in the GroupWise clients when users click More Columns. This is configured at the domain level.

NOTE:The Address Book configuration you establish becomes the default configuration for new GroupWise users in the domain. Changes to Address Book configuration do not affect existing users.

6.1.1 Adding eDirectory Fields to the Address Book

Adding an eDirectory field makes the field available in the GroupWise Address Book. However, individual users can determine which available fields they want to display when they view the GroupWise Address Book in the GroupWise client.

  1. In ConsoleOne, right-click the Domain object whose Address Book you want to modify, then click Properties.

  2. Click GroupWise > Address Book to display the Address Book page.

    Address Book property page

    The Address Book Fields list shows all fields that are available for selection in the Address Book in the GroupWise client.

    The Available Fields list shows additional predefined GroupWise user fields that can be added to the Address Book. Novell eDirectory also includes user information that is not associated to GroupWise user fields. You can use the Map Additional Fields button to map eDirectory user fields to GroupWise fields so that they can be displayed in the GroupWise Address Book.

  3. To add a field that is not displayed in the Available Fields list, click Map Additional Fields, select an unmapped Admin-defined field, click Edit, select the eDirectory property to map to the Admin-defined field, then click OK twice to add it to the Available Fields list.

    NOTE:To add fields independent of a specific domain’s Address Book, use Tools > GroupWise System Operations > Admin-Defined Fields to display the Administrator-Defined Fields dialog box. The fields defined in this dialog box are available for selection and display in the Address Book belonging to any domain. For more information, see Section 4.4, Admin-Defined Fields.

  4. In the Available Fields list, select the field you want to make available in the Address Book, then click the left-arrow to move it to the Address Book Fields list.

    The field is added to the bottom of the list. The Address Book displays the fields in the order they are listed.

  5. If necessary, select the field, then use the up-arrow and down-arrow to move the field to the appropriate location in the list.

  6. If the field is an Administrator-defined field and you want to change how the field is labeled in the Address Book, select the field, click Edit Label, specify a new label in the Address Book Label field, then click OK.

    Administrator-defined fields are marked with an asterisk (*). You can only edit an Administrator-defined field that is in the Address Book Fields list.

  7. When you are finished, click OK in the Address Book page to save your changes.

6.1.2 Adding LDAP Fields to the Address Book

A number of LDAP fields available in ConsoleOne are not listed on the Address Book property page of the Domain object. These LDAP fields can also be added to the GroupWise Address Book by making them visible in eDirectory.

  1. In ConsoleOne, right-click your Tree object, then click Properties.

    Trustees of This Object property page

  2. Select Public, click Assigned Rights, then click Add Property.

    Add Property dialog box

    In the Add Property dialog box, all capitalized property names sort ahead of all uncapitalized property names.

  3. Select Show All Properties, scroll down to locate the property you want to add to the GroupWise Address Book, select the property (for example, Title), then click OK.

  4. With the new property highlighted, select Inheritable, then click OK twice to save the new property settings.

When you return to the Address Book property page of the Domain object, you can select the new property to display in the GroupWise Address Book, as described in Section 6.1.1, Adding eDirectory Fields to the Address Book.

6.1.3 Changing the Default Sort Order

NOTE:The Sort Address Book By field on the Address Book page of the Domain object is obsolete and no longer affects Address Book sorting in the GroupWise clients.

The sort order determines whether addresses in the Address Book are sorted by first name or last name. The sort order you establish becomes the default for the Address Book and remains in effect until individual users change it.

The preset default sort order for the Address Book is First Name/Last Name. You can change the default sort order to Last Name/First Name.

On the Address Book page of the Domain object:

  1. In the Sort Address Book By list, select the sort order you want to be the default.

  2. Click OK to save your changes.

6.1.4 Changing the Default Field Order

The field order determines the order in which the GroupWise fields are displayed in the Address Book. The field order you establish becomes the default for the Address Book and remains in effect until individual users change the order.

On the Address Book page of the Domain object:

  1. In the Address Book Fields list, select a field whose position you want to change, then use the up-arrow and down-arrow to move the field to its new position.

  2. Repeat Step 1 until you have established the field order you want.

  3. Click OK to save your changes.

6.1.5 Removing Fields from the Address Book

If there are fields in the Address Book that are not used or that you don’t want displayed to users, you can remove them.

On the Address Book page of the Domain object:

  1. In the Address Book Fields list, select the field you want to remove, then click the right-arrow to move the field to the Available Fields list.

    The fields in the Available Fields list are not displayed in the Address Book.

  2. Repeat Step 1 to remove additional fields you don’t want to use.

  3. Click OK to save your changes.

6.1.6 Preventing the User Description Field from Displaying in the Address Book

The GroupWise Address Book provides detailed user information as well as e-mail addresses. A user’s detailed information includes a comments field that displays the information stored in the User object Description field (User object > General > Identification). If you have included information in the Description field that you don’t want displayed in the GroupWise Address Book, you can prevent the field’s contents from being displayed.

HINT:To view a user’s detailed information, including the comments field, in the Address Book, select the user’s address, then click View > Details.

On the Address Book page of the Domain object:

  1. Enable the Do Not Display User Comments option.

  2. Click OK to save your changes.