6.5 Working with Address Books

Address books are the databases in which contact information is stored, including names, address, e-mail addresses, phone numbers, and much more. Contacts folders give you a convenient view of address book information. You cannot create a Contacts folder without an address book to associate it with.

6.5.1 Opening an Address Book

To open an address book, click the Address Book button on the Main Window toolbar. The left pane lists the GroupWise Address Book, Frequent Contacts Address Book, and any personal address books you have created.

Figure 6-3 The Address Book

In an 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 books also provide you with advanced options, such as changing your Name Completion search order and sharing address books.

6.5.2 Creating a Personal Address Book

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

  2. Click File > New Book.

  3. Type a name for the new address book, then click OK.

6.5.3 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. You can also create your own custom address book fields.

Quickly Adding Contacts to Your Personal Address Book

You can quickly add any recipient in an item to any personal address book.

  1. Open an existing item addressed to one or more recipients.

  2. Mac: Control+click the recipient you want to add to a personal address book.

    Linux: Right-click the recipient you want to add to a personal address book.

  3. Click Add To Address Book, then click the address book to add the contact to.

  4. Provide additional contact information as needed, then click OK.

Editing Entries in a Personal Address Book

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

  2. Click an address book, then double-click the name you want to edit.

  3. Edit the information on the different tabs, then click OK.

Copying Entries Between Personal Address Books

You cannot copy entries to a closed address book; you must open the book first. You cannot copy names to the GroupWise Address Book.

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

  2. Click an address book, then select the names you want to copy.

  3. Click Edit > Copy To.

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

Deleting Entries from a Personal Address Book

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

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

  3. Mac: Press the Forward Delete key.

    Linux: Press the Delete key.

  4. Click Yes.

6.5.4 Renaming a Personal Address Book

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

  2. Click the personal address book you want to rename.

    You cannot rename the Frequent Contacts address book.

  3. Click File > Rename Book.

  4. Type the new name, then click OK.

6.5.5 Deleting a Personal Address Book

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

  2. Click File > Delete Book.

    Delete Address Book dialog box

  3. Select the books you want to delete, click OK, then click Yes.

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

6.5.6 Sharing an Address Book with Another User

Shared address books are marked with a Shared address book icon or Shared address book icon icon. This icon might be slightly different, depending on whether or not you created the address book.

You can share personal address books with other users. You can give users read-only rights, or you can give them rights to read, add, edit, and delete information in the address book. When you share an address book, the users receive a notification that they can accept or decline.

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

    If the address book you want is not visible, you can open it by clicking File > Open Book.

  2. Mac: Control+click the address book you want to share.

    Linux: Right-click the address book you want to share.

  3. Click Sharing.

  4. Click Shared with.

  5. Type the name of the person with whom you want to share the address book, then click Add User to add the user to the Share list.

    If you do not know the name of the person, click Address Book icon, then search for and select the user.

    You cannot share address books across external domains.

  6. Click each user’s name in the Share list, then assign him or her Access rights in the Access group box.

  7. Click OK to save your changes and close the dialog box.

    When you click OK, the person with whom you want to share the address book receives a notification. The Status column displays as Pending until the user accepts or declines the shared address book request, then the column is updated to reflect the user’s selection.

    In the Address Book, shared address books are marked with the Shared address book icon or Shared address book icon icon.

    You and the users you share an address book with can arrange your address book columns differently.

6.5.7 Accepting a Shared Address Book

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. Click the Mailbox icon in the Folder List.

  2. Open the shared address book notification.

  3. Click Accept 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.

6.5.8 Viewing Contacts, Groups, Organizations, or Resources in an Address Book

Use the predefined filters in the Entry Filter to display only groups, users, 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 prove 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. In the Main Window, click Address Book toolbar icon on the toolbar.

  2. Click an address book.

  3. Click Address Book toolbar icon, then click the filter you want to sort by.

  4. To return to the non-filtered address book view, click Address Book toolbar icon.

In the Address Selector, click a predefined filter from the Filter icon drop-down list to filter for contacts, groups, and resources.

6.5.9 Searching for Address Book Entries

You can quickly find entries in an address book by using the Search List. You can also specify search criteria. For example, you can display only entries with last names that begin with “D.”

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

    or

    Click Address toolbar icon on the toolbar in an item you are composing.

  2. Select the address book you want to search.

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

Name Completion completes the name.

You can also search for address book entries by using the Find feature on the Item List header of a Contacts folder. See Section 7.1.2, Finding Contacts.

6.5.10 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. Select 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.

6.5.11 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. Click the column you want to sort by.

    You can sort by the Name or User ID column, in ascending or descending order.

6.5.12 Importing/Exporting an Address Book

The Mac/Linux client currently does not import and export address books.