6.3 Using the Contacts Folder

Use the Contacts folder to view, update, delete, and add information to the contacts in your address book.

The Contacts folder Personal address book icon in the GroupWise Folder List, by default, represents the Frequent Contacts address book.

Any modification you make in the Contacts folder is also made in the corresponding address book (Frequent Contacts or other address book).

The Folder List displays a list of all personal address books under the Contacts folder. You can quickly select a different personal address book by clicking the address book in the Folder List.

Clicking QuickViewer on the toolbar allows you to quickly view and edit details for a contact, group, resource, or organization.

For more information, see Section 6.3.1, Managing Contacts, Section 6.3.2, Managing Groups, Section 6.3.3, Managing Resources, and Section 6.3.4, Managing Organizations.

6.3.1 Managing Contacts

Each contact in the Contacts folder is marked with Person icon. When you double-click a contact, the contact item view displays.

Adding a Contact

You can add a contact to either the Frequent Contacts address book or a personal address book.

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

  2. Select the address book you want to add the contact to.

  3. Click New on the toolbar, then select Contact.

  4. In the name fields, specify the contact’s First, Middle, and Last names.

  5. In the Display Name field, specify the name you want to use for the contact.

    Information in the Display Name field displays in the contact list.

  6. Specify any other information you want to record about the contact.

    Summary: Displays a summary of the information contained in the other pages.

    Contact: Use this page to specify the contact’s name, multiple e-mail address, multiple phone numbers, and multiple instant messaging IDs.

    Details: Use this page to specify the contact’s profession, department, assistant, birthday, anniversary, spouse, children, hobbies, and any Internet addresses associated with the contact.

    To specify an Internet address for the contacts office, personal, or Free/Busy information, specify the address in the appropriate fields.

    Address: Use this page to specify the contact’s office, home, and any other addresses.

    Notes: Use this page to view information about your interaction with this contact that you entered in the GroupWise Windows client. This page can function like a contact journal.

    History: Displays all the items you have sent to or received from this contact.

  7. Click Save & Close.

Modifying a Contact

You can modify a contact’s information in either the Frequent Contacts address book or a personal address book. In order to modify a contact from your corporate address book, you must first copy the contact to either your Frequent Contacts address book or a personal address book.

  1. Click the Contacts tab on the Nav Bar.

  2. Select the address book you want to modify the contact in.

  3. In the contact list, double-click the contact you want to modify.

  4. Make any needed modifications to the contact.

    For information about the contact details you can enter on each tab, see Adding a Contact.

  5. Click Save & Close.

Deleting a Contact

You can delete a contact in either the Frequent Contacts address book or a personal address book. You cannot delete a contact from your corporate address book.

  1. Click the Contacts tab on the Nav Bar.

  2. Select the address book you want to delete the contact in.

  3. In the contact list, click the contact, then click Delete.

Changing the Display Name of a Contact

The display name is the name that displays when you begin typing in the To (or BC or CC) field of a message. When you begin typing a name, for example “Ta,” Name Completion fills in the rest of the name with a name from the address book, for example “Tabitha Hu.” However, if there are two Tabitha Hus in the address book, one in Accounting and one in Facilities, it might be difficult for you to know which name Name Completion has filled in, unless you take the time to look at more properties.

You can change the display name so that it’s easy to know which name Name Completion has filled in. For example, if you only correspond with Tabitha Hu in Accounting, you could change the display name to Tabitha--Accounting.

  1. Click the Contacts tab on the Nav Bar.

  2. Click the address book you want to modify the contact in.

  3. Double-click a contact.

  4. Type a new name in the Display field.

  5. Click OK.

Viewing All Correspondence with a Contact

  1. Click the Contacts tab on the Nav Bar.

  2. Click the address book you want to use.

  3. Double-click a contact.

    All items you have received from or sent to this contact display in the History tab.

  4. Click the History tab.

Journaling Interactions with Contacts

Like a journal, the notes feature has the ability to log your various interactions with your contacts.

  1. Click the Contacts tab on the Nav Bar.

  2. Click the address book you want to use.

  3. Double-click a contact.

  4. Click the Notes tab.

6.3.2 Managing Groups

Each group in the Contacts folder is marked with Group icon. When you double-click a group, the group item view displays.

Organizing Addresses in Groups

A group is a list of users or resources you can send messages to. Use groups to send a message to several users or resources by typing the group name in the To, BC, or CC fields. There are two types of groups: public and personal.

A public group is a list of users created by the system administrator, and it is available for use by each GroupWise user. For example, there might be a public group for the Accounting Department. Each employee in Accounting is included in the group. Public groups are listed in the system address book.

A personal group is a group created by you. For example, if you often send an appointment to your work group, you can include each co-worker’s address or name and a meeting place (a resource) in a personal group.

Creating and Saving a Personal Group

  1. On the main WebAccess page, click Address Book on the toolbar.

  2. Click the personal address book you want to add the group to.

  3. Search for and select each user, click To, CC, or BC for each user, then click Save Group.

  4. Type a name for the group.

  5. (Optional) Type any comments, such as a description for the group.

  6. Click Save to save the group in the personal address book.

Adding Contacts to a Group

If you are adding contacts to a group, such as a corporate distribution list, you must have the proper rights granted to you by the system administrator.

  1. On the main WebAccess page, click Address Book on the toolbar.

    or

    In an item you are composing, click Address Book on the toolbar.

  2. Select the address book where the group is located, then search for the group.

  3. Click the group name, then click Modify.

    Groups are marked with Group icon.

  4. To add a contact, select the address book the contact is in, search for and select the contact, then click To, CC, or BC.

  5. Click Save Group.

Deleting a Contact from a Group

  1. On the main WebAccess page, click Address Book on the toolbar.

  2. Select the address book where the group is located, then search for the group.

  3. Click the group name, then click Modify.

  4. Click the red X next to the contact’s name in the group list.

  5. Click Save Group.

Addressing Items to a Group

  1. In an item view, click Address Book on the toolbar.

  2. Select the address book where the group is located, then search for the group.

  3. Select a group, then click To, CC, or BC.

  4. (Optional) To show all the members of the group, click the group name.

  5. Click OK to return to the item view.

Viewing Group Information

  1. On the main WebAccess page, click Address Book on the toolbar, select the address book where the group is located, then search for the group.

    or

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

    or

    Click the Contacts tab in the Nav Bar.

  2. Click the group name.

6.3.3 Managing Resources

Resources are items that can be scheduled for meetings or other uses. Resources can include rooms, computer projectors, cars, and more. The system administrator defines a resource by giving it an identifying name and assigning it to a user. Resources can be included in a busy search, just as users can. Resource IDs are entered in the To box. A user assigned to manage a resource is the owner of that resource.

The owner of a resource is responsible for accepting and declining appointments for the resource. In order to do so, the owner must have full proxy rights to the resource. As a resource owner, you can select to receive notification of appointments for the resource.

Each resource in the Contacts folder is marked with Resource. When you click a resource, the resource item view displays.

Accepting and Declining Resource Requests

You can accept or decline requests for a resource only if you are the owner and have been granted Read and Write rights.

  1. On the main WebAccess page, click Proxy in the toolbar.

  2. Click the resource you own.

    If the resource you own isn’t listed, type the name of the resource you own, then click Login.

  3. Click the item you need to accept or decline.

  4. Click Accept or Decline on the toolbar.

Adding a Personal Resource

You can add a personal resource to either the Frequent Contacts address book or a personal address book.

  1. On the main WebAccess page, click Address Book on the toolbar.

  2. Select the personal address book you want to add the resource to.

  3. Select Resource from the New drop-down list.

  4. In the Name field, specify the name for the resource.

  5. Specify any other information you want to record for the resource.

  6. In the Comments field, specify any comments you might have for the resource.

    For example, you might want to specify how big a conference room is or what type of equipment is in the room.

  7. Click Save & Close.

Modifying a Personal Resource

  1. On the main WebAccess page, click Contacts on the toolbar, then select the resource.

  2. Search for the resource you want to modify.

    Resources are marked with Resource icon.

  3. Double-click the resource.

  4. Modify any information as needed.

  5. Click Save.

Deleting a Personal Resource

  1. On the main WebAccess page, click Contacts on the toolbar.

  2. Select the address book where the resource is located, then search for the resource.

  3. Select the group, then click Delete.

6.3.4 Managing Organizations

Each organization in the Contacts folder is marked with the Organization icon Organization icon. When you click an organization, the organization item view displays.

Adding a Personal Organization

You can add an organization to your Frequent Contacts address book or a personal address book.

  1. On the main WebAccess page, click Contacts on the toolbar.

  2. Click the personal address book you want to add the organization to.

  3. Select Organization in the New drop-down list.

  4. In the Organization field, specify the name of the organization.

  5. Specify any other information you want to record for the organization.

  6. Click Save & Close.

Modifying a Personal Organization

  1. On the main WebAccess page, click Contacts on the toolbar, then select the address book where the organization is located.

    or

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

  2. Search for the organization.

    Organizations are marked by the Organization icon icon.

  3. Double-click the organization

  4. Modify any information as needed.

  5. Click Save & Close.

Deleting a Personal Organization

  1. On the main WebAccess page, click Contacts on the toolbar, then select the address book where the organization is located.

    or

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

  2. Select the organization, then click Delete.

    Organizations are marked by the Organization icon icon.

6.3.5 Using Frequent Contacts to Address an Item

Use the Frequent Contacts address book to access your most frequently used or most recently used entries. When you use an address in a message, the entry is copied to the Frequent Contacts address book.

After an entry is placed in Frequent Contacts, it remains there until you delete it. The entry also remains in its original address book.

  1. Click Address Book in an item you are composing.

  2. Select Frequent Contacts from the Address Book drop-down list.

  3. Search for and select the users you want.

  4. Click To, CC, or BC for the selected users.

  5. Click OK.

The Frequent Contacts address book can be closed, but it cannot be deleted.