6.4 Working with Address Books

6.4.1 Opening an Address Book

To open an address book, click Address Book on the main WebAccess toolbar to display a drop-down menu that lists the GroupWise Address Book, Frequent Contacts address book, and any personal address books you have created.

You can use the drop-down menu to select the address books in this view. The left pane lists the matching search entries in the selected 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.

6.4.2 Creating a Personal Address Book

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

  2. Click Address Book Options.

    Address Book Options dialog box

  3. Click Create to display the Create Address Book form.

  4. Type a name for the new book and a description (optional), then click OK.

  5. Click Close to return to the Address Book.

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 Address Book on the toolbar.

  2. Click Address Book Options.

  3. Click Save As next to the personal address book you want to copy.

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

Copying Entries to Another Personal Address Book

You cannot copy names to the GroupWise address book.

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

  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 Address Book on the toolbar.

  2. Click Address Book Options.

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

    You cannot rename the Frequent Contacts address book.

  4. Type the new name, then click OK.

Deleting Entries from a Personal Address Book

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

  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 Address Book on the toolbar.

  2. Click Address Book Options.

  3. Click Delete next to the name of the address book that you want to delete.

  4. Click Close.

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

6.4.5 Accepting a Shared Address Book

In the Windows, Linux, and Macintosh versions of the GroupWise 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. Click the Mailbox icon in the Folder List.

  2. Click the shared address book notification to open it, or right-click it > 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 Contacts, 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 Address Book on the toolbar.

  2. Click an address book.

  3. Click Entry Type to filter the list by contacts, groups, resources, or organizations.

  4. Select Number of names to display.

  5. Click Search.

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.”

Searching for Users, Resources, Organizations, and Groups

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

    or

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

  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.

Using Filters to Narrow an Address Search

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

    or

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

  2. Select the address book you want to search.

  3. Select whether you want to search for the name, last name, first name, or other option.

  4. Select which predefined filter you want to use: begins with, equals, does not begin with, or not equal.

    For example, to list only users whose last name is Davis, select Last Name, select equals, then type “Davis.”

  5. Type the information you want to search for.

    Name Completion completes the name.

    Click Entry Type to filter the list by contacts, groups, resources, or organizations.

  6. Click Search.

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.