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Address Book: What a Concept!

Novell Cool Solutions: Feature
By Daren Deadmond

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Posted: 1 Jun 1999
 

Until GroupWise 5, the Address Book was just that: an address book. One. Uno. Singular.  Beginning with GroupWise 5 though, the Address Book is more than just a single book: it's a concept. It's a concept of easier access to the addresses you use most often and customization that is light years beyond the 4.1-level Address Book.

In GroupWise 5, you not only use the Address Book to address your mail items, but you can use the Address Book to call users on the telephone by selecting a user and clicking Dial. You can also send mail directly from the Address Book (if you have opened the Address Book without opening GroupWise first) by selecting a user and clicking Mail.

You can also access names without even having to open the Address Book.  When you begin typing a user's actual name in the To, CC, or BC boxes (first-last name or last-first name--you choose), the Address Book tries to "guess" the name you are typing, and places that name in the Address List box you want it to go in. This is called "name completion."

The addresses you use most often are also more accessible. The Frequent Contacts address book stores the address of every person you have sent mail to or received mail from. Admit it. The address you use most often is not your manager's, rather your high school buddy's in Sioux City.

The new and improved Address Book gives you access to more information, too. When you select a person and click Information, you can get the person's work phone number, location, e-mail address, job title, and any other information your system administrator places in the Address Book.

Of course, you still have the ability to create your own personal groups or mailing lists. So you won't have to retype the same groups of users each time you send them a message. You know what they say: if it ain't broke....

The GroupWise 5 Address Book is much more nimble than its able predecessor. You can customize like never before. For instance, you can now create your own personal address books that can include addresses of your friends on the Internet or people who don't even have e-mail.  You can create your own custom fields for all address books, such as "favorite food" or "hometown." You can also arrange the columns and sort them in your preferred order just by dragging them.

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Name Completion

Name completion tries to "guess" the name you have begun typing in the To, CC or BC boxes by searching for the closest match. When name completion finds the person you want to send a message to, you can stop typing. Name completion searches the Frequent Contacts address book, the current address book, and then the system address book, provided they are open (meaning that the tab is visible).

Name completion works on first or last names, depending on which name format you choose. A reader wrote to us and wanted to know how to search by last name rather than by first name. Thanks for the letter; here's how:

1  Click Tools, then click Address Book.
2  Click Information, then click Format.
3  Select the format you want, then select the address books you want to format (they are all selected by default).
4  Click OK.

The selected format is now applied to the system address book and the selected address books. This process comes in handy if you work for a particularly stodgy company that refuses to let employees go by first names.

Another reader was kind enough to send us a cool tip using the name completion control. When typing a name in the To box, name completion picks a name that is close to, but doesn't exactly match the name you want to use. Instead of having to type the entire name or having to start up the Address Book, you can use the Up or Down arrows on the keyboard to scroll up or down to adjacent names in the Address Book directly from the To box without actually opening the Address Book itself.

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Frequent Contacts
Suppose you want to reply to an interesting message you received last week from an Internet list server, but you inadvertently deleted it. You have also emptied your Trash. Is all lost? Well, the message is indeed lost, but the person who sent it is not. Well, not lost to you, at least.

If you have any idea who sent the message or when it was sent, there's hope. Open the Address Book, click the Frequent Contacts tab, then type the person's name in the search box (the box below Search List). If the Frequent Contacts tab is not open (its tab is not visible), click File, then click Open Frequent Book. The Frequent Contacts address book keeps track of everyone who sends you mail and everyone to whom you send mail, along with the number of times the person sends you something or you receive something from that person, and the last date you corresponded with said person. You will be able to respond to the person after all!

To use this nifty feature, the Frequent Contacts address book must be open (visible) for it to keep track of your incoming and outgoing mail.

Another big advantage here is that name completion searches the Frequent Contacts address book first, thus dramatically improving search time. After all, time is money and all that.

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Creating Personal Groups
Personal Groups can save you a lot of time. Let's say you are a member of a six-person work group. Each time you send your group a message, you must enter each person's name. That can get old fast. There's got to be an easier way. As a matter of fact, there is. If you create a personal group that contains each person's name, you only need to select or type the group name to send the group a message.

Personal groups are a snap to create. In a nutshell, you can include anyone with an e-mail address in a personal group. You can select users from the same address book, different address books, users outside your company with Internet addresses, or a mixture of them all. The only common denominator is that each user must have an e-mail address.

To get your personal group rolling,
1  From within an address book, select the set of users you want to include in the group. To select users, you can double-click each name or drag a name to the box on the right. Please don't write in to tell us that there are other ways to select users; we prefer these two methods.
2  Click Save Group at the bottom of the Address List box.
3  Type a name for the group, then click OK.

Here's a hypothetical example: Now you'll never have to type Mark Talbot, Doug Anderson, Dane Cody, McKenzie Scott, Danielle Morgan, and Alex Scott again. Well, not in the Address Book, anyway. Just type "GroupWise flunkies" and click Send, and each of these "flunkies" will receive your message.

Now let's suppose that your manager hired a new flunky named Bob. Now you could type "GroupWise flunkies" and "Bob Adams,"  but it would be really nice to just add him to the group. Here's how:
1 From an address book, right-click the group, then click Edit Group.
The group is loaded into the Address List box.
2  To add a user, double-click the name in an address book.
If someone in your group decides to move on to greener pastures or wins the lottery, you probably want to remove his or her name from your group. To remove a user, select the name, then press the Delete key.
3 When you are finished, click Save Group at the bottom of the Address List box, then click OK to save the group by the same name. 

You may remember public groups from GroupWise 4.1. They still exist in GroupWise 5. They  are groups in the system address book that are created by the system administrator. You can't create groups there: we think it has something to do with the unions. You can, however, create personal groups in any address book except the system address book.

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Creating Personal Address Books
You can create your own address books and then add your own fields to them. Personal address books belong to you; you make the rules. If you want to, you can add the names of contacts outside of your company to them. You can even add names of people who aren't connected to your company or the Internet. And you can merge the address book with your favorite word processor to send your annual family update to your Aunt Gracie in Dubuque.

Here's how to create a personal address book:
1  Open the Address Book.
2  Click File, then click New Book.
3  Type a name for your address book, then click OK.

Now you need to add names to your personal address book (after all, what's the point of a personal group with no names in it). Do this:
1  Click Edit, then click Add.
2  Select a type of entry (a person, resource, or organization), then click OK.
3  Type information in the fields, then click OK to add the entry to your address book.

Now back to Aunt Gracie and the family update. To export your address book to a word processor,
1  Open the address book you want to export by clicking its tab. If the tab is not visible, click File, then click Open Book.
2  If you want to export only certain entries, press Ctrl while clicking the names. If you want to export all entries, go to Step 3.
3 Click File, then click Export.
4  Choose whether to export the entire address book or only selected entries.
5  Type a name for the address book, select a folder to save the address book in, then click Save.

Just a hint, though: any groups in the address book are not exported.


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