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Capturing Incoming Addresses in your GW Address Book

Novell Cool Solutions: Tip
By Susan Salgy

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Posted: 27 Apr 2001
 

Version: GroupWise 6

Stormy M. wrote: Is there a way in GroupWise, from a message you received, to have the address automatically (with the push of a button rather than a copy and paste) added into your personal address book (like Outlook, AOL, etc.)?

Yes, indeed, Stormy. It's easier than you think.

Introduction

There is a truly beautiful thing called the Frequent Contacts Address Book that has saved endless grief for GroupWise users since it was added a few years ago. Here's how it works. Every time someone sends you mail, they are automatically added to your Frequent Contacts Address Book. If they wrote you once (the word Frequent is a little misleading - once is all it takes), their address is safely tucked away for you by that hyper-vigilant tool, and you don't have to click a darned thing. (One less thing to remember, in the heat of the moment...)

Just be sure you haven't closed your Frequent Contacts book. If it's closed, it can't do its job. If you think you might have closed it during one of your early bouts of exploration, just go right now and check to make sure it's open. Open the Address Book and see if the Frequent Contacts tab is showing, as it is here.

If it is, you're in for a treat. It's been steadily collecting addresses for you, whether you knew it or not. Click the tab, and see what you've got in there.

Opening the Frequent Contacts Book

If the Frequent Contacts tab is not showing, that's easy enough to remedy.

Click File, Open Book (in GroupWise 5, you clicked Open Frequent Book) and choose Frequent Contacts from the list, and voila. It'll start collecting contacts faster than a multi-level marketer building his downline.

Controlling the Madness

You should know that it hangs onto this info forever. Once an entry is placed in Frequent Contacts, it remains there until you delete it from Frequent Contacts. If it drives you nuts to think of all those old addresses festering in there, from any passing hobbledehoy with your e-mail address, check this out. You can use Frequent Contacts Properties to decide which addresses to capture (if any) from either received or sent items, and how long you want addresses to remain in the address book before deleting them.

To set options for your Frequent Contacts address book

  1. Click the tab of your Frequent Contacts book. If the tab is not visible, the book is not open.
  2. Click File > Properties > click the Options tab.
  3. Select the options you want.
    To turn off names being placed into the Frequent Contacts address book, click Auto-Saving Off.
  4. To delete names from this book, click the Delete Addresses Not Referenced Within Time Period check box > type a number in the Time Period box > click a time period from the drop-down list (from hours to years) > click Delete Now to remove old addresses.
  5. Click OK to save your changes and close the Properties dialog box.

    or

    Click Apply to save your changes and keep the Properties dialog box open.

Sharing the Good Stuff

And another nice thing is the sharing. Once you get a trove of great addresses built up, don't be selfish. Spread them around. Here's how:

To share an address book with another user

  1. Click the tab of the address book you want to share. If the tab is not visible, the book is not open.
  2. Click File > Sharing.
  3. Click the Shared With radio button.
  4. Type the name of the person with whom you want to share the address book > click Add User.
    Note: You cannot share address books across external domains.
  5. Click each user's name in the Share List > assign him or her Access rights.
  6. Click OK to save your changes and close the Properties dialog box.

    or

    Click Apply to apply your changes and keep the Properties dialog box open.

When you click OK or Apply, 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.

One Little Gotcha

If one of your friends changes their e-mail address and sends you an e-mail from their new account, you'll find that both of their addresses will be dutifully captured in your FC Book. Both addresses will appear when you try to type their name on the To: line, and you'll be invited to choose which one you want to send it to. This can become annoying, especially if you send them a lot of messages. To fix it, just open your Frequent Contacts Address Book and delete the e-mail address that is no longer their current one.

Shane Rice INPUT_TEXT=First, I'm a big Novell fan, MCNE, love your work! When I saw the title of Stormy's question about adding to your personal address book with a single click, I came immediately to the website because I've gotten this same request from my users. I don't know if Stormy was satisfied with the posted response, but it didn't answer the question for me. I am well aware of the Frequent Contacts book. The question was, "...to have the address automatically (with the push of a button rather than a copy and paste) added into your personal address book..." That's Personal Address book - not the Frequent Contacts book. The reason I make the distinction is because I see most users using the Frequent Contacts book as a kind of collection area, having to cut-and-paste addresses that they want to keep into their Personal Address book. Thanks for listening, Shane Rice George Atkins Your solution "Capturing Incoming Addresses in your GW Address Book" was a good one, especially for people who don't look too closely at their GW installation. Now, how about something for those who do: How do we easily pick up e-mail addresses embedded in the body of a message and store them in our address book? I often have people send me lists of addresses that I'd like to save without all the bother it now takes.


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