46.2 Managing Contacts

46.2.1 Adding a Contact

When you add a contact to a Contacts folder, it is added to the corresponding address book.

  1. In the Folder List, select the Contacts folder where you want to add the contact.

  2. Click New Contact on the toolbar.

  3. In the Full Name field, specify the contact’s full name.

  4. In the Display As field, specify the name you want to use for the contact.

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

  5. (Optional) Specify any other information you want to record about the contact.

    Contact: Use this page to specify the contact’s name, multiple email addresses, multiple phone numbers, and multiple instant messaging IDs.

    Click the Display As drop-down list to select how you want the name to display in Name Completion. You can select Last, First, First Last, or you can specify any display name you choose. When you want to address an item to this contact, type the display name in an address field (To, CC, BC) of the item.

    If you fill in the Company field with a name for which you have created an organization, the organization information is automatically retrieved into the appropriate fields of the new contact.

    If you click Send Mail on the Contact page, a new mail view is opened, addressed to this contact.

    If you click Instant Message, your instant messaging product is opened and a conversation is initiated with this contact. If the Instant Message button is dimmed, no compatible instant messaging product is installed.

    You can specify multiple phone numbers. To select the primary phone number, click Person icon next to the phone number you want to identify as the primary number, and then click Set As Primary.

    If you click the photo area in the upper-left corner of the Contact tab, you can add or replace a photo for the contact. Browse to and select the photo that you want to represent the contact. GroupWise accepts various types of image files, such as .jpg, .gif, .png, .bmp, and .tif, and then converts the image to .jpg with a maximum width or height of 64 pixels.

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

    To specify a birthday and anniversary, select the month, date, and year from the appropriate drop-down lists. To view the birthday or anniversary in a week calendar view, click the Calendar icon.

    When the check box next to the date is selected, the birthday or anniversary information is displayed on the Summary page and in the Birthday column if you have added one to an address book. In addition, selecting the check box adds the birthday or anniversary to your Calendar as a personal All Day Event. If you deselect the check box, the birthday information is available only on the Personal page.

    To specify an Internet address for the contact’s office, personal, or free/busy information, specify the address in the appropriate fields. Click a Website button to launch a browser and go to the website.

    Address: Use this page to specify the contact’s office, home, and any other addresses. To specify the default mailing address, Select Set as mailing address.

    Advanced: Use this page to view, add, and edit user-defined fields. All system and user-defined fields display. For more information, see Defining Custom Fields in a Personal Address Book. Click Manage Certificates on this page to view or remove security certificates you have received from this contact, change the trust of the certificates, edit certificate properties, and import and export certificates. For more information, see Viewing Received Security Certificates and Changing the Trust.

    Notes: Use this page to add information about your interaction with this contact. For example, a salesperson can keep a log of the contact he or she has had with a customer. Notes are also displayed in the History tab.

    When you create a note on this page, a reminder note is created and placed on the calendar page in the Reminder Notes list. Notes are not exported with the address book, but instead are exported with the calendar.

    When you create a comment, the comment is created only on the Notes page and is not automatically time stamped.

    You can also assign a category for the contact on the Notes page. To specify a category, click the Category icon, and then select the category.

    History: Displays all the items you have sent to or received from this contact, unless the items have been archived. You can use Quick Find to create custom searches in the History; for more information, see Finding Items.

  6. Click Close, and then click Yes to save your changes.

HINT:You can also add a contact by dragging and dropping an item from someone new into a Contacts folder to create a contact record for that person. In addition, you can add a contact by double-clicking in the white space of an address card list.

Contacts can also be added by right-clicking an email address or name in any GroupWise item and selecting Add To Address Book.

46.2.2 Modifying a Contact

You can modify a contact’s information in the Frequent Contacts folder or a personal Contacts folder. In order to modify a contact in the GroupWise address book, you must first copy the contact to the Frequent Contacts folder or another personal Contacts folder.

  1. In the Folder List, select the Contacts folder where you want to modify the contact.

  2. In the contact list, double-click the contact to modify.

  3. Make any needed modifications to the contact.

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

    HINT:If you fill in the Company field on the Contact tab with an existing organization, click the Organization icon Organization icon to retrieve organization information into the contact.

  4. Click Close, and then click Yes to save your changes.

46.2.3 Finding a Contact

Use the Find field in the Item List header of a Contacts folder to search for specific contacts, as described in Finding Contacts.

46.2.4 Organizing Contacts with Categories

As with other items in GroupWise, you can assign categories to your contacts. This can help you organize your contacts by giving contacts an identifying color.

Categories that have been assigned to contacts are shown in the contact folder and in the address selector. For more information about the address selector, see Using the Address Selector.

To assign a category to a contact:

  1. Click a Contacts folder.

  2. Right-click the name of a contact.

  3. Click Categories, and then click the category that you want to assign to the contact.

For more information, see Using Categories to Organize Items.

46.2.5 Sending a Contact

  1. Click a Contacts folder.

  2. Double-click a contact.

  3. Click Send Contact to open a Mail To window with the contact’s information attached to the message in vCard format.

  4. Address and send the message as usual.

    The recipient can import the contact into a personal address book, as described in Importing Contacts from a vCard.

HINT:You can also attach a contact to an item by dragging and dropping it from a Contacts folder into the Attachments window of a new message.

46.2.6 Changing the Display Name of a Contact

The display name is the name that appears when you begin typing in the To, BC, or CC field of a message. When you begin typing a name, for example “Ar,” Name Completion displays a results list with names or email addresses from the address book that contain those letters, for example “Arthur Ramirez.” However, if there are two people named Arthur Ramirez in the address book, one in Accounting and one in Development, 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 Arthur Ramirez in Development, and if he goes by Art rather than Arthur, you could change the display name to Art Ramirez.

  1. Click a Contacts folder.

  2. Double-click a contact.

  3. Click the Contact tab.

  4. Type a new name in the Display As field (for example, Art Ramirez).

    You can also click the Display As drop-down list to select Last, First or First Last (for example: Ramirez, Art or Art Ramirez).

  5. Click OK.

    The next time you address a message, Name Completion fills in this display name.

46.2.7 Viewing All Correspondence with a Contact

To view all correspondence with a contact:

  1. Click a Contacts folder.

  2. Double-click a contact.

  3. Click the History tab.

    All items you have received from or sent to this contact display.

    Also, messages might be displayed here if the user was added as a message contact, as described in Adding a Contact to an Email You Send or Receive.

    The Folder column shows where each item is located. Double-click an item to view its contents.

    To add or remove columns, right-click the column heading, and then click an option. To sort by the information of a column (for example, by date or subject), click the column heading.

You can use Quick Find to quickly find items or to create custom searches. For more information, see Finding Items.

46.2.8 Viewing a Contact’s Address on a Map

The View Map feature allows you to quickly find the location of one of your contacts. You can use the main address to open a web browser and search for a map to the contacts location.

  1. Click a Contacts folder.

  2. Double-click a contact.

  3. Click View Map.

  4. (Optional) Use the View Map drop-down list to select a specific map location such as an office, home, or other address.

46.2.9 Deleting a Contact

You can delete a contact in the Frequent Contacts folder or another personal Contacts folder. You cannot delete a contact from the GroupWise Address Book.

  1. In the Folder List, select the Contacts folder where you want to delete the contact.

  2. In the contact list, right-click the contact, and then click Delete.

  3. Click Yes to confirm the deletion.