6.1 Understanding Address Books

GroupWise uses the following types of address books:

6.1.1 GroupWise Address Book

The GroupWise Address Book is the address book configured and maintained by the GroupWise administrator. Use the GroupWise Address Book to view information about everyone in your GroupWise system.

The GroupWise Address Book is marked with a System address book icon icon in the Address Book list.

Because the GroupWise Address Book is generally quite large, you might want to search for names or use predefined filters to find the name you are looking for, rather than scrolling through the entire address book. For more information, see Searching for Users, Resources, Organizations, and Groups and Using Filters to Narrow an Address Search.

The Address Book sorts all names alphabetically by first name. If you want to view names by the last name, you can edit the columns to remove the Name column and add the First Name and Last Name columns. For more information on adding and removing columns see Specifying the Columns to Display in an Address Book.

You can view information about contacts in the GroupWise Address Book, but you cannot edit this information.

When you use Remote mode, you can restrict the entries that are downloaded from the GroupWise Address Book to reduce download time. See Filtering the GroupWise Address Book for Your Remote Mailbox.

6.1.2 Frequent Contacts Address Book

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 if the book’s options are set to do so. You can view the date and time you last used an entry and the number of times you have used it.

The Frequent Contacts address book is marked with a Personal address book icon icon in the Address Book list.

Although the Frequent Contacts address book is created by GroupWise, it is considered a personal address book because you can edit the information for contacts.

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

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. For more information, see Setting Frequent Contacts Properties.

If you select the Junk Mail Handling option to only accept mail from contacts in personal address books, you can receive mail from any contact in the Frequent Contacts address book. For more information, see Junking Email from Users Not In a Personal Address Book.

6.1.3 Personal Address Books

You can create, edit, save, and rename multiple address books for your personal use, and you can share these address books with other users. For information on creating a personal address book, see Creating a Personal Address Book.

Personal address books are marked with a Personal address book icon icon in the Address Book list.

You can add and delete names and address information for any contact (person, company, or resource) you want in your personal address books. You can also create your own information properties (fields). When you create a personal address book, a book icon is added to the Address Book list. You can expand and collapse open books by clicking + and -.

When you create multiple address books, you can include the same name and address in several books. If the entry is copied from an address book and you edit the entry’s information in one book, it is updated in all books.

Personal address books list addresses according to your preferences. You can also create personal groups. If you save a list of people as a group, you only need to type the group name in the To box to send the entire group a message. See Organizing Addresses in Groups.

6.1.4 LDAP Address Book

The LDAP Address Book supports LDAP (Lightweight Directory Services Protocol) for accessing external directory services. You can add directory services from your Internet service provider or third-party companies.

LDAP Address Books are marked with a LDAP Address Book icon icon.

You can connect to an LDAP server through Secure Sockets Layer (SSL) to assure increased security for the LDAP Address Books you access. Connecting through SSL requires that you have a digital certificate, which enables GroupWise to use SSL to authenticate to the LDAP server you have chosen.

After you complete a directory service search, you can add the names you find to your personal address books.

While using Remote or Caching mode, you can perform a directory service search without connecting to GroupWise.