Determining Fields, Field Order, and Sort Order for the Address Book

The GroupWise Address Book is configured to display specific user fields such as Given Name and Last Name, but you can add additional fields or delete the default fields. You can also determine the order in which the fields appear in the Address Book and select whether the addresses will be sorted by first name/last name or last name/first name.

The GroupWise Address Book is configured at the domain level, which means that you can have different fields, field order, or sorting order for the Address Book in different domains.

The Address Book configuration you establish for a domain becomes the default configuration. However, users can change which fields are displayed, change the field order, and change the address sort order. However, they cannot add fields that you have not added at the domain level.

The following sections provide instructions for adding and deleting Address Book fields, changing the default sort order of the Address Book, and changing the default order of the fields in the Address Book:


Adding Fields to the Address Book

Adding a field makes the field available in the Address Book. However, individual users can determine which available fields they want to display.

To add a field:

  1. In ConsoleOne®, right-click the Domain object whose Address Book you want to modify, then click Properties.

  2. Click the GroupWise tab, then click Address Book to display the Address Book page.


    Address Book property page

    The Address Book Fields list displays all fields that will be displayed by default in the Address Book. The Available Fields list displays any additional fields that can be added to the Address Book.

  3. In the Available Fields list, select the field you want to add to the Address Book, then click the left-arrow to move it to the Address Book Fields list.

    IMPORTANT:  If the user field that you want to add is not included in the Available Fields list, you will need to define the field. For instructions, see Mapping Additional eDirectory User Fields to GroupWise Fields.

    The field is added to the bottom of the list. The Address Book will display the fields in the order they are listed.

  4. If necessary, select the field, then use the up-arrow and down-arrow to move the field to the appropriate location in the list.

  5. If the field is an Administrator-defined field (see Mapping Additional eDirectory User Fields to GroupWise Fields) and you want to change the how the field will be labeled in the Address Book, select the field, click Edit Label, enter a new label in the Address Book Label field, then click OK.

  6. When you are finished, click OK (in the Address Book page) to save your changes.


Mapping Additional eDirectory User Fields to GroupWise Fields

Novell® eDirectoryTM includes user information that is not associated to GroupWise user fields. For example, a User object includes Postal Address fields named "City," "State," and "Zip Code." By default, these fields are not included as GroupWise fields. However, you can use the Admin-Defined Fields feature to map eDirectory user fields to GroupWise fields so that they can be displayed in the GroupWise Address Book.

  1. In ConsoleOne, click the Tools menu > GroupWise System Operations > Admin-Defined Fields to display the Administrator-Defined Fields dialog box.


    Administrator-Defined Fields dialog box

  2. Select an Admin-definable field (for example, Admin Defined 1), then click Edit to display the Select eDirectory User Property dialog box.


    Select NDS User Property dialog box

  3. Select the eDirectory user property that you want to map to the GroupWise field, then click OK to create the mapping.

  4. Repeat Step 2 and Step 3 to map additional fields.

  5. When finished, click OK to close the Administrator-Defined Fields dialog box.

  6. To use the field in the GroupWise Address Book, see Adding Fields to the Address Book.


Changing the Default Sort Order

The sort order determines how addresses in the Address Book are sorted. The sort order you establish becomes the default for the Address Book and remains in effect until individual users change it.

The preset default sort order for the Address Book is First Name/Last Name. You can change the default sort order to Last Name/First Name.

  1. In ConsoleOne, right-click the Domain object whose Address Book you want to modify, then click Properties.

  2. Click the GroupWise tab, then click Address Book to display the Address Book page.


    Address Book property page

  3. In the Sort Address Book By list, select the sort order you want to be the default.

  4. Click OK to save your changes.


Changing the Default Field Order

The field order determines the order in which the GroupWise fields are displayed in the Address Book. The field order you establish becomes the default for the Address Book and remains in effect until individual users change the order.

  1. In ConsoleOne, right-click the Domain object whose Address Book you want to modify, then click Properties.

  2. Click the GroupWise tab, then click Address Book to display the Address Book page.


    Address Book property page

  3. In the Address Book Fields list, select a field whose position you want to change, then use the up-arrow and down-arrow to move the field to its new position.

  4. Repeat Step 3 until you've established the field order you want.

  5. Click OK to save your changes.


Removing Fields from the Address Book

If there are fields in the Address Book that are not used or that you don't want displayed to users, you can remove them.

  1. In ConsoleOne, right-click the Domain object whose Address Book you want to modify > click Properties.

  2. Click the GroupWise tab, then click Address Book to display the Address Book page.


    Address Book property page

  3. In the Address Book Fields list, select the field you want to remove, then click the right-arrow to move the field to the Available Fields list.

    The fields in the Available Fields list are not displayed in the Address Book.

  4. Repeat Step 3 to remove additional fields you don't want to use.

  5. Click OK to save your changes.