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 this address book to view information about everyone in your GroupWise system.

The GroupWise Address Book is marked with a GroupWise Address Book icon icon.

The GroupWise Address Book sorts all name alphabetically by first name. Because the GroupWise Address Book is generally quite large, you might want to search for names or use the predefined Find (groups, contacts, resources, or organizations) to find the name you are looking for, rather than scrolling through the entire address book For more information, see Searching for Address Book Entries.

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

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.

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.

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 E-Mail 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 Section 6.5.2, Creating a Personal Address Book.

Personal address books are marked with a Personal address book icon icon.

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 main Address Book window.

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. For example, you can include Internet addresses or no address at all for the people you add to your personal address books. 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.