Address Book

The Address Book provides a convenient place to store contacts and to organize external contacts. Categories created for the addressbook will appear in the Category list box. Grant 'read access' to users to allow them to view your public contacts. You can Copy an address for your own use if it is in public address. You can view the address of default category listed in the alphabetical order. During Search operations you can filter records by selecting a category, or by using filters Show all, Only yours and private, or by Clicking 'Search' after entering a search string.

15.1 Accessing Address book

  1. To access the addressbook section click on the Address book button in the navigation bar.

  2. This is the Address book window.

    • Depending upon your addressbook settings, the default fields ( in this case First name, Last name, Business Phone, Home Phone and Business EMail) with default category (in this case friends ) will be displayed.
    • The Addressbook has options to filter records based on Category, Search string, and filter criteria like show all, only yours & private .
    • The green arrows ( right & left double arrows and right & left arrows) are used to move through the records. You can View and Edit your contacts.
    • You can sort the list by clicking the hyperlinks First name, Last name, Business Phone, Home Phone and Business EMail.


15.2 Creating Contacts

Contacts can be created or imported. To create Contacts :

  1. Click on the Add button. This opens the New Contact form.

    • To move from one field to the other, use TAB, to move backwards, use SHIFT + TAB. Do not use the return key.
    • Vcards require firstname and lastname entry.
    • By dedicating some contacts to a category (e.g. "Clients"), you can later filter this category for searching.
    • Mark the checkbox "Private", if you would like the to keep this contact private i.e if you do not wish to others to see this contact. By default it is unmarked.
    • You can put any information in the Notes box.
    • To create your new contact, click the Save button.

  2. You can view the address you have saved.



  3. If you are the creator of the address, you can edit it to modify or delete it. To modify an entry,click Edit. In the edit window, click Save after making changes. To delete the contact, click Delete
  4. You must have your contact information in your address book before you can create a business card.
    1. In the Address Book, create an entry for yourself, and then select your name from the Address Book list.
    2. Then click VCard.
    3. Select a location in which to store the file, and then click Save.
  5. To copy an contact from another user's addressbook , click Copy.
  6. A note "Copied by username from record #234" will be added in the notes list box.

15.3 Adding VCard

The easiest way to exchange contact information with people over the Internet is by attaching a VCard to e-mail messages.To add a VCard :

  1. In the Address Book, click Add VCard.
  2. Locate the Vcard card file (*.vcf) on your computer or a network drive, select it, and then click Open.

  3. When the business card is added to your address book, a dialog box appears where you can modify or add to the contact.


15.4 Importing Contacts

If you have a contact list in another application and you want to use this list in the addressbook as well, you can import it via different formats.

  1. You can import Contacts by clicking the Import Contacts button.. This opens the New Import form.


    1. You will probably own electronic lists of contacts in vCard, Outlook, Outlook Express or in some other format. You can import these by making an export file in the original application (e.g. Outlook) in CSV format (Comma Separated Value). Use the Windows variant if asked.You might be required to adjust the fields. Your CSV-file should contain these fields, in the same order: title, first name, family name, company, email, email 2, phone 1, phone 2, fax, mobile phone, street, pin code, city, country, state, category, remark, web address. Make empty columns (in a spreadsheet like Excel) for the fields you do not have in your contacts Import the CSV-file.

    2. Indicate the original application where your data comes from. Indicate where the CSV-file can be found.
    3. Eventually indicate a category to filter on.
    4. Check the checkbox "Mark records as private" if you want these contacts to be invisible for others.
    5. Check the checkbox "Debug output in browser" to view records in the browser before the actual import.
    6. Click Submit.

  2. After a successful import, you will get a work completion response like the following


  3. Click undo to cancel the Import list.
  4. Click approve to save the contacts list. The message"'The list has been imported" will be displayed at the top.
  5. If you are the creator of it, you can edit it to modify or delete it. You can find a contact by choosing a field for the search operation.

15.5 Importing Alt. CSV Contacts

  1. In the Addressbook click Alt. CSV Import.



  2. Click the address book or file type you want to import,and then click Download.

  3. In the window that appears,
    1. Select the relevant Addressbook-Fieldname for each CSV-Fieldname.
    2. You can enter the starting Record number and the number of records to be read .
    3. Check the Test Import checkbox to view the records in the browser .
    4. Click Import.



  4. The browser will display the importable records. 69 records read (not yet imported, you may go back and uncheck Test Import) .
  5. After the successful import ,you will see a message" 69 records imported". Click Addressbook to view the contacts.




  6. If your address book is not listed, you can export it to either a text (CSV) file or an LDIF (LDAP Directory Interchange Format) file, and then import it using that file type.

15.6 Exporting Contacts

  1. You can export your address book contacts to other Windows Address Book files (WAB), as well as to Netscape Communicator, Microsoft Exchange Personal Address Book, or any text (CSV) file.



  2. Choose a format for the export. To export your address book in Outlook CSV format, choose OutlookCSV -English.
  3. Choose a filename (in this case export.txt) that most closely fits the intended use for the exported address book .
  4. Select a Category to filter on.
  5. Check Download Export file checkbox to export file. Uncheck to debug output in browser.
  6. Click Submit.
  7. Save the file in your local drive.

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