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Address Book

About Address Book

Address Book is the contact management component of Communications Express.

You can use the Address Book to do the following:

  • Create individual contacts and groups of contacts that share the same profile, activity, or organization.

  • Add, sort, edit, delete and organize individual contacts and groups.

  • Send email.

  • Search personal, corporate, and remote address books.

  • View calendars of contacts.

  • Print an address book.

  • Import or export contact information between Communications Express, Microsoft Outlook and Netscape address books.

When you select the Address Book tab in the Communications Express page, contacts and groups in your personal address book are displayed.

Notice the following:

  • The Current Address Book drop-down menu displays your personal address book, your remote address books, and your organization’s corporate directory. To view contacts and groups in one of these address books, select the address book from the Current Address Book drop-down menu.

  • If you select the Remote Address Book option from the Current Address Book drop-down menu, the Select action drop-down menu and the Delete and Add to Personal Address Book buttons are disabled.

  • If you select Corporate Directory from the Current Address Book drop-down menu, the Delete and Add to Personal Address Book buttons are disabled.

  • The Select action drop-down menu and the Add to Personal Address Book button are enabled after you search for contacts or groups in the corporate directory.

  • The Select Action drop-down menu and the Delete button are enabled after you view the Personal Address Book from the Current Address Book drop-down menu.

  • Address Book toolbar options are disabled when you view contacts from the corporate or a remote directory.

  • Settings available in the Options tab allow you to customize the layout settings for Address Book.

About Your Address Book

To manage your repository of contact information, use the Address Book toolbar options listed in Table 1. The table consists of three columns. The first lists the toolbar option, the second the icon for the option, and the third the purpose of this option.

Table 1 Address Book Toolbar Options

Toolbar Option

Icon

Purpose

New Contact

New Contact Icon

Use this option to store a new contact’s personal details, including Name, Company, Phone, Email, Home Address, Work Address, Online Information, and Important Dates. For more information, see Managing Contacts.

New Group

New Group Icon

Use this option to assign web addresses, a calendar URL, and members to a group. For more information, see Managing Groups.

Printable

Printable Icon

Use this option to print the address book. For more information, see Printing an Address Book.

Import / Export

Import/Export Icon

Use this option to import or export an address book from Microsoft Outlook or Netscape Address Book. For more information, see Import and Export Address Book.

Accessibility Features

In Communications Express, keyboard alternatives to controlling a mouse are available. Many features and commands are available directly from the keyboard and are available to everyone. To use the shortcuts, additional accessibility aids are not needed.

The table Table 2 lists keyboard shortcuts and their purpose.

Table 2 Keyboard Shortcuts in Address Book

Keyboard Shortcuts

Purpose

Alt+c

To go to the New Contact pop-up page.

Alt+g

To go to the New Group pop-up page.

Alt+p

To go to the Printable page.

Alt+i

To go to the Import/Export pop-up page.

Tab to the contact and then click Enter

To open the selected contact.

Del

To delete the selected contact.


Note - To use shortcut keys from Internet Explorer, type the shortcut key and press Enter. For example, to access the New Contact page from Internet Explorer, type Alt+c then Enter.


Managing Contacts

Contact information such as name, home and work addresses, phone, email, instant messenger IDs, and calendar addresses are stored in one or several address books.

From the Address Book page you can:

Search for Existing Contacts

You can search for contacts by contact name or by letters of the alphabet and view the contact details in the address book.

From the Search Results page you can:


Tip -

  • The Edit link appears on the information line only if you select it as one of the columns to display in the Options - Address Book page.

  • The Add to Personal Address Book button is enabled in the corporate or remote address books after contacts matching the searched criteria are displayed in the Search Results page.


To Search for Contacts

  1. Click on the Address Book tab. The Address Book page is displayed.
  2. Choose the required option from the first drop down menu. The option, Display Name, is selected by default. There are five options to be selected from the drop down menu as follows:
    • Display Name

    • First Name

    • Last Name

    • Email

    • Phone

  3. Choose the required option from the second drop down menu. The option, contains, is selected by default. There are four options to be selected from the drop down menu as follows:
    • contains

    • is

    • begins with

    • ends with

  4. Enter the search string for the contact in the adjacent text box.
  5. Select the required address book to search from the drop-down menu.

    The options available are:

    • Personal Address Book

    • Corporate Address Book

    • Subscribed Address Book, if any

  6. Click Search. All contacts in the address book satisfying the search criteria are displayed in the Search Results page.
  7. Select contacts from the list displayed.
  8. Click Next or Previous to look at another set of contacts.

    The contacts you previously selected are added to the Selected Cards list.


    Note - The Selected Cards section appears only when you click Next or Previous, or when you search for contacts in another address book after you select contacts from the list displayed.


    From the Search Results page, you can do the following:

    To remove contacts from the Selected Cards list, select individual contacts and click Deselect Cards.

    Once an action such as delete (in Personal Address Book), add to personal address book, send emails, or view calendar is performed for all contacts listed in the Select Cards section, the Selected Card section is no longer displayed.

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