Address Books


Types of Address Books

GroupWise offers two types of address books: System address books and Personal address books.

System address books

These address books are created centrally by the system administrator. A typical example is the Novell GroupWise Address Book, which:

  • contains the contact details of all users on the GroupWise system.
  • can be accessed by all GroupWise users.

Other smaller system address books can be created by the system administrator upon request by logging a call with the Tech Department. These smaller system address books can be created for the use of GroupWise users in a particular faculty or department, and are based on the Novell network groups. The membership of these smaller system address books is dynamic - as a new person is added to a Novell group, they will appear in any group-related address book/s.

Personal address books

These address books are created by an individual in their own GroupWise mailbox. They can:

  • contain addresses of internal (GroupWise) users and external users.
  • be shared with other colleagues.

GroupWise automatically creates two personal address books for each user: the Frequent Contacts address book and a personal address book. As you send email messages, GroupWise will automatically add the names and email addresses to your Frequent Contacts address book.


Change names appearance

GroupWise allows you to change the way that names appear in your address book. You can also select the order in which address books are searched.

Display name format

The Name Format option controls how names are displayed in the address book. By default, it will show entries in “First name, Last name” order. You can choose to change the display format to “Last name, First name”.

Note: If you change the Name Format option, your selection will automatically be applied to the system address book, as well as any personal address books selected.

Changing the name format display

  1. Click  Address Book.
  2. The Address Book window opens.
    • Click View | Name Format.
  3. The Display Name Format dialog box appears.
    • Change the display name format.
    • Click OK.
  4. In the Address book window, either continue working, or click  Close.

Adding more columns

Adding a new column to the Address book display window will allow you to search on the contents of that column. For example, you may want to add a First Name, Last Name or Department column to the current display. This will allow you to search the contents of those fields when you search the address book.

  1. Click  Address Book.
  2. The Address Book window opens.
  3. Right-click the grey row that displays the columns.
    • A menu appears, showing other columns that can be added.
    • Select “More columns” if the option you want isn’t listed in the menu.
    • Select the fields that you wish to add as new columns.
  4. The new column(s) appear in the Address book display.
  5. You can re-arrange the order of the columns by dragging any column to the left or right.
  6. In the Address book window, either continue working, or click  Close.

Name completion search order

GroupWise tries to auto complete an email address when you start entering a name in the “To:” field. The name completion search order defines which address books are searched and in what order they are searched, when you begin typing an address into a new mail message.

Hint: Ensure that the email addresses in your Frequent contacts or Personal address books are correct. This will ensure that the correct entry is used by the auto-complete function.

Changing the search order

By default your Frequent Contacts address book is searched first. If you want to have your personal address book searched first, you can add it to the Selected Books column and move it to the top of the list. (The email addresses of people that you send mail to are automatically added to the Frequent Contacts address book.)

  1. Click  Address Book.
  2. The Address Book window opens.
    • Click File | Name Completion Search Order.
  3. The Name Completion Search Order dialog box appears.
    • In the Selected books section, select the address book that you want to move.
    • Click either Down or Up to change the order.
    • Click OK.
  4. In the Address book window, either continue working, or click  Close.

Searching the address book

Perform a search in the address book

  1. Click  Address Book.
  2. The Address Book window opens.
    • Select the address book that you want to search.
    • Enter your search criteria in the Look For: field.
    • Select whether you wish to look in the Name, First Name or Last Name fields, by selecting from the Inside: dropdown list. (See: Adding More Columns .)
    • The name that matches your search criteria is highlighted in the list below. Note: You can use this address to create an email message, appointment, note or task for this person.
    • To send an email message, right-click the email address and select Action | Send Mail.
  3. A Mail To: dialog box appears, with the contact’s name entered into the To: field.
    • Complete the message details.
    • Click  Send.
  4. In the Address book window, either continue working, or click  Close.


Personal Address books

Personal address books contain contact information both for users who are in the Novell GroupWise Address Book and/or contacts who are external to GroupWise. By default, GroupWise creates one personal address book for you. You can create additional personal address books if you need them.

Create a new personal address book

  1. Click  Address Book.
  2. The Address Book window opens.
    • Click File | New Book.
  3. The Create New Address Book dialog box appears.
    • Enter the name of the new address book.
    • Click OK.
  4. The newly created address book appears in the left pane.
  5. In the Address book window, either continue working, or click  Close.

Edit a contact in your personal address book

  1. Click  Address Book.
  2. The Address Book window opens.
    • Select the address book in which the contact appears.
    • Select the contact that you want to edit.
    • Click Edit | Edit.
  3. A contact details dialog box appears for the selected name.
    • Select the Contact tab.
    • Edit the relevant fields.
    • Click OK.
  4. In the Address book window, either continue working, or click  Close.

Deleting a personal address book

Note: The deletion of a personal address book is permanent. All contacts and personal groups in that address book will be deleted when the address book is deleted. It is not possible to restore any of this information once it has been deleted.

  1. Click  Address Book.
  2. The Address Book window opens.
    • Click File | Delete Book.
  3. The Delete Address Book dialog box appears.
    • Select the book or books you want to delete.
    • Click OK.
  4. An Address book - Question dialog box appears.
    • Click Yes to confirm the deletion.
  5. The selected address book is deleted.
  6. In the Address book window, either continue working, or click  Close.

Share an address book

  1. Click  Address Book.
  2. The Address Book window opens.
    • Select the address book that you want to share.
    • Click File | Sharing.
  3. The sharing dialog box opens.
    • Click Shared with.
    • Type the name/s of the people that you want to share the address book with in the Name: field.
    • Click on the name/s in the Share List.
    • Click the rights that you want to assign.
    • Click OK.
  4. Click OK on the notification message.
  5. The dialog box closes and you are returned to the address book.
  6. In the Address book window, either continue working, or click  Close.

A message is sent to the contact/s that you have selected to share the address book with to notify them.


Addressing messages using Groups

A GroupWise group is a list of users to whom you can send messages. Two types of group address books exist: public groups and personal groups.

Public groups A public group is a list of users defined by the system administrator. All GroupWise users have access to public groups unless the administrator has restricted the access. Public groups are located in the system address book. Only the group administrator can add or remove users from the system address book. Please log a call with the IT Helpdesk if you need to make changes to a system address book.

Personal groups A personal group is a list of users that you create in your Personal or Frequent Contacts address books. Personal groups can be likened to Distribution lists in other email clients.

Creating Personal Groups

  1. Click  Address Book.
  2. The Address Book window opens.
    • Select the address book, i.e. your personal address book or Frequent Contacts.
    • Click  New.
  3. The New Entry: dialog box appears.
    • Select Group.
    • Click OK.
  4. The New Group dialog box appears.
    • Enter a Name for the group.
    • In the Comments field, enter a description for the group.
    • In the Members section, click  Add.
  5. The Select Group Members dialog box appears.
    • Select the address book that contains the contacts you want to add to this group.
    • Look for and select a contact.
    • Click either To:, CC: or BC: to add a contact to the group.
    • Repeat the previous two steps for each contact that you want to add to the group.
    • When the group contains all required contacts, click OK.
  6. The New Group dialog box is updated reflecting the added contacts in the Members section.
    • Check that all the details are correct.
    • Click OK.
  7. The newly created group appears in the personal address book.
  8. In the Address book window, either continue working, or click  Close.

Note: Adding the contact using either To:, CC: or BC: at the time of creation means that whenever you use this group, that contact will automatically be added to the appropriate address field. E.g. If you click CC: when adding a contact to the group, then that person’s details will always appear in the CC: field when you use that group.

 

Address a message to a group from within the Address book

  1. Click  Address Book.
  2. The Address Book window opens.
    • Select the relevant address book.
    • Select the group in the membership list.
    • Click  Action.

The Mail To: dialog box appears and the selected group appears in the To: field.

  • Complete the message.
  • Click  Send.
  1. The message is sent to all members of the group.
  2. In the Address book window, either continue working, or click  Close.

Note:By clicking Action, as shown in the above procedure, a Mail item is automatically created. However, by clicking the arrow next to Action, a drop-down menu appears showing the other GroupWise items that can be created directly from the Address book, e.g. a note, a task, or an appointment.

Search for a group in the Address Book

  1. Click  Address Book.
  2. The Address Book window opens.
    • Enter the group’s name in the Look For field.
    • The group name is highlighted in the results pane.
  3. In the Address book window, either continue working, or click  Close.

Send a message to only a few members of the group

  1. Click  Address Book.
  2. The Address Book window opens.
    • Click :techhelp:groupwise:addressbook_plus.gif to expand the relevant address book.
    • Select the group.
    • Ctrl+click to select members in the group.
    • Click  Action.
  3. The Mail To: dialog box appears.
    • Compose the message.
    • Click  Send.
  4. In the Address book window, either continue working, or click  Close.


Using predefined address filters

By default, address books display all entries that have been incorporated into them. Consequently in large address books, individuals and groups can be difficult to locate.

By using an address book filter only the information that you are looking for is displayed. The address book has predefined filters. You also have the option to define customized address filters.

To use a predefined filter in the Address Book, follow these steps:

  1. Click  Address Book.
  2. The Address Book window opens.
    • Select an address book.
    • Click View | Filter for <>. Note: You can choose any one of the predefined Filters (Groups, Contacts, Resources, Organisations) displayed in the View menu.
    • The address book view changes according to your selection.
  3. In the Address book window, either continue working, or click  Close.