# Address Book Learn how to record, use and organize your contacts in the Address Book app. How to launch the Address Book app: - Click the All Applications icon in the menu bar. Click on Address Book in the App Launcher. # The Address Book Components #### The Address Book toolbar Contains functions for adding, editing and organizing contacts. Notes: - Some functions are only available if you opened an address book for which you have the appropriate permissions to create or edit objects. - Some buttons are only displayed if the selected contacts have an email address. **Content** - **New contact**. Creates a new contact or a new distribution list. - **Edit**. Edits the contact's data. - **Send email**. Sends an email to the contact. - **Invite**. Invites the contact to an appointment. - **Delete**. Deletes the contacts selected by you. - **More actions** icon . Opens a menu with further functions. - **View**. Opens a menu with checkboxes for controlling the view. - **Folder view**. Opens or closes the folder view. - **Checkboxes**. Displays a checkbox next to each contact in the list. This allows to select multiple contacts to edit them at once. #### The Address Book folder view Displays the address books. In order to display the folder view, click on **View** in the toolbar. Enable **Folder view**. **Content** - **My address books**. Contains your personal address books. - **Add new address book**. Opens a menu with functions for creating address books and for subscribing to external or shared address books. - **My contact data**. Opens a window where you can adjust your contact data in the global address book. - **Public address books**. Contains address books shared with all users. - **Shared address books**. Contains address books shared with you by other users.

Depending on the configuration, public address books and shared address books might not be available.

#### The Address Book navigation bar Contains letters in alphabetical order. If clicking on a letter, the list jumps to the contacts with this initial letter. #### The Address Book display area Contains the contacts list and a contact's detail view. ##### The Address Book list Displays a list of contacts in the opened address book. **Content** - The name of the selected address book. The number of contacts in this address book. - The following details are displayed for each contact: - a picture if uploaded - last name, first name - business data, if entered Names that start with a figure or a special character are displayed below **\#** at the top of the list. Names that start with a special sign are displayed below **Ω** at the bottom of the list. ##### The Address Book detail view Shows the data of the contact that you selected in the list. If double-clicking on the contact in the list, the data are displayed in a window. **Content** - a picture if uploaded - last name, first name - business data, if entered - Depending on the configuration: The contact's current availability for calls - Depending on the configuration: Icons for communicating with the contact: - **Email** . Opens the window for composing an email. - **Call** . Opens a menu with functions for calling. - **Invite** . Opens the window for creating an appointment. - further contact data, if set: - personal data, business data - Email addresses. If clicking on an email address, the page for sending a new email is displayed. - Business and private phone numbers. If clicking on a number, a function for making a call opens, if available. - Business and private addresses. In the address book settings, you can define whether a map service for displaying the address should be used when clicking on an address. - attachments #### The contact editing window This window is used when creating a new contact or editing an existing one. In order to open the window, do one of the following: - Select **New contact** from the toolbar. Click on **New contact**. - Select a contact. Click on **Edit** in the toolbar. **Content** - Contact picture Click on the contact picture to edit it or to upload a new contact picture. - Contact data input fields: - **First name**, **Last name** - **Company**, **Department** - **Email 1**, **Cell phone** - Elements for adding additional input fields: - **Add personal info** - **Add business info** - **Add email, phone, fax**

If clicking the **Remove field** icon , an additional field and its data will be deleted.

- **Note** input field - **Add postal address**. Adds input fields for different postal addresses. - **Add attachment**. Adds files. #### The distribution list editing window This window is used when creating a new distribution list or editing an existing one. In order to open the window, do one of the following: - Select **New contact** from the toolbar. Click on **New distribution list**. - Select a distribution list. Click on **Edit** in the toolbar. **Content** - input field for the name of the new distribution list - input field for the email addresses of the distribution list's contacts