Contacts
From help.officedesktop.com
| Contacts: Organize contact information of clients and friends.
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Copy
Description: Allows you to make a copy of a Contact entry in the existing folder.
Directions:
- Highlight a Contact entry.
- Select Copy from the Actions button on the Command Row
Copy To
Description: Allows you to copy a Contact entry to another folder while keeping the original.
Directions:
- Highlight a Contact entry.
- Select Copy To from the Actions button on the Command Row. The Folders window appears.
- Highlight the folder to where you want to copy the Contact.
- Click Copy.
Delete
Description: The Delete function allows you to remove Contacts from your Directory.
Directions:
- Select one or more Contacts.
- Click on the Delete button on the Command Row at the top.
To restore a deleted Contact, see Restore Contact for more details. To permanently delete a Contact, access the Deleted Contacts folder, select one or more Contacts and click the Delete button from the Command Row.
Directories
Description: Contact information is stored in Personal or Member Directories. Your Personal Directory contains Contacts that you have entered, and the Member Directory contains Contact information for the entire organization.
Directions:
- Click either the My Directory or Member Directory at the right of the Folder header. The current directory on display is in bold.
- In the Member Directory, you can use the drop-down lists on the Folder header to sort Contacts by Types, Locations and Departments.
You cannot edit or delete entries in the Member Directory, unless you have Administrator privileges.
Display Look
Directions: The Display Look allows you to view your Personal Directories in three styles: Details, Cards and Names. You can toggle between each of these styles.
The Details Look displays the Contacts in rows, with columns showing a variety of fields. You can change the sort order by clicking the column header.
The Cards Look displays the Contacts as business cards, sorted alphabetically by Name.
The Name Look displays the contents of a folder alphabetically by Document Name, with the Document Name, Type, and Size to the right of the icon.
Directions:
- Click the Display icon.
- Select Look.
- Choose the preferred Display Look.
You can also change Display Looks by selecting a Look from the drop-down list above your Contacts.
To customize which fields are shown in the Details and Cards Looks, go to Display Settings.
Display Options
Description: The Display Options allows you to customize the way Contacts folders appear on the screen, including text colors and default Look. You can apply these changes globally, or to a single folder.
Directions:
- Click the Display icon.
- Select Options.
- Use the drop-down lists to change the Text Display and Default Look.
- Check the box to apply these options globally to all existing folders.
- Check the box to set these options as the default for new folders.
- Click Save and Exit.
Display Settings
Description: The Display Settings allow you to define the fields, their placement, and their order to be displayed within the Details and Cards Looks. You can create different Display Settings for each folder.
There are six system-defined lists: General Information, Phone and Fax, Internet Addresses, Street Addresses, Personal Information, and Search Result. You can also create Custom Lists that can include any and all of the fields available in the system.
Directions:
- Click the Display icon.
- Select Settings.
- Select the list you wish to modify from the drop-down list or select Custom List.
- To move a field, highlight it and use the up and down arrows at the bottom to change the placement of the fields. In a Custom List, you can use the right and left arrows to select which fields you want displayed.
- To change the sort order, click Sorting.
- Choose up to three fields to sort by, and whether you want them displayed in ascending or descending order.
- To restore to the defaults, click Reset.
- When finished, click Save and Exit.
Edit
Description: You can edit a Contact to reflect changes.
Directions:
- Open the Contact you wish to edit in the Directory.
- Click Edit
- Make all necessary changes.
- Click Save.
- Click Close.
Edit Distribution List
Description: You can edit a Distribution List to add or remove recipients. You cannot change the message type of a Distribution List.
Directions:
- Open the List you wish to edit in the Directory.
- Make all necessary changes.
- Click Save and Exit.
Edit Group
Description: You can edit a Group to add or remove Contacts.
Directions:
- Open the Group you wish to edit from the Directory.
- Make all necessary changes.
- Click Save and Exit.
Export
Description: Exporting Contacts allows you to bring Contacts from your online workspace into another application.
Directions:
- From the Tools icon, click Contacts Export (CSV).
- Check the box(es) of the folder(s) you wish to export.
- Click Export.
- Give the new file a name. Click OK.
Flag
Description: You may flag Contacts so that they stand out from the other Contacts in a folder. You can also add a Reminder to set a date and time for the required action. Once the action has been taken, you can then mark the reminder as Complete, or simply clear the flag.
Directions:
- With the Contact open, select Flag from the menu at the top.
- Select the color flag you wish to assign to the Contact.
- If you wish to set a reminder, click Add Reminder and fill in the date and time, and action required.
- Click Save and Exit.
You can flag multiple Contacts from within the folder by using the Flag section of the Actions button and assign both flag status and reminder. You can also flag a Contact from within the Contact itself by clicking Flag in the Action Row of the open Contact. Flag status can be changed. You can add a reminder to the flagged Contact by clicking Add Reminder once within the Flag pop-up.
Folders
Description: You can add folders to organize your Contacts.
Directions:
- Click the square next to the Folder drop-down list above your Contacts. Alternatively, you can click the Tools icon and select Folders.
- From the Folders pop-up window, click New.
- Type in the name of your folder.
- Click Save and Exit
- You can also rename and delete existing folders from this window.
- Click Close.
Forward
Description: You can forward a Contact entry to someone so that they can add the Contact to their Directory.
Directions:
- Open the Contact in your Directory.
- Click Forward under Actionon the Command Row. A new message appears with the Contact entry as an attachment.
- Fill in all the other pertinent information.
- Click Send.
When you forward a Contact, the details are sent as an attachment with a .vcf extension. This offers compatibility with Outlook.
Import
Description: Importing Contacts allows you to take Contacts from another application and bring them into your online workspace.
Directions:
- From the Tools icon, click Contacts Import (CSV).
- Click Browse to locate the file you wish to import.
- Select destination folder from the drop down menu.
- Click the radio button to decide how the system should handle duplicate entries.
- Click Next.
- Map fields from Online Office and .CSV file.
- Click Import
Link
Description: Linking allows you to associate a System Member’s My Info fields with a Contact entry in your Personal Directory. This can be used if somebody at your organization updates their information. For example, John, a co-worker and friend, changes his My Info when he moves. The new information will automatically be updated in your Personal Directory.
Directions:
- From within a Contact, click Link under Action on the Command Row.
- Highlight the name of the person to whom you want to link the Contact.
- Click Options.
- Select whether the user’s or your information should prevail in case of a conflict.
- Select whether the user’s information should be entered wherever there is a blank in your information.
- Select whether your information should be entered wherever there is a blank in the user’s information.
- Click Save and Exit.
- Click OK.
Move to
Description: Allows you to move a Contract entry to a new folder.
Directions:
- Highlight a Contact entry.
- Select Move To from the Actions button on the Command Row. The Folders window appears.
- Highlight the folder to where you want to move the Contact.
- Click Move.
Moving a Contact to the Deleted folder is the same as deleting a Contact.
My Info
Description: Allows you to edit your own Contact entry in the organization directory. This information can be accessed by others in your organization who have linked to their personal Contact entry for you.
Directions:
- Click the Tools icon.
- Select My Info.
- Enter the information as you would for a New Contact.
- Click Save and Exit.
New
Description: You can add information about clients and colleagues to the Personal Directory in your Contacts.
Directions:
- Click the New button from the Command Row. The Contact Details window appears.
- Use the File As: drop-down list to determine how you want the Contact to appear in your directory.
- Click the phone number box to enter your Contact’s phone information.
- You can change how the phone number is displayed by clicking Number Display and setting your preferences.
- Enter Internet addresses (email, IM, text) for the Contact.
- Enter the street or mailing addresses of the Contact.
- Enter websites and FTP information for the Contact.
- Click the Additional tab to enter other information for the Contact.
- Click Save and Exit.
New Distribution List
Description: A Distribution List is a set of recipients who can receive only one of two message types (email or text). For example, if you have several people to whom you regularly forward emails from Marketing, you can create a Distribution List called “Marketing.”
Directions:
- Click the gray thumbnail on the New button from the Command Row.
- Select List.
- Select the type of message the Distribution List will receive from the drop-down list.
- Enter a Name and Description for the Distribution List.
- Enter Tags.
- Select the recipients you wish to include in the Distribution List. You can also add custom email addresses to the Distribution List.
- Click Save and Exit.
New Group
Description: A Group is a set of Contacts from your Personal Directory and the Public Directory.
Directions:
- Click the gray thumbnail on the New button from the Command Row.
- Select Group.
- Enter a Name and Description for the Distribution List.
- Enter Tags.
- Select the Contacts you wish to include in the Group.
- Click Save and Exit.
Restore
Description: You can restore a deleted Contact.
Directions:
- Go to the Deleted Contacts folder.
- Highlight the Contact entry you want to restore.
- Click the Restore button on the Command Row. The Contact is moved back into its original folder. If the original folder was deleted, the Contact is moved into the Contacts folder.
Search
Description: Searches are performed to locate Contacts based on user-defined keywords.
Directions:
- Click the Search icon.
- Click the Folder icon to select the folder(s) you want to search.
- Enter the keyword(s).
- Click Search.
Send Email to Contact
Description: You can send an email to a Contact from within its Directory entry.
Directions:
- Open the Contact entry of the recipient from the Directory.
- Click the Compose icon next to the email address to which you want to send the message.
- Compose your message and click Send.
Send Email to Distribution List
Description: You can send an email to an Email Distribution List from within its Directory entry.
Directions:
- Open the Contact entry of the Distribution List from the Directory.
- Click Compose. A new message opens with the Distribution List in the To field.
- Compose your message and click Send.
