With address books you can organize your contacts e.g. by separately saving them as business or private contacts. Learn how to create address books, use contacts from external address books and set the view for shared address books.
The following options exist:
- Adding personal address books
- Subscribing to external address books
- Refreshing and managing address book subscriptions
- Subscribing to public and shared address books
Adding personal address books
You can create additional personal address books below My address books.
How to create a new personal address book:
- Click the Folder-specific actions icon next to My address books in the folder view. Click on Add new address book.
- Enter a name. In case the new address book should be a public address book, enable Add as public folder. Click on Add.
Subscribing to external address books
You can use your contacts from other providers within the groupware by subscribing to your external address books.
Notes:
- You can sync changes from the external address book by refreshing the subscribed address book.
- You can not create or edit contacts in the subscribed address book.
How to subscribe to external address books:
- Click the More actions icon next to New contact. Click on Subscribe address book.
You can also click the Settings icon in the menu bar. Click on Subscribe address book.
The Subscribe to address book window opens.
- Click one of the icons. Depending on the data source, the further procedure varies.
- For some data sources, a new browser window opens. Log in with your credentials to grant access to the address data.
- If the provider asks you for the permission to access the data, grant this permission.
- For some data sources, you have to enter your credentials for the data source in the Subscribe to address book window.
Tip: A subscribed address book is marked with the Subscriptions icon . If clicking the icon, the subscription settings will be opened.
Refreshing and managing address book subscriptions
The following options exist:
- refresh an address book subscription
- show all subscriptions
- disable or enable a subscription
- remove a subscription
How to manage address book subscriptions:
- Click the Settings icon in the menu bar. Click on All settings.
The Settings window opens.
- Click on Subscriptions in the left pane.
- Use the following methods:
- To refresh an address book subscription, click on Refresh next to a subscription.
- To show the folder with the data you have subscribed to, click on the navigation path below the subscription's name.
To only display this information for a specific folder, click the Subscriptions icon next to a folder with subscriptions, in the folder view.
- To disable or enable a subscription, click on Disable or Enable next to a subscription.
- To remove a subscription, click the Delete icon next to a subscription.
Subscribing to public and shared address books
Address books that are public or shared by other users can be used as follows:
- You can define which public and shared address books are displayed in the folder view by subscribing to such address books.
This helps you to keep a better overview if there are many public and shared address books in your groupware environment.
- If you subscribed to such an address book, you can set whether this address book will be synchronized with other clients, e.g. with your smartphone.
- If you no longer need such an address book, you can cancel the subscription.
How to define the address books to which you want to subscribe and which are to be synchronized:
- Click the More actions icon next to New contact. Click on Subscribe to shared address books.
You can also use one of the following methods:
- Click the Settings icon in the menu bar. Click on Subscribe shared address books.
- You can also use the Subscribe to shared address books button in the address book settings.
A window opens. It shows your private, the public and shared address books.
- If you want an address book to be displayed, enable the Subscribe to address book button .
To define that a displayed address book is synchronized, enable the Synchronize via DAV checkbox.
If you no longer want an address book to be displayed and synchronized, disable the Subscribe to address book button.
Managing Contacts
Learn how to organize your contacts and about the contact actions available:
- Sending emails from within an address book
- Inviting contacts to an appointment
- Moving or copying contacts
- Sending contacts as vCard
- Importing contacts
- Exporting contacts
- Printing contacts
- Deleting contacts
Sending emails from within an address book
You can send an email from within your address book to contacts or to a distribution list.
Note: This function is only available if the contact’s data contain an email address.
How to send an email from within an address book:
- Select at least one contact or distribution list in the list view.
- Click the Send email icon in the toolbar.
If you have selected a single contact, you can also click the Email icon in the detail view.
- Fill in the details for sending the email.
Inviting contacts to an appointment
You can use the address book to invite contacts or a distribution list's contacts to an appointment.
Note: This function is only available if the contact’s data contain an email address.
How to invite contacts to an appointment:
- Select at least one contact or distribution list in the list view.
- Click the Invite to appointment icon in the toolbar.
If you have selected a single contact, you can also click the Invite icon in the detail view.
- Complete the details for creating the appointment.
Moving or copying contacts
You can move or copy contacts or distribution lists to another address book.
Notes:
- You can not move or copy contacts or distribution lists to the All users address book.
- You can not move contacts from the All users address book.
How to move or copy contacts to another address book:
- Select at least one contact or distribution list in the list view.
- Click the More actions icon in the toolbar. Click on Move or Copy.
A window opens.
- Select an address book. You can create a new address book by clicking on Create folder.
Click on Move or Copy.
Tip: You can also move the selected objects by dragging the objects from the folder view to an address book.
Sending contacts as vCard
You can send contacts or distribution lists as vCard attachment to an email.
How to send a contact as vCard attachment:
- Select at least one contact or distribution list in the list view.
- Click the More actions icon in the toolbar. Click on Send as vCard.
- Fill in the details for sending the email.
Importing contacts
You can import contacts from files that have the following formats:
- vCard. Notes:
- Make sure the file to be imported contains correct vCard data.
- For each contact only one private and one business address are imported. If the imported vCard file contains additional private and business addresses, those addresses are ignored when importing.
- CSV The following CSV files are supported:
- Standard CSV files with comma separated values
- CSV files from the following Microsoft Outlook versions:
- Microsoft Outlook 2003, 2007
- German, English, and French language versions
The correct format of the CSV file is automatically recognized. The data assignment to specific data fields depends on your configuration. Further information are provided by your administrator or host.
How to import contacts from a file:
- Select the address book for importing the contacts to in the folder view.
- Click the Actions icon next to the address book. Click on Import.
- Select the wanted format in the Import from file window. Click on Upload file. Select a suitable file.
- Click on Import.
Exporting contacts
You can export contacts or distribution lists to those formats:
- vCard. You can e.g. use this format to exchange contacts with other email applications.
- CSV You can use this format to export contacts to spreadsheet formats.
You can export single contacts or distribution lists or all objects from an address book.
How to export single contacts or distribution lists:
- Select at least one contact or distribution list in the list view.
- Click the More actions icon in the toolbar. Click on Export. The Export selected window opens.
- Select a format.
To export contacts and distribution lists, enable With distribution lists.
- Click on Export. Complete the entries.
How to export all contacts from an address book:
- Select a personal or public address book in the folder view.
- Click the Actions icon next to the folder name. Click on Export. The Export folder window opens.
- Select a format.
To export contacts and distribution lists, enable With distribution lists.
- Click on Export. Complete the entries.
Printing contacts
You can print the data of a single contact or of multiple contacts. You can select between different print layouts.
How to print a contact's data:
- Open an address book in the folder view. Select a single contact or multiple contacts from the list view.
- Click the More actions icon in the toolbar. Click on Print. The Select print layout window opens.
- Select a print layout. Click on Print.
Complete the steps for starting the printing process.
- Close the print preview window.
Deleting contacts
Warning: Deleted contacts and distribution lists can not be restored.
You can delete contacts or distribution lists from an address book if you have the permission to delete items from this address book.
- You can not delete contacts from the All users address book.
- If you delete a distribution list, the distribution list's contacts are kept.
How to delete contacts:
- Select at least one contact or distribution list in the list view.
- Click the Delete icon in the toolbar.
- Confirm that you want to delete the items.
Distribution List
Learn how to create a distribution list:
You can send an email from within your address book to a distribution list.
Note: This function is only available if the contact’s data contain an email address.
How to create a new distribution list from within the address book:
- Select the address book .
- Use the drop down on the New Contact button and select New distribution list.
- Enter the Name of the distribution list and then add contacts.
- Add contacts from your Address Book and click Select
- Your addresses will be added, click Create List
- The Distribution List is now in your contacts