Contacts

Contacts holds the people you work with outside your organization: customers, partners, suppliers, and anybody else you want to keep. Colleagues are listed automatically in the address book of your organization. You don't need to add them as contacts.

Views

Click Switch view in the toolbar to choose how contacts are shown:

• Phone List: a table with name, e-mail, phone numbers and categories. Click a column header to sort.
• Business Cards: one card per contact. Use the letters on the right to jump to contacts by their initial.

Use the Search… box to find a contact by name, company, e-mail address or phone number.

Adding a contact

1. Click New in the toolbar, or choose New › Contact from any view.
2. Enter the details on the General, Details and Map tabs.
3. Click Save & Close.

General

Field	Notes
Full Name	Click the button to enter title, first, middle and last name and suffix separately.
Company, Job Title	Shown in the list and on the business card.
File as	How the contact is sorted, for example Dubois, Claire or Claire Dubois.
Phone Numbers	Four fields. Use the drop-down next to each field to choose the type: Business, Home, Mobile, Business Fax and many more.
Addresses	Business, Home and Other address. Click the button to enter street, city, postal code and country separately.
Email	Up to three e-mail addresses (Email, Email 2, Email 3), each with a display name.
Webpage, IM Address	The web page and instant messaging address.
Photo	Click the picture to upload a photo of the contact.
Additional information	Free notes.
Attachments	Files belonging to the contact.

Details

The Details tab holds more personal and business information: department, office, profession, nickname, manager's and assistant's name, spouse or partner, birthday and anniversary.

Tip

When you enter a birthday or an anniversary, grommunio Web adds a yearly all-day event to your calendar, for example Claire Dubois's Birthday.

Map

The Map tab shows the addresses of the contact on a map (OpenStreetMap). Use the + and − buttons or the mouse wheel to zoom, and drag the map to move it.

Note

The Map tab is provided by the Openstreetmap plugin. To find an address on the map, grommunio Web sends it to the OpenStreetMap geocoding service.

The contact toolbar

Save & Close, Delete, Add attachment, Print, Send email to the contact, Categories and Private. A private contact is not visible to people who have access to your contacts folder.

Working with contacts

Right-click a contact for the available actions:

• Send email opens a new mail to the contact.
• Categories works as in Mail.
• Print prints the contact.
• Copy/Move moves contacts to another contacts folder.
• Export as saves contacts as vCard files (.vcf), which almost any other program can import.
• Hover over a contact to see the quick actions Email and Delete.

To import contacts, right-click a contacts folder and choose Import contacts, then select a vCard file. A vCard attached to a mail can be imported with Import to folder in the attachment menu.

Distribution lists

A distribution list groups several addresses under one name, so you can write to all of them at once, for example Aurora launch team.

1. Choose New › Distribution list.
2. Enter a Name.
3. Add members:
   • Select Members picks them from the address book or your contacts,
   • Add New adds an address that is not in the address book,
   • Remove takes the selected member out of the list.
4. Optionally write a description on the Notes tab.
5. Click Save & Close.

To write to the list, enter its name in the To field of a mail. To send to only some of the members, expand the list in the address field first.

The address book

Click Address Book in the toolbar to open the address book. It shows the Global Address List of your organization with all colleagues, rooms, equipment and shared mailboxes. With Show Names from the you switch to your contacts folders or to other address lists.

Double-click an entry for the details of a colleague: name, organization, phone numbers, group memberships, e-mail addresses and the office address on a map.

Under Settings › General › Address Book you choose which address list opens by default and whether names are shown as First Last or Last, First.

Note

The global address list is maintained by your administrator. If your phone number or job title is wrong, ask your administrator to correct it.