7f65dfa168
2001-02-23 Aaron Weber <aaron@helixcode.com> * C/apx-authors.sgml: s/helixcode/ximian (How I missed this page on the first go-round I don't know). 2001-03-14 Gediminas Paulauskas <menesis@delfi.lt> * C/Makefile.am: there's no apx-fdl.sgml and evolution-guide.sgml anymore 2001-02-23 Aaron Weber <aaron@helixcode.com> * C/usage-mail.sgml: IMAP subscriptions stuff. svn path=/trunk/; revision=9430
618 lines
24 KiB
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618 lines
24 KiB
Plaintext
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<!DOCTYPE Chapter PUBLIC "-//GNOME//DTD DocBook PNG Variant V1.1//EN">
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-->
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<chapter id="usage-contact">
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<title>The Evolution Address Book</title>
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<abstract>
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<para>
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The <application>Evolution</application> address book can
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handle all of the functions of an address book, phone book, or
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Rolodex. Of course, it's a lot easier to update
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<application>Evolution</application> than it is to change an
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actual paper book. <application>Evolution</application> also
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allows easy synchronization with hand-held devices. Since
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<application>Evolution</application> supports the <glossterm
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linkend="ldap">LDAP</glossterm> directory protocol, you can use
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it with almost any type of existing directory server on your
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network.
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</para>
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<para>
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Another advantage of the <application>Evolution</application>
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address book is its integration with the rest of the
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application. When you look for someone's address, you can also
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see a history of appointments with that person. Or, you can
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create address cards from emails with just a few clicks. In
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addition, searches and folders work in the same way they do in
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the rest of Evolution.
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</para>
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<para>
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This chapter will show you how to use the
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<application>Evolution</application> address book to organize
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any amount of contact information, share addresses over a
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network, and several ways to save time with everyday tasks. To
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learn about configuring the address book, see <xref
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linkend="config-prefs-contact">.
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</para>
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</abstract>
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<sect1 id="usage-contact-basic">
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<title>Getting Started With the Address Book</title>
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<para>
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To open up your address book, click on
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<guibutton>Contacts</guibutton> in the shortcut bar, or select
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one of your contacts folders from the folder bar. <xref
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linkend="usage-contact-fig"> shows the address book in all
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its organizational glory. By default, the address book
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shows all your cards in alphabetical order, in a <glossterm
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linkend="minicard">minicard</glossterm> format. You can select
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other views from the <guimenu>View</guimenu> menu, and adjust
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the width of the columns by clicking and dragging the grey
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column dividers.
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</para>
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<figure id="usage-contact-fig">
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<title>Evolution Address Book</title>
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<screenshot>
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<screeninfo>Evolution Address Book Window</screeninfo>
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<graphic fileref="fig/contact" format="png" srccredit="Aaron Weber">
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</graphic>
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</screenshot>
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</figure>
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<para>
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The toolbar for the address book is quite simple:
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<itemizedlist>
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<listitem><para>
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<guibutton>New</guibutton> creates a new card.
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</para></listitem>
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<listitem><para>
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<guibutton>Find</guibutton> brings up an in-depth search window.
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</para></listitem>
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<listitem><para>
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<guibutton>Print</guibutton> sends one or more of your cards to the printer.
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</para></listitem>
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<listitem><para>
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<guibutton>Delete</guibutton> deletes a selected card.
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</para></listitem>
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<listitem><para> <guibutton>View All</guibutton> displays all
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the address information in the folder. Use this button to
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refresh the display for a network folder, or to switch from
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viewing the results of a search and see the whole contents.
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</para></listitem>
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<listitem><para> <guibutton>Stop</guibutton> stops loading
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contact data from the network. This button is only
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relevant if you are looking at contact information on a
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network. </para></listitem>
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</itemizedlist>
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</para>
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<para>
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Your contact information fills the rest of the display. Move
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through the cards alphabetically with the buttons and the
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scrollbar at the right of the window. Of course, if you have
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more than a few people listed, you'll want some way of finding
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them more quickly, which is why there's a search feature.
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</para>
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<sect2 id="contact-search">
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<title>Searching for Contacts</title>
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<para>
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Between <guilabel>Delete</guilabel> and <guilabel>View
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All</guilabel> is a quick search field. To use it, select
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from the drop-down list which sort of search you'd like to
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perform (the whole card, just the name, or just the email
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address), then enter one or more words in the text entry
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box, and press <keycap>Enter</keycap>.
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<application>Evolution</application> will search through
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the contents of every displayed card to find one that
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matches. You can refine searches by doing several in
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succession, or start over by pressing the <guibutton>View
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All</guibutton> button.
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</para>
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<para>
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If there are no matches, the card display will be
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blank. When you'd like to see all the cards again, press
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<guilabel>Show All</guilabel>.
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</para>
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<example id="contact-quicksearch-ex">
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<title>Refining a Quick Search</title>
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<para>
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Tom comes back from lunch and finds a note on his
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keyboard: "Curtis in sales called for you, but he didn't
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leave a number, and I forgot to write down the name of the
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company he works for. He said it was important, though."
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Tom is not at all annoyed.
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</para>
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<para>
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He opens his contacts folder, and runs a quick search for
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"Curtis." There are eighteen different people with that name
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in the file. He then enters "Sales," and
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<application>Evolution</application> narrows it down to the
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right Curtis. He only becomes annoyed when he discovers that
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the call was not actually important.
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</para>
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</example>
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<para>
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If you prefer to perform a more complex search, press
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<guibutton>Find</guibutton> or choose
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<menuchoice><guimenu>Tools</guimenu><guimenuitem>Search for
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Contact</guimenuitem></menuchoice>. This will open the
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in-depth search window, which lets you use multiple search
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criteria in the same way that email filters and <glossterm
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linkend="vfolder">virtual folders</glossterm> do.. </para>
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<para>
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Click <guibutton>Add Criterion</guibutton> to increase the
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number of criteria you'd like to use in the search, and
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<guibutton>Remove Criterion</guibutton> to remove one from the
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bottom of the list. Your criteria may be a search within the
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<guilabel>Name</guilabel> or <guilabel>Email</guilabel>
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fields; alternately you can choose to search through all the
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fields with a regular expression. Then, you can select from
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all the familiar requirements like <guilabel>Begins
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With</guilabel> and <guilabel>Does Not Contain</guilabel>,
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decide whether to match <guilabel>All</guilabel> or
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<guilabel>Any</guilabel> of your criteria, and press
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<guibutton>Search</guibutton> to set it all off.
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</para>
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</sect2>
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</sect1>
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<sect1 id="usage-contact-cards">
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<title>Destroy, Create, and Change: The Contact Editor</title>
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<para>
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To delete a card, click on it once to select it, then press the
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<guibutton>Delete</guibutton> button. If you have multiple
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cards selected, you'll delete multiple cards.
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</para>
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<para>
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If you want to add or change cards, you'll use the contact
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editor. To change a card that already exists, double click on
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it to open the contact editor window with all the current
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information already filled in. If you want to create a new
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one, clicking the <guibutton>New</guibutton> button in the
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toolbar will open the same window, with blank entry boxes for
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you to fill in.
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</para>
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<para>
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The contact editor window has two tabs,
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<guilabel>General</guilabel>, for basic contact information,
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and <guilabel>Details</guilabel>, for a more specific
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description of the person. In addition, it contains a
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<guimenu>File</guimenu> menu, (see <xref
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linkend="menuref-contact-editor">) and a toolbar with three
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items: <guilabel>Save and Close</guilabel>,
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<guilabel>Print</guilabel>, and <guilabel>Delete</guilabel>.
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</para>
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<figure id="usage-contact-editor-fig">
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<title>Evolution Contact Editor</title>
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<screenshot>
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<screeninfo>Evolution Contact Editor</screeninfo>
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<graphic fileref="fig/contact-editor" format="png" srccredit="Aaron Weber">
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</graphic>
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</screenshot>
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</figure>
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<para> The <guilabel>General</guilabel> tab has seven sections,
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each with an icon: a face, for name and company; a telephone
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for phone numbers; an envelope for email address; a globe for
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web page address; a house for postal address; a file folder
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for contacts, and a briefcase for categories.
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</para>
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<para>
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<variablelist>
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<varlistentry>
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<term>Full Name</term>
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<listitem>
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<para>
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The <guilabel>Full Name</guilabel> field has two
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major features:
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<itemizedlist>
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<listitem>
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<para>
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You can enter a name into the <guibutton>Full
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Name</guibutton> field, but you can also click the
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<guibutton>Full Name</guibutton> button to bring
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up a small dialog box with a few text boxes
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<variablelist>
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<varlistentry>
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<term><guilabel>Title: </guilabel></term>
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<listitem> <para>
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Enter an honorific or select one from the menu.
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</para></listitem>
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</varlistentry>
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<varlistentry>
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<term><guilabel>First: </guilabel></term>
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<listitem> <para>
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Enter the first, or given, name.
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</para></listitem>
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</varlistentry>
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<varlistentry>
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<term><guilabel>Middle: </guilabel></term>
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<listitem> <para>
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Enter the middle name or initial, if any.
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</para></listitem>
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</varlistentry>
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<varlistentry>
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<term><guilabel>Last: </guilabel></term>
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<listitem> <para>
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Enter the last name (surname).
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</para></listitem>
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</varlistentry>
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<varlistentry>
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<term><guilabel>Suffix: </guilabel></term>
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<listitem> <para>
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Enter suffixes such as "Jr." or "III."
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</para></listitem>
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</varlistentry>
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</variablelist>
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</para>
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</listitem>
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<listitem>
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<para>
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The <guilabel>Full Name</guilabel> field also
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interacts with the <guilabel>File As</guilabel>
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box to help you organize your contacts.
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</para>
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<para>
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To see how it works, type a name in the
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<guilabel>Full Name</guilabel> field:
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<userinput>Rupert T. Monkey</userinput>. You'll
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notice that the <guilabel>File As</guilabel> field
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also fills up, but in reverse:
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<computeroutput>Monkey, Rupert</computeroutput>.
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You can pick <computeroutput>Rupert Monkey
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</computeroutput> from the drop-down, or type in
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your own, such as <userinput> T. Rupert Monkey
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</userinput>.
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</para>
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<tip>
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<title>Filing Suggestion</title>
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<para>
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Don't enter something entirely different from
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the actual name, since you might forget that
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you've filed Rupert's information under "F" for
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"Fictitious Ximian Employee."
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</para>
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</tip>
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</listitem>
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</itemizedlist>
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</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Multiple Values for Fields</term>
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<listitem>
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<para>
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If you click on the small arrow buttons next to the
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<guilabel>Primary Email</guilabel> field, you can also
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choose <guilabel>Email 2</guilabel> and
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<guilabel>Email 3</guilabel>. Although the contact
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editor will only display one of those at any given
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time, <application>Evolution</application> will
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store them all. The arrow buttons next to the
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telephone and postal address fields work in the same
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way.
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</para>
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</listitem>
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</varlistentry>
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</variablelist>
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</para>
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<para>
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The last item in the <guilabel>General</guilabel> tab is the
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<guilabel>Categories</guilabel> organization tool; for
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information on that, read <xref
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linkend="usage-contact-organize">.
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</para>
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<para>
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The <guilabel>Details</guilabel> tab is, fortunately, much more
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simple: three sections, all of which are more or less obvious:
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the briefcase next to the details about the contact's
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professional life; the face next to the details about their
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personal life; the globe next to a big blank space you can use
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for anything and everything else you'd like to note about them.
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If you ever wanted to have that uncanny knack for remembering
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obscure details like the date of someone's anniversary (perhaps
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your own) this is the way to develop it.
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</para>
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<!--- ############# This section isn't implemented yet either:
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<sect2>
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<title></title>
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<para>
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<tip>
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<title>Contact Shortcuts</title>
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<para>
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You can add cards from within an email message or calendar
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appointment. While looking at an email, right-click on
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any email address or message, and choose
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<guimenuitem>Create Card for this Address</guimenuitem> or
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<guimenuitem>Create Card for this Sender</guimenuitem>
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from the menu. While looking at a calendar appointment,
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right-click any email address, and choose
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<guimenuitem>Create Card for this Address</guimenuitem>.
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(NOTE that feature may change! unimplemented!)
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</para>
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</tip>
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</para>
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<para>
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You can move cards around just as you would move email
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messages: dragging and dropping works, as does right-clicking
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and choosing <guimenuitem>Move</guimenuitem> from the menu
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that appears.
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</para>
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</sect2>
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############### SHORTCUT SECTION COMMENTED OUT FOR NOW -->
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</sect1>
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<sect1 id="usage-contact-organize">
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<title>Organizing your Address Book</title>
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<para>
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Organizing your address book is a lot like organizing your
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mail. You can have folders and searches the same way you can
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with mail, but the address book does not allow vFolders. It
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does, however, allow each card to fall under several
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categories, and allow you to create your own categories. To
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learn about categories, read <xref
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linkend="usage-contact-organize-group-category">.
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</para>
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<!--
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<para>
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Another useful <application>Evolution</application> feature is
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its ability to recognize when people live or work together. If
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several people in your address book share an address, and you
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change the address for one of them,
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<application>Evolution</application> will ask you if you wish to
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change the address for all of them, or just for one.
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</para>
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-->
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<sect2 id="usage-contact-organize-group">
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<title>Groups of contacts</title>
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<para>
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<application>Evolution</application> offers two ways for you
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to organize your cards. The first way is to use folders;
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this works the same way that mail folders do. For more
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flexibility, you can also mark contacts as members of
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different categories.
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</para>
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<sect3 id="usage-contact-organize-group-folder">
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<title>Grouping with Folders</title>
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<para>
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The simplest way to group address cards is to use folders.
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By default, cards start in the
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<guilabel>Contacts</guilabel> folder. If you've read <xref
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linkend="usage-mainwindow"> then you already know that you
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can create a new folder by selecting
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<menuchoice>
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<guimenu>File</guimenu>
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<guisubmenu>New</guisubmenu>
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<guimenuitem>Folder</guimenuitem>
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</menuchoice>
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and that you can put new folders anywhere you like. Just
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like with mail, cards must be in a card folder, and no card
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can be in two places at once. If you want more
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flexibility, try <xref
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linkend="usage-contact-organize-group-category">.
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</para>
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<para>
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To put a card into a folder, just drag it there from the
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folder view. Remember that contact cards can only go in
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contact folders, just like mail can only go in mail folders,
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and calendars in calendar folders.
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</para>
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</sect3>
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<sect3 id="usage-contact-organize-group-category">
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<title>Grouping with Categories</title>
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<para>
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The other way to group cards is to mark them as belonging
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to different categories. The difference between folders
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and categories is that folders contain cards, but category
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membership is a property of each card. That means that you
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can mark a card as being in several categories or no
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category at all. For example, I put my friend Matthew's
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card in the "Business" category, because he works with me,
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the "Friends" category, because he's also my friend, and
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the "Frequent" category, because I call him all the time
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and can never remember his phone number.
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</para>
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<para>
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To mark a card as belonging to a category, click the
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<guibutton>Categories</guibutton> button at the lower
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right. From the dialog box that appears, you can check as
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many or as few categories as you like.
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</para>
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<para>
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Then, you can refer to all the cards in that category by:
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<!-- FIXME --> Waiting for Evolution to support the
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operation.
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</para>
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<!-- FIXME: Feature Not Implemented
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<para>
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If the master list of categories doesn't suit you, you can
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add your own. Just enter the new category's name in the
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text box, then click <guibutton>Categories</guibutton> and
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choose <guilabel>Add to Master List</guilabel> in the
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window that appears.
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</para>
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-->
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</sect3>
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</sect2>
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</sect1>
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<sect1 id="usage-contact-sharing">
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<title>Sharing your Cards</title>
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<para>
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If you keep your cards on a network using an <glossterm
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linkend="ldap">LDAP</glossterm> server, you can share access to
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them, browse other address books, or maintain a shared set of
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contact information for your company or your department. This
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is the sort of feature you'll want to use if your company has a
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list of vendors and clients that needs constant updating. If
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share calendars as well as address books, people can avoid
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duplicating work and keep up to date on developments within
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their work-group or across the entire company.
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</para>
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<example id="usage-contact-sharing-ex">
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<title>Sharing Address Cards and Calendar Data</title>
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<para>
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Ray wants to schedule a meeting with Company X, so he
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checks the network for the Company X address card so he
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knows whom to call there. Since his company also shares
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calendars, he then learns that his co-worker Deanna has
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already scheduled a meeting with Company X next Thursday.
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He can either go to the meeting himself or ask Deanna to
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discuss his concerns for him. Either way, he avoids
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scheduling an extra meeting with Company X.
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</para>
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</example>
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<para>
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Of course, you don't want to share all of your cards— why
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overload the network with a list of babysitters or tell
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everyone in the office you're talking to new job prospects? If
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|
you keep cards on your own computer, you can decide which items
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|
you want to make accessible to others.
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</para>
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<para>
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To learn how to add a remote directory to your available
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contact folders, see <xref linkend="config-prefs-contact">.
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Once you have a connection, the network contacts folder or
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|
folders will appear inside the <guilabel>External
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|
Directories</guilabel> folder in the folder bar. It will work
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|
exactly like a local folder of cards, with the following
|
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exceptions:
|
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<itemizedlist>
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|
|
<listitem>
|
|
<para>
|
|
Network folders are only available when you are
|
|
connected to the network. If you use a laptop or have a
|
|
modem connection, you may wish to copy or cache the
|
|
network directory and then synchronize your copy with
|
|
the networked version periodically. <!-- FIXME: HOW? -->
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|
</para>
|
|
</listitem>
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|
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<listitem>
|
|
<para>
|
|
To prevent excess network traffic,
|
|
<application>Evolution</application> will not normally
|
|
load the contents of LDAP folders immediately upon
|
|
opening. You must click <guilabel>Display
|
|
All</guilabel> before LDAP folder cards will be loaded
|
|
from the network. You can change this behavior in the
|
|
<interface>Contact Preferences</interface> window.
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Your ability to view, change, add, and delete contacts
|
|
depends on the settings of the LDAP server.
|
|
</para>
|
|
</listitem>
|
|
</itemizedlist>
|
|
</para>
|
|
</sect1>
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|
|
<sect1 id="usage-contact-automate">
|
|
<title>Address Book Tools</title>
|
|
<para>
|
|
The address book works closely with
|
|
<application>Evolution</application>'s mail and calendar tools.
|
|
For example, you can use the address book to help you manage
|
|
mailing lists, and send or recieve address cards over email.
|
|
More tools are on the way, and when they arrive, <!-- FIXME -->
|
|
they will be described in this section.
|
|
</para>
|
|
|
|
<sect2 id="contact-automation-basic">
|
|
<title>Send me a Card: Adding New Cards Quickly</title>
|
|
<para>
|
|
As noted before, when you get information about a person in
|
|
the mail or in a calendar entry, you can add it to an address
|
|
card. To do so, right click on any email address or email
|
|
message, and select <guimenuitem>Add Address
|
|
Card</guimenuitem> from the menu that appears. Of course,
|
|
<application> Evolution</application> also adds cards from a
|
|
hand-held device during HotSync operation. For more
|
|
information about that, see <xref linkend="usage-sync">.
|
|
</para>
|
|
</sect2>
|
|
|
|
<sect2 id="contact-automation-lists">
|
|
<title>Managing a Mailing list</title>
|
|
<para>
|
|
You already know that when you are writing an email, you can
|
|
address it to one or more people, and that
|
|
<application>Evolution</application> will fill in addresses
|
|
from your address book's address cards if you let it. In
|
|
addition to that, you can send email to everyone in a
|
|
particular group if you choose.
|
|
</para>
|
|
|
|
<!-- FIXME this feature not yet implemented
|
|
|
|
<para>
|
|
You can also use the address book to print postal addresses
|
|
on mailing labels. Future versions of
|
|
<application>Evolution</application> will allow you to you
|
|
export a group of cards to a spreadsheet, database, or word
|
|
processor so you can print address labels or prepare large
|
|
mailings.
|
|
</para>
|
|
-->
|
|
|
|
</sect2>
|
|
<!--- FIXME this feature not yet implemented
|
|
<sect2 id="usage-contact-automation-extra">
|
|
<title>Map It!</title>
|
|
<para>
|
|
Need a map or directions? Click
|
|
<guibutton>MapIt</guibutton> from within the contact
|
|
manager, and <application>Evolution</application> will
|
|
map the address for you online.
|
|
</para>
|
|
</sect2>
|
|
-->
|
|
|
|
|
|
</sect1>
|
|
|
|
</chapter>
|
|
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