8ee783370f
2001-09-20 Aaron Weber <aaron@ximian.com> * C/usage-mainwindow.sgml: move to DocBook 4.1 * C/usage-mail-org.sgml: move to DocBook 4.1 * C/usage-mail.sgml: move to DocBook 4.1 * C/config-sync.sgml: move to DocBook 4.1 * C/apx-gloss.sgml: move to DocBook 4.1 * C/evolution.sgml: move to DocBook 4.1 svn path=/trunk/; revision=13034
629 lines
21 KiB
Plaintext
629 lines
21 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>Working with Your Contacts</title>
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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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<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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Click <guibutton>New Contact</guibutton> to create a new card, or double-click
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in a blank space in the contact list.
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</para></listitem>
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<listitem><para>
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Click <guibutton>New List</guibutton> to create a new card, or double-click
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in a blank space in the contact list.
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</para></listitem>
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<listitem><para> The <guiicon>printer</guiicon> icon sends one
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or more of your cards to the printer. </para></listitem>
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<listitem><para> The <guiicon>stop sign</guiicon> icon 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 to 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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<sect1 id="usage-contact-cards">
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<title>The Contact Editor</title>
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<para>
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To delete a contact:
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<orderedlist numeration="arabic">
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<listitem>
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<para>
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Click once on the contact.
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</para>
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</listitem>
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<listitem>
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<para>
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Press the <guibutton>Delete</guibutton> button.
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</para>
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</listitem>
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</orderedlist>
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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. If you want to create a new
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card, 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, and
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<guilabel>Details</guilabel>, for a more specific description of
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the person. In addition, it contains a <guimenu>File</guimenu>
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menu and a toolbar with three items: <guilabel>Save and
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Close</guilabel>, <guilabel>Print</guilabel>, and
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<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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<mediaobject><imageobject><imagedata
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fileref="figures/contact-editor" format="png" srccredit="Aaron
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Weber">
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</imageobject></mediaobject>
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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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</itemizedlist>
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</para>
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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 in, 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 the
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actual name, since you might forget that you've filed
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Rupert's information under "F" for "Fictitious Ximian
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Employee."
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</para>
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</tip>
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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 downward pointing triangle buttons
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next to the <guilabel>Primary Email</guilabel> field,
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you can also 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 store
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them all. Entries that have information in them have
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a check mark next to them. The 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 much simpler:
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<itemizedlist>
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<listitem>
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<para>
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The briefcase - Describes the person's professional life
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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 face - Describes the person's personal life
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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 globe - Miscellanious notes
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</para>
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</listitem>
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</itemizedlist>
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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.
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</para>
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</tip>
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</para>
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</sect1>
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<sect1 id="contact-search">
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<title>Searching for Contacts</title>
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<para>
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<application>Evolution</application> allows searching through contacts
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quickly and easily.
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</para>
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<para>
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To search through contacts:
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<orderedlist numeration="arabic">
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<listitem>
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<para>
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Select your search focus in the search bar.
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</para>
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</listitem>
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<listitem>
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<para>
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Enter your query.
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</para>
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</listitem>
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<listitem>
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<para>
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Press return to search.
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</para>
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</listitem>
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</orderedlist>
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</para>
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<para>
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You can refine searches by doing several in
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succession, or start over by pressing the <guibutton>Show
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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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To perform a complex search through your contacts:
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<orderedlist numeration="arabic">
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<listitem>
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<para>
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Open
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<menuchoice>
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<guimenu>Tools</guimenu>
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<guimenuitem>Search for contacts</guimenuitem>
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</menuchoice>
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</para>
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</listitem>
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<listitem>
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<para>
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Name the rule in the <guilabel>Rule Name</guilabel> field.
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</para>
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</listitem>
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<listitem>
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<para>
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Setup your criteria information in the <guilabel>If</guilabel> section.
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</para>
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</listitem>
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<listitem>
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<para>
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If you want to add more critera, click the <guibutton>Add
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Criterion</guibutton> button.
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</para>
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</listitem>
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<listitem>
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<para>
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Click <guibutton>Search</guibutton>.
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</para>
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</listitem>
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</orderedlist>
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</para>
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<para>
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To show all your contacts, select <guibutton>Show All</guibutton> in the
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<guilabel>Search Bar</guilabel> or search with an empty query.
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</para>
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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 Virtual Folders. 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 mail folders do. For more
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flexibility, you can also mark contacts as elements of
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different categories. To better integrate with email tools,
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you can also create lists of contacts that you can send mail
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to as a single person.
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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.
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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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<!-- 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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<sect3 id="usage-contact-organize-group-list">
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<title>Creating a List of Contacts</title>
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<para>
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To create a list of contacts:
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<orderedlist numeration="arabic">
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<listitem>
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<para>
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Open the list creation dialog box by clicking the
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<guibutton>New List</guibutton> button or selecting
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<menuchoice>
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<guimenu>
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File
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</guimenu>
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<guisubmenu>
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New
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</guisubmenu>
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<guimenuitem>
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Contact List
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</guimenuitem>
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</menuchoice>.
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</para>
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</listitem>
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<listitem>
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<para>
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Enter a name for the list.
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</para>
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</listitem>
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<listitem>
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<para>
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Enter names or email addresses of contacts, or just
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drag contacts from the main window into the list.
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</para>
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</listitem>
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<listitem>
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<para>
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Choose whether you would like to hide the email
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addresses when you send a message to the list.
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Unless it is a very small list, it is recommended
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that you leave the addresses hidden. This is the
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same thing as using the "Bcc:" feature discussed in
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<xref linkend="usage-mail-getnsend-send-to-types">.
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</para>
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</listitem>
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</orderedlist>
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</para>
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<para>
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When you are done, click <guibutton>OK</guibutton>. The
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list will appear as a contact card, which you can use as
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you would any other. That includes emailing the list to
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another person, and, of course, sending email to the list.
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</para>
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<para>
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To mail the list, open a new email and type the name you
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chose for the list. Ximian Evolution will address the
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message to the entire list when you send it. You can also
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right-click on the list's address card in the Contact
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Manager and select <guimenuitem>Send Message to
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List</guimenuitem>.
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</para>
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</sect3>
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|
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</sect2>
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</sect1>
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<!-- we need a LDAP server up for me to test this -->
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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 peoples 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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you 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 workgroup 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>
|
|
<para>
|
|
Ray wants to schedule a meeting with Company X, so he
|
|
checks the network for the Company X address card so he
|
|
knows whom to call there. Since his company also shares
|
|
calendars, he then learns that his co-worker Deanna has
|
|
already scheduled a meeting with Company X next Thursday.
|
|
He can either go to the meeting himself or ask Deanna to
|
|
discuss his concerns for him. Either way, he avoids
|
|
scheduling an extra meeting with Company X.
|
|
</para>
|
|
</example>
|
|
<para>
|
|
Of course, you don't want to share all of your cards— why
|
|
overload the network with a list of babysitters or tell
|
|
everyone in the office you're talking to new job prospects? If
|
|
you keep cards on your own computer, you can decide which items
|
|
you want to make accessible to others.
|
|
</para>
|
|
<para>
|
|
To learn how to add a remote directory to your available
|
|
contact folders, see <xref linkend="config-prefs-contact">.
|
|
Once you have a connection, the network contacts folder or
|
|
folders will appear inside the <guilabel>External
|
|
Directories</guilabel> folder in the folder bar. It will work
|
|
exactly like a local folder of cards, with the following
|
|
exceptions:
|
|
<itemizedlist>
|
|
|
|
<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? -->
|
|
</para>
|
|
</listitem>
|
|
|
|
<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>
|
|
|
|
<sect1 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> can also add cards from a
|
|
hand-held device during HotSync operation. For more
|
|
information about that, see <xref linkend="usage-sync">.
|
|
</para>
|
|
</sect1>
|
|
|
|
<sect1 id="contact-automation-lists">
|
|
<title>Sending Mail to Categories of Contacts</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>
|
|
-->
|
|
|
|
</sect1>
|
|
|
|
<!--- FIXME this feature not yet implemented
|
|
<sect1 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>
|
|
-->
|
|
|
|
|
|
|
|
</chapter>
|