573 lines
20 KiB
XML
573 lines
20 KiB
XML
<!--
|
|
<!DOCTYPE Chapter PUBLIC "-//GNOME//DTD DocBook PNG Variant V1.1//EN">
|
|
-->
|
|
|
|
<chapter id="usage-contact">
|
|
<title>Working with Your Contacts</title>
|
|
<para>
|
|
This chapter will show you how to use the
|
|
Evolution contacts tool to organize
|
|
any amount of contact information, share addresses over a
|
|
network, and several ways to save time with everyday tasks. To
|
|
learn about configuring the contacts tool, see <xref
|
|
linkend="config-prefs-contact"/>. You can import contacts from
|
|
other contact management tools with the Import tool by
|
|
selecting
|
|
<menuchoice><guimenu>File</guimenu><guimenuitem>Import</guimenuitem></menuchoice>,
|
|
or by mailing them to yourself as vCard attachments.
|
|
</para>
|
|
|
|
<para>
|
|
The toolbar for the contacts tool has the following items:
|
|
<itemizedlist>
|
|
<listitem><para>
|
|
Click <guilabel>New Contact</guilabel> to create a new card, or double-click
|
|
in a blank space in the contact list.
|
|
</para></listitem>
|
|
|
|
<listitem><para>
|
|
Click <guilabel>New List</guilabel> to create a new
|
|
contacts list, which is a convenient handle for a group of
|
|
other contact cards.
|
|
</para></listitem>
|
|
|
|
<listitem><para> The <guiicon>printer</guiicon> icon sends one
|
|
or more of your cards to the printer. </para></listitem>
|
|
|
|
<listitem><para> The <guiicon>stop sign</guiicon> icon stops loading
|
|
contact data from the network. This button is only
|
|
relevant if you are looking at contact information on a
|
|
network. </para></listitem>
|
|
</itemizedlist>
|
|
</para>
|
|
|
|
<para>
|
|
Your contact information fills the rest of the display. Move
|
|
through the cards alphabetically with the buttons and the
|
|
scrollbar to the right of the window. Of course, if you have
|
|
more than a few people listed, you'll want some way of finding
|
|
them more quickly, which is why there's a search feature.
|
|
</para>
|
|
|
|
<para>
|
|
When you click on a card, the bottom portion of the page will
|
|
show more detailed information about the contact. There is also
|
|
a <guilabel>Map</guilabel> button, which you can click to bring
|
|
up a web page with a map of the contact's main postal address.
|
|
</para>
|
|
|
|
|
|
<sect1 id="usage-contact-cards">
|
|
<title>The Contact Editor</title>
|
|
<para>
|
|
To delete a contact:
|
|
<orderedlist numeration="arabic">
|
|
<listitem>
|
|
<para>
|
|
Click once on the contact.
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Press the <guilabel>Delete</guilabel> button.
|
|
</para>
|
|
</listitem>
|
|
</orderedlist>
|
|
</para>
|
|
<para>
|
|
If you want to add or change cards, you'll use the contact
|
|
editor. To change a card that already exists, double click on
|
|
it to open the contact editor window. If you want to create a new
|
|
card, clicking the <guilabel>New</guilabel> button in the
|
|
toolbar will open the same window, with blank entry boxes for
|
|
you to fill in.
|
|
</para>
|
|
|
|
<para>
|
|
The contact editor window has three tabs,
|
|
<guilabel>General</guilabel>, for basic contact information,
|
|
<guilabel>Details</guilabel>, for a more specific description of
|
|
the person, and <guilabel>Collaboration</guilabel> for
|
|
information about scheduling and working closely with them. In
|
|
addition, it contains a <guimenu>File</guimenu> menu and an
|
|
<guimenu>Actions</guimenu> menu. Under
|
|
<guimenu>Actions</guimenu> you will find <guimenuitem>Forward
|
|
Contact</guimenuitem>, which opens a new message with the card
|
|
already attached, and <guimenuitem>Send Message to
|
|
Contact</guimenuitem>, which will open a new message to the
|
|
contact.
|
|
</para>
|
|
<para>
|
|
The toolbar is relatively simple: <guilabel>Save and
|
|
Close</guilabel>, <guilabel>Print</guilabel>,
|
|
<guilabel>Close</guilabel>, and <guilabel>Delete</guilabel>.
|
|
</para>
|
|
|
|
|
|
<figure id="usage-contact-editor-fig">
|
|
<title>Evolution Contact Editor</title>
|
|
<screenshot>
|
|
<screeninfo>Evolution Contact Editor</screeninfo>
|
|
<mediaobject><imageobject><imagedata
|
|
fileref="figures/contact-editor" format="PNG" srccredit="Aaron
|
|
Weber"/>
|
|
</imageobject></mediaobject>
|
|
</screenshot>
|
|
</figure>
|
|
|
|
<para> The <guilabel>General</guilabel> tab has seven sections,
|
|
each with an icon: a face, for name and company; a telephone
|
|
for phone numbers; an envelope for email address; a globe for
|
|
web page address; a house for postal address; a file folder
|
|
for contacts, and a briefcase for categories.
|
|
</para>
|
|
<para>
|
|
<variablelist>
|
|
|
|
<varlistentry>
|
|
<term>Full Name</term>
|
|
<listitem>
|
|
<para>
|
|
The <guilabel>Full Name</guilabel> field has two
|
|
major features:
|
|
<itemizedlist>
|
|
<listitem>
|
|
<para>
|
|
You can enter a name into the <guilabel>Full
|
|
Name</guilabel> field, but you can also click the
|
|
<guilabel>Full Name</guilabel> button to bring
|
|
up a small dialog box with a few text boxes
|
|
<variablelist>
|
|
<varlistentry>
|
|
<term><guilabel>Title: </guilabel></term>
|
|
<listitem> <para>
|
|
Enter an honorific or select one from the menu.
|
|
</para></listitem>
|
|
</varlistentry>
|
|
<varlistentry>
|
|
<term><guilabel>First: </guilabel></term>
|
|
<listitem> <para>
|
|
Enter the first, or given, name.
|
|
</para></listitem>
|
|
</varlistentry>
|
|
<varlistentry>
|
|
<term><guilabel>Middle: </guilabel></term>
|
|
<listitem> <para>
|
|
Enter the middle name or initial, if any.
|
|
</para></listitem>
|
|
</varlistentry>
|
|
<varlistentry>
|
|
<term><guilabel>Last: </guilabel></term>
|
|
<listitem> <para>
|
|
Enter the last name (surname).
|
|
</para></listitem>
|
|
</varlistentry>
|
|
<varlistentry>
|
|
<term><guilabel>Suffix: </guilabel></term>
|
|
<listitem> <para>
|
|
Enter suffixes such as "Jr." or "III."
|
|
</para></listitem>
|
|
</varlistentry>
|
|
</variablelist>
|
|
</para>
|
|
</listitem>
|
|
</itemizedlist>
|
|
</para>
|
|
<para>
|
|
The <guilabel>Full Name</guilabel> field also
|
|
interacts with the <guilabel>File As</guilabel>
|
|
box to help you organize your contacts.
|
|
</para>
|
|
<para>
|
|
To see how it works, type a name in the
|
|
<guilabel>Full Name</guilabel> field. As an example,
|
|
we'll use the Ximian mascot, <userinput>Rupert
|
|
T. Monkey</userinput>. You'll notice that the
|
|
<guilabel>File As</guilabel> field also fills in,
|
|
but in reverse: <computeroutput>Monkey,
|
|
Rupert</computeroutput>. You can pick
|
|
<computeroutput>Rupert Monkey </computeroutput> from
|
|
the drop-down, or type in your own, such as
|
|
<userinput> T. Rupert Monkey </userinput>.
|
|
</para>
|
|
<tip>
|
|
<title>Filing Suggestion</title>
|
|
<para>
|
|
Don't enter something entirely different from the
|
|
actual name, since you might forget that you've filed
|
|
Rupert's information under "F" for "Fictitious Ximian
|
|
Employee."
|
|
</para>
|
|
</tip>
|
|
</listitem>
|
|
</varlistentry>
|
|
<varlistentry>
|
|
<term>Multiple Values for Fields:</term>
|
|
<listitem>
|
|
<para>
|
|
If you click on the downward pointing triangle buttons
|
|
next to the <guilabel>Primary Email</guilabel> field,
|
|
you can also choose <guilabel>Email 2</guilabel> and
|
|
<guilabel>Email 3</guilabel>. Although the contact
|
|
editor will only display one of those at any given
|
|
time, Evolution will store
|
|
them all. Entries that have information in them have
|
|
a check mark next to them. The buttons next to the
|
|
telephone and postal address fields work in the same
|
|
way.
|
|
</para>
|
|
</listitem>
|
|
</varlistentry>
|
|
</variablelist>
|
|
</para>
|
|
<para>
|
|
The last item in the <guilabel>General</guilabel> tab is the
|
|
<guilabel>Categories</guilabel> organization tool; for
|
|
information on that, read <xref
|
|
linkend="usage-contact-organize"/>.
|
|
</para>
|
|
<para>
|
|
The <guilabel>Details</guilabel> tab is much simpler:
|
|
<itemizedlist>
|
|
<listitem>
|
|
<para>
|
|
The briefcase - Describes the person's professional life
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
The face - Describes the person's personal life
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
The globe - Miscellaneous notes
|
|
</para>
|
|
</listitem>
|
|
</itemizedlist>
|
|
|
|
<tip>
|
|
<title>Contact Shortcuts</title>
|
|
<para>
|
|
You can add cards from within an email message or calendar
|
|
appointment. While looking at an email, right-click on
|
|
any email address or message, and choose
|
|
<guimenuitem>Create Card for this Address</guimenuitem> or
|
|
<guimenuitem>Create Card for this Sender</guimenuitem>
|
|
from the menu.
|
|
</para>
|
|
</tip>
|
|
</para>
|
|
</sect1>
|
|
|
|
<sect1 id="contact-search">
|
|
<title>Searching for Contacts</title>
|
|
<para>
|
|
Evolution allows searching through contacts
|
|
quickly and easily.
|
|
</para>
|
|
<para>
|
|
To search through contacts:
|
|
<orderedlist numeration="arabic">
|
|
<listitem>
|
|
<para>
|
|
Select your search focus in the search bar.
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Enter your query.
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Press return to search.
|
|
</para>
|
|
</listitem>
|
|
</orderedlist>
|
|
</para>
|
|
<para>
|
|
To perform a complex search through your contacts:
|
|
<orderedlist numeration="arabic">
|
|
<listitem>
|
|
<para>
|
|
Open
|
|
<menuchoice>
|
|
<guimenu>Tools</guimenu>
|
|
<guimenuitem>Search for contacts</guimenuitem>
|
|
</menuchoice>
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Name the rule in the <guilabel>Rule Name</guilabel> field.
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Setup your criteria information in the <guilabel>If</guilabel> section.
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
If you want to add more criteria, click the <guilabel>Add
|
|
Criterion</guilabel> button.
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Click <guilabel>Search</guilabel>.
|
|
</para>
|
|
</listitem>
|
|
</orderedlist>
|
|
</para>
|
|
<para>
|
|
To show all your contacts, select <guilabel>Show All</guilabel> in the
|
|
<guilabel>Search Bar</guilabel> or search with an empty query.
|
|
</para>
|
|
|
|
</sect1>
|
|
|
|
<sect1 id="usage-contact-organize">
|
|
<title>Organizing your Contacts</title>
|
|
<para>
|
|
Just as you can search mail, you can search contacts, although the
|
|
contacts tool does not use folders or virtual folders. You can,
|
|
however, create several contact groups, which are basically
|
|
the same thing as folders or or individual address books.
|
|
Contact groups may be on your own computer or on the
|
|
network. Within a given contact group, you can have several
|
|
categories of contacts. To learn about categories, read <xref
|
|
linkend="usage-contact-organize-group-category" />.
|
|
</para>
|
|
|
|
<!-- UNIMPLEMENTED FEATURE
|
|
<para>
|
|
Another useful Evolution feature is
|
|
its ability to recognize when people live or work together. If
|
|
several people in your address book share an address, and you
|
|
change the address for one of them,
|
|
Evolution will ask you if you wish to
|
|
change the address for all of them, or just for one.
|
|
</para>
|
|
-->
|
|
|
|
<sect2 id="usage-contact-organize-group">
|
|
<title>Contact Groups</title>
|
|
<para>
|
|
The simplest way to organize contacts is to create
|
|
additional groups of contacts. If you've read <xref
|
|
linkend="usage-mainwindow"/> then you already know that you
|
|
can create a new folder by right-clicking in the shortcut
|
|
bar and choosing <guilabel>New Contact Group</guilabel>. For
|
|
contact groups on your computer, you only need a name. For
|
|
contacts on the network, you will need to provide more
|
|
information about the contacts server you are trying to access.
|
|
</para>
|
|
<para>
|
|
To move a card from one group to another, just drag it there
|
|
from the main display of contacts. Note that you will not be
|
|
able to change the contents of most network contact groups.
|
|
</para>
|
|
</sect2>
|
|
|
|
<sect2 id="usage-contact-organize-group-category">
|
|
<title>Grouping with Categories</title>
|
|
<para>
|
|
The other way to group cards is to mark them as belonging
|
|
to different categories.
|
|
That means that you
|
|
can mark a card as being in several categories or no
|
|
category at all. For example, I put my friend Matthew's
|
|
card in the "Business" category, because he works with me,
|
|
the "Friends" category, because he's also my friend, and
|
|
the "Frequent" category, because I call him all the time
|
|
and can never remember his phone number.
|
|
</para>
|
|
<para>
|
|
To mark a card as belonging to a category, click the
|
|
<guilabel>Categories</guilabel> button at the lower
|
|
right. From the dialog box that appears, you can check as
|
|
many or as few categories as you like.
|
|
</para>
|
|
|
|
<!-- Feature Not Implemented
|
|
<para>
|
|
|
|
If the master list of categories doesn't suit you, you can
|
|
add your own. Just enter the new category's name in the
|
|
text box, then click <guilabel>Categories</guilabel> and
|
|
choose <guilabel>Add to Master List</guilabel> in the
|
|
window that appears.
|
|
</para>
|
|
-->
|
|
|
|
</sect2>
|
|
|
|
<sect2 id="usage-contact-organize-group-list">
|
|
<title>Creating a List of Contacts</title>
|
|
<para>
|
|
A contact list is a set of contacts with a single nickname
|
|
that you create. When you send email to the nickname, it is sent to
|
|
every member of the list. This differs from a network
|
|
mailing list in that it exists only on your computer as a
|
|
convenience to you, rather than as an actual email address
|
|
managed by a mailing list application on a server. To
|
|
create a list of contacts:
|
|
|
|
<orderedlist numeration="arabic">
|
|
<listitem>
|
|
<para>
|
|
Open the list creation dialog box by clicking the
|
|
<guilabel>New List</guilabel> button or selecting
|
|
<menuchoice>
|
|
<guimenu>
|
|
File
|
|
</guimenu>
|
|
<guisubmenu>
|
|
New
|
|
</guisubmenu>
|
|
<guimenuitem>
|
|
Contact List
|
|
</guimenuitem>
|
|
</menuchoice>.
|
|
</para>
|
|
</listitem>
|
|
|
|
<listitem>
|
|
<para>
|
|
Enter a name for the list.
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Enter names or email addresses of contacts, or just
|
|
drag contacts from the main window into the list.
|
|
</para>
|
|
</listitem>
|
|
|
|
<listitem>
|
|
<para>
|
|
Choose whether you would like to hide the email
|
|
addresses when you send a message to the list.
|
|
Unless it is a very small list, it is recommended
|
|
that you leave the addresses hidden. This is the
|
|
same thing as using the "Bcc:" feature discussed in
|
|
<xref linkend="usage-mail-getnsend-send-to-types"/>.
|
|
</para>
|
|
</listitem>
|
|
|
|
</orderedlist>
|
|
</para>
|
|
<para>
|
|
When you are done, click <guilabel>OK</guilabel>. The
|
|
list will appear as a contact card, which you can use as
|
|
you would any other. That includes emailing the list to
|
|
another person, and, of course, sending email to the list.
|
|
</para>
|
|
<para>
|
|
To mail the list, open a new email and type the name you
|
|
chose for the list. Ximian Evolution will address the
|
|
message to the entire list when you send it. You can also
|
|
right-click on the list's address card in the contacts tool
|
|
and select <guimenuitem>Send Message to List</guimenuitem>.
|
|
</para>
|
|
<para>
|
|
Ximian Evolution cannot store contact lists on Exchange
|
|
servers.
|
|
</para>
|
|
</sect2>
|
|
</sect1>
|
|
|
|
<sect1 id="usage-contact-sharing">
|
|
<title>LDAP: Shared Contact Groups on a Network</title>
|
|
|
|
<para>
|
|
The <glossterm linkend="ldap">LDAP</glossterm> protocol was
|
|
created to let users share contact information over a network by
|
|
sharing access to a central directory. LDAP allows a company
|
|
to maintain a shared set of contact information. Many companies
|
|
keep a common LDAP address book for all their employees or for
|
|
client contacts.
|
|
</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 LDAP 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. You do this by dragging and dropping
|
|
your desired contacts into the local contacts list.
|
|
</para>
|
|
</listitem>
|
|
|
|
<listitem>
|
|
<para>
|
|
To prevent excess network traffic,
|
|
Evolution will not normally
|
|
load data from the LDAP server immediately upon
|
|
opening. You must click <guilabel>Display
|
|
All</guilabel> before contacts will be loaded
|
|
from the network. You can change this behavior in the
|
|
<interface>Contact Preferences</interface> window.
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Depending on your server settings, you may not be able to edit
|
|
all the fields in a contact stored on an LDAP server. Some
|
|
servers prohibit some or all changes, and others use a smaller
|
|
set of fields than Evolution allows. Check with your system
|
|
administrator if you need different settings.
|
|
</para>
|
|
</listitem>
|
|
</itemizedlist>
|
|
</para>
|
|
<sect2 id="usage-contact-sharing-setup">
|
|
<title>Configuring Evolution to use LDAP</title>
|
|
<para>
|
|
For information about setting up
|
|
Evolution to use LDAP, please refer
|
|
to <xref linkend="config-prefs-contact" />
|
|
</para>
|
|
</sect2>
|
|
</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 Sender to Contacts</guimenuitem> from the menu that appears.
|
|
Evolution can also add cards from a
|
|
hand-held device during HotSync operation. For more
|
|
information about that, see <xref linkend="usage-sync"/>.
|
|
</para>
|
|
</sect1>
|
|
|
|
<!-- Unimplemented features:
|
|
<para>
|
|
You can also use the contacts tool to print postal addresses
|
|
on mailing labels. Future versions of
|
|
Evolution 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> -->
|
|
|
|
</chapter>
|
|
|
|
|
|
|