0d99e1d70e
2000-08-05 Aaron Weber <aaron@helixcode.com> * C/apx-gpl.sgml: New file. Contains contents of "COPYING", but marked up (probably not very well, but valid) as docbook (SGML). * C/evolution-guide.sgml: Subtle change to the legal notice: distinguished manual license from software license. Linked to apx-gpl.sgml above. * C/usage-calendar.sgml: I redid all the usage files. svn path=/trunk/; revision=4544
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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 Contact Manager</title>
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<abstract>
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<para>
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The <application>Evolution</application> contact manager 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 and remote devices.
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Since <application>Evolution</application> supports most major
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network protocols, including <glossterm>LDAP</glossterm>, it can
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fit into almost any existing 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. That means that when you look for someone's
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address, you can also see a history of appointments with that
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person. Or, you can get an e-mail with contact information in
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it and create a new address card on the spot. In addition,
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searches and folders and all work in the same way they do in the
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other components, so you don't have to learn another system for
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similar tasks.
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</para>
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<para>
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This chapter will cover using the
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<application>Evolution</application> contact manager 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 contact manager, 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 Contact Manager</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. The
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contact manager is illustrated in <xref
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linkend="usage-contact-fig">. By default, the contact manager
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shows all your cards in alphabetical order, in a
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<glossterm>minicard</glossterm> format. You can select other
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views from the <guimenu>View</guimenu> menu, and adjust the
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width of the colums by clicking and dragging the grey column
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dividers.
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</para>
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<figure id="usage-contact-fig">
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<title>Evolution Contact Manager</title>
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<screenshot>
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<screeninfo>Evolution Contact Manager 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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Press <guibutton>New</guibutton> for a new contact.
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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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Press <guibutton>Print</guibutton> to print one or more cards.
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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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</itemizedlist>
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</para>
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<para>
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The last feature is <guilabel>Quick Search</guilabel>; to use
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it, just type in the name of the person you're looking for and
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hit <keycap>Enter</keycap>.
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<application>Evolution</application> will search through all
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the cards to find one that matches.
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</para>
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<para>
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If there are no matches, the card display will be blank. To
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display <emphasis>all</emphasis> of your contacts, you can
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leave the <guilabel>Quick Search</guilabel> field blank, and
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press enter.
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</para>
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<para>
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The rest of the contact manager is taken up by the display of
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your cards. You can view it as a table or as a list of
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cards— switch between them in the <guimenu>View</guimenu>
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menu — and move through them alphabetically alphanumeric
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buttons and the scrollbar at the right of the window.
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</para>
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</sect1>
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<sect1 id="usage-contact-cards">
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<title>Destroy, Create, or Change Cards</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 Card</guibutton> button. If you have
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multiple cards selected, you'll delete mutliple cards.
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</para>
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<para>
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Adding or changing cards is slightly more complicated. Any
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time you add information to the contact manager, whether it's
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an old card you're editing or a new card you're just adding to
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your address book, you'll use the contact editor. To change a
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card that already exists, just double click it to open the
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contact editor window with all the current information already
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filled in. If you want to create a new one, clicking the
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<guibutton>New Card</guibutton> button will open up that same
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window, but with empty fields instead of full ones. Either
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way, it's the same tool for quite similar tasks, and you'll
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find that it's pretty flexible and can store quite a lot more
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than you'd think would fit onto a file card.
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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 full
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menu bar, which is still evolving rapidly. <!-- FIXME -->
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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-new" 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 contains no less
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than seven sections, each with an icon: a face, for name and
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company; a telephone for phone numbers; an envelope for email
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address; a house for postal address; a file folder for
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contacts, and a briefcase for categories. You can guess what
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sort of information belongs in fields like <guilabel>Job
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Title</guilabel> and <guilabel>Web page address</guilabel>,
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but there are several parts of the window that are a little
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more interesting.
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</para>
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<para>
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The <guilabel>Categories</guilabel> feature is discussed in
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<xref linkend="usage-contact-organize">, but the remaining
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features are described here:
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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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The person's 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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The middle name or initial, if any, goes here.
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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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The last name (surname) belongs here.
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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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Suffixes such as "Jr." or "III" can go here.
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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>Eva Lucianne Tester</userinput>.
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You'll notice that the <guilabel>File
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As</guilabel> field also fills up, but in reverse:
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<computeroutput>Tester, Lucianne</computeroutput>.
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You can pick <computeroutput>Eva
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Tester</computeroutput> from the drop-down, or
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type in your own, such as <userinput>Lucianne
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Tester, Eva</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 Eva's information under "F" for
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"Fictitious Helix Code Employees"
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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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remember 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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<!--- ############# 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 Contact Manager</title>
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<para>
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Organizing your contact manager 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 contact manager 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.
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Categories are discussed <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 UNIMPLEMENTED
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<application>Evolution</application> feature is its ability to
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recognize when people live or work together. If several people
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in your contact manager share an address, and you change the
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address for one of them, <application>Evolution</application>
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will ask you if you wish to change the address for all of them,
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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. Note
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that each card must be in one and only one folder, unless
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you want to have duplicate cards.
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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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FEATURE NOT IMPLEMENTED... FIXME
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</para>
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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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<tip id="usage-contact-categories-multiple">
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<title>Another way to use Categories</title>
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<para>
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You can categorize contacts by typing the category
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names into the <guilabel>Categories</guilabel>
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field. You can also create new categories that way:
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just type in a category name, and it counts as a
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category.
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</para>
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</tip>
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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 (and keeping them to yourself)</title>
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<para>
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Cards can be shared over a network. This is the sort of
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feature you'll want to use if your company has a list of
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vendors and clients that needs constant updating. If you
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also share your calendars, people can avoid duplicating
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work and keep up to date on developments within their
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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>
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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?
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<application>Evolution</application> lets you decide which
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folders you want to make accessible to others.
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</para>
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<para>
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To begin sharing a folder of address cards, wait until
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<application>Evolution</application> supports this
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feature. <!-- FIXME -->
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</para>
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</sect1>
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<sect1 id="usage-contact-automate">
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<title>Contact Manager Tools</title>
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<para>
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The contact manager works with
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<application>Evolution</application> mail and the calendar to
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help you add new address cards quickly. However, it can also
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manage mailing lists. There are more tools planned, and when
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they arrive, <!-- FIXME --> they will be described in this
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section.
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</para>
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<sect2 id="contact-automation-basic">
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<title>Send me a Card: Adding New Cards Quickly</title>
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<para>
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As noted before, when you get information about a person in
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the mail or in a calendar entry, you can add it to an address
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card. To do so, right click on any email address or email
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message, and select <guimenuitem>Add Address
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Card</guimenuitem> from the menu that appears. Of course,
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<application> Evolution</application> also adds cards from a
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hand-held device during HotSync operation. For more
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information about that, see <xref linkend="usage-sync">.
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</para>
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</sect2>
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<sect2 id="contact-automation-lists">
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<title>Managing a Mailing list</title>
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<para>
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You already know that when you are writing an email, you can
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address it to one or more people, and that
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<application>Evolution</application> will fill in addresses
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from your contact manager's address cards if you let it. In
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addition to that, you can send email to everyone in a
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particular group.
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</para>
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<!-- FIXME this feature not yet implemented -->
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<para>
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Future versions of <application>Evolution</application> will
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allow you to you export a group of cards to a spreadsheet,
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database, or word processor so you can print address labels
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or prepare large postal mailings.
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</para>
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</sect2>
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<!--
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<sect2 id="usage-contact-automation-extra">
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<title>Map It!</title>
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<para>
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Need a map or directions? Click
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<guibutton>MapIt</guibutton> from within the contact
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manager, and <application>Evolution</application> will
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map the address for you online.
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</para>
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</sect2>
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-->
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</sect1>
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<sect1 id="usage-contact-menubar">
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<title>Contact Manager Menubar Reference</title>
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<para>
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</para>
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</sect1>
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</chapter>
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