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<chapter id="usage-contact">
<title>Working with Your Contacts</title>
<para>
This chapter will show you how to use the
<application>Evolution</application> addressbook 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 addressbook, 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 addressbook is quite simple.
<itemizedlist>
<listitem><para>
Click <guibutton>New Contact</guibutton> to create a new card, or double-click
in a blank space in the contact list.
</para></listitem>
<listitem><para>
Click <guibutton>New List</guibutton> to create a new card, or double-click
in a blank space in the contact list.
</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>
<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 <guibutton>Delete</guibutton> 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 <guibutton>New</guibutton> 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 <guibutton>Full
Name</guibutton> field, but you can also click the
<guibutton>Full Name</guibutton> 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, <application>Evolution</application> 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 - Miscellanious 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>
<application>Evolution</application> 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 <guibutton>Add
Criterion</guibutton> button.
</para>
</listitem>
<listitem>
<para>
Click <guibutton>Search</guibutton>.
</para>
</listitem>
</orderedlist>
</para>
<para>
To show all your contacts, select <guibutton>Show All</guibutton> in the
<guilabel>Search Bar</guilabel> or search with an empty query.
</para>
</sect1>
<sect1 id="usage-contact-organize">
<title>Organizing your Addressbook</title>
<para>
Organizing your addressbook is a lot like organizing your
mail. You can have folders and searches the same way you can
with mail, but the addressbook does not allow Virtual Folders. It
does, however, allow each card to fall under several
categories, and allow you to create your own categories. To
learn about categories, read <xref
linkend="usage-contact-organize-group-category"/>.
</para>
<!-- UNIMPLEMENTED FEATURE
<para>
Another useful <application>Evolution</application> feature is
its ability to recognize when people live or work together. If
several people in your addressbook share an address, and you
change the address for one of them,
<application>Evolution</application> 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>Groups of contacts</title>
<para>
<application>Evolution</application> offers two ways for you
to organize your cards. The first way is to use folders;
this works the same way mail folders do. For more
flexibility, you can also mark contacts as elements of
different categories. To better integrate with email tools,
you can also create lists of contacts that you can send mail
to as a single person.
</para>
<sect3 id="usage-contact-organize-group-folder">
<title>Grouping with Folders</title>
<para>
The simplest way to group address cards is to use folders.
By default, cards start in the
<guilabel>Contacts</guilabel> folder. If you've read <xref
linkend="usage-mainwindow"/> then you already know that you
can create a new folder by selecting
<menuchoice>
<guimenu>File</guimenu>
<guisubmenu>New</guisubmenu>
<guimenuitem>Folder</guimenuitem>
</menuchoice>
and that you can put new folders anywhere you like. Just
like with mail, cards must be in a card folder, and no card
can be in two places at once. If you want more
flexibility, try <xref
linkend="usage-contact-organize-group-category"/>.
</para>
<para>
To put a card into a folder, just drag it there from the
folder view. Remember that contact cards can only go in
contact folders, just like mail can only go in mail folders,
and calendars in calendar folders.
</para>
</sect3>
<sect3 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
<guibutton>Categories</guibutton> 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 <guibutton>Categories</guibutton> and
choose <guilabel>Add to Master List</guilabel> in the
window that appears.
</para>
-->
</sect3>
<sect3 id="usage-contact-organize-group-list">
<title>Creating a List of Contacts</title>
<para>
To create a list of contacts:
<orderedlist numeration="arabic">
<listitem>
<para>
Open the list creation dialog box by clicking the
<guibutton>New List</guibutton> 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 <guibutton>OK</guibutton>. 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 Addressbook
and select <guimenuitem>Send Message to List</guimenuitem>.
</para>
<para>
Ximian Evolution cannot store contact lists on Exchange
servers.
</para>
</sect3>
</sect2>
</sect1>
<sect1 id="usage-contact-sharing">
<title>LDAP: Shared Addressbooks 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 address book. LDAP allows a company
to maintain a shared set of contact information for a company or
department. 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,
<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>
You cannot add, delete, or alter cards on the LDAP
server. If you need to change information there, you
will need to speak to your system administrator
</para>
</listitem>
</itemizedlist>
</para>
<sect2 id="usage-contact-sharing-setup">
<title>Configuring Evolution to use LDAP</title>
<para>
For information about setting up
<application>Evolution</application> 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 Address Book</guimenuitem> from the menu that appears.
<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>
<!-- Unimplemented features:
<para>
You can also use the addressbook 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>
<para>
Need a map or directions? Click <guibutton>MapIt</guibutton> from
within the addressbook, and <application>Evolution</application>
will map the address for you online.
</para>
-->
</chapter>
