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authorKjartan Maraas <kmaraas@gnome.org>2001-08-16 04:26:26 +0800
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Added beginnings of a Norwegian translation. Forgot to add this. Kinda
2001-08-15 Kjartan Maraas <kmaraas@gnome.org> * no/*: Added beginnings of a Norwegian translation. * sgmldocs.make: Forgot to add this. Kinda important. svn path=/trunk/; revision=12070
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+<!--
+<!DOCTYPE Chapter PUBLIC "-//GNOME//DTD DocBook PNG Variant V1.1//EN">
+-->
+
+<chapter id="usage-contact">
+ <title>Working with Your Contacts</title>
+ <abstract>
+ <para>
+ The <application>Evolution</application> address book can
+ handle all of the functions of an address book, phone book, or
+ Rolodex. Of course, it's a lot easier to update
+ <application>Evolution</application> than it is to change an
+ actual paper book. <application>Evolution</application> also
+ allows easy synchronization with hand-held devices. Since
+ <application>Evolution</application> supports the <glossterm
+ linkend="ldap">LDAP</glossterm> directory protocol, you can use
+ it with almost any type of existing directory server on your
+ network.
+ </para>
+ <para>
+ Another advantage of the <application>Evolution</application>
+ address book is its integration with the rest of the
+ application. When you look for someone's address, you can also
+ see a history of appointments with that person. Or, you can
+ create address cards from emails with just a few clicks. In
+ addition, searches and folders work in the same way they do in
+ the rest of <application>Evolution</application>.
+ </para>
+ <para>
+ This chapter will show you how to use the
+ <application>Evolution</application> address book 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 address book, see <xref
+ linkend="config-prefs-contact">.
+ </para>
+ </abstract>
+ <sect1 id="usage-contact-basic">
+ <title>Getting Started With the Address Book</title>
+
+ <figure id="usage-contact-fig">
+ <title>Evolution Contact Interface</title>
+ <screenshot>
+ <screeninfo>Evolution Contact List Window</screeninfo>
+ <graphic fileref="figures/contact" format="png" srccredit="Kevin Breit">
+ </graphic>
+ </screenshot>
+ </figure>
+
+ <para>
+ <inlinegraphic fileref="figures/full-1" format="png"></inlinegraphic>
+ <guilabel>Contact List</guilabel>
+ </para>
+
+ <para>
+ The <guilabel>Contact List</guilabel> lists your contacts.
+ </para>
+
+ <para>
+ To open your address book, click on
+ <guibutton>Contacts</guibutton> in the shortcut bar, or select
+ one of your contacts folders from the folder bar. <xref
+ linkend="usage-contact-fig"> shows the address book in all
+ its organizational glory. By default, the address book
+ shows all your cards in alphabetical order, in a <glossterm
+ linkend="minicard">minicard</glossterm> view. You can select
+ other views from the <guimenu>View</guimenu> menu, and adjust
+ the width of the columns by clicking and dragging the grey
+ column dividers.
+ </para>
+
+ <para>
+ The toolbar for the address book is quite simple.
+ <itemizedlist>
+ <listitem><para>
+ <guibutton>New</guibutton> creates a new card.
+ </para></listitem>
+
+ <listitem><para>
+ <guibutton>Find</guibutton> brings up an in-depth search window.
+ </para></listitem>
+
+ <listitem><para>
+ <guibutton>Print</guibutton> sends one or more of your cards to the printer.
+ </para></listitem>
+ <listitem><para>
+ <guibutton>Delete</guibutton> deletes a selected card.
+ </para></listitem>
+
+ <listitem><para> <guibutton>View All</guibutton> displays all
+ the address information in the folder. Use this button to
+ refresh the display for a network folder, or to switch from
+ viewing the results of a search and see all your contacts.
+ <!-- Lets xref to search feature -->
+ </para></listitem>
+
+ <listitem><para> <guibutton>Stop</guibutton> 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>
+
+ <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 two tabs,
+ <guilabel>General</guilabel>, for basic contact information,
+ and <guilabel>Details</guilabel>, for a more specific
+ description of the person. In addition, it contains a
+ <guimenu>File</guimenu> menu, (see <xref
+ linkend="menuref-contact-editor">) and a toolbar with three
+ items: <guilabel>Save and Close</guilabel>,
+ <guilabel>Print</guilabel>, and <guilabel>Delete</guilabel>.
+ </para>
+
+ <figure id="usage-contact-editor-fig">
+ <title>Evolution Contact Editor</title>
+ <screenshot>
+ <screeninfo>Evolution Contact Editor</screeninfo>
+ <graphic fileref="figures/contact-editor" format="png" srccredit="Aaron Weber">
+ </graphic>
+ </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:
+ <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 small arrow 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. The arrow 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>
+ You can refine searches by doing several in
+ succession, or start over by pressing the <guibutton>Show
+ All</guibutton> button.
+ </para>
+ <para>
+ If there are no matches, the card display will be
+ blank. When you'd like to see all the cards again, press
+ <guilabel>Show All</guilabel>.
+ </para>
+ <example id="contact-quicksearch-ex">
+ <title>Refining a Quick Search</title>
+ <para>
+ Tom comes back from lunch and finds a note on his
+ keyboard: "Curtis in sales called for you, but he didn't
+ leave a number, and I forgot to write down the name of the
+ company he works for. He said it was important, though."
+ Tom is not at all annoyed.
+ </para>
+ <para>
+ He opens his contacts folder, and runs a quick search for
+ "Curtis." There are eighteen different people with that name
+ in the file. He then enters "Sales," and
+ <application>Evolution</application> narrows it down to the
+ right Curtis. He only becomes annoyed when he discovers that
+ the call was not actually important.
+ </para>
+ </example>
+
+ <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 critera, 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 Address Book</title>
+ <para>
+ Organizing your address book is a lot like organizing your
+ mail. You can have folders and searches the same way you can
+ with mail, but the address book 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>
+
+<!--
+ <para>
+ Another useful <application>Evolution</application> 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,
+ <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.
+ </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>
+ <para>
+ Then, you can refer to all the cards in that category by:
+ <!-- FIXME --> Waiting for Evolution to support the
+ operation.
+ </para>
+
+ <!-- FIXME: 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>
+ </sect2>
+ </sect1>
+
+<!-- we need a LDAP server up for me to test this -->
+ <sect1 id="usage-contact-sharing">
+ <title>Sharing your Cards</title>
+ <para>
+ If you keep your cards on a network using an <glossterm
+ linkend="ldap">LDAP</glossterm> server, you can share access to
+ them, browse other peoples address books, or maintain a shared set of
+ contact information for your company or your department. This
+ is the sort of feature you'll want to use if your company has a
+ list of vendors and clients that needs constant updating. If
+ you share calendars as well as address books, people can avoid
+ duplicating work and keep up to date on developments within
+ their workgroup or across the entire company.
+ </para>
+
+ <example id="usage-contact-sharing-ex">
+ <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&mdash; 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="usage-contact-automate">
+ <title>Address Book Tools</title>
+ <para>
+ The address book works closely with
+ <application>Evolution</application>'s mail and calendar tools.
+ For example, you can use the address book to help you manage
+ mailing lists, and send or recieve address cards over email.
+ More tools are on the way, and when they arrive, <!-- FIXME -->
+ they will be described in this section.
+ </para>
+
+ <sect2 id="contact-automation-basic">
+ <title>Send me a Card: Adding New Cards Quickly</title>
+ <para>
+ As noted before, when you get information about a person in
+ the mail or in a calendar entry, you can add it to an address
+ card. To do so, right click on any email address or email
+ message, and select <guimenuitem>Add Address
+ Card</guimenuitem> from the menu that appears. Of course,
+ <application> Evolution</application> can also add cards from a
+ hand-held device during HotSync operation. For more
+ information about that, see <xref linkend="usage-sync">.
+ </para>
+ </sect2>
+
+ <sect2 id="contact-automation-lists">
+ <title>Managing a Mailing list</title>
+ <para>
+ You already know that when you are writing an email, you can
+ address it to one or more people, and that
+ <application>Evolution</application> will fill in addresses
+ from your address book's address cards if you let it. In
+ addition to that, you can send email to everyone in a
+ particular group if you choose.
+ </para>
+
+<!-- FIXME this feature not yet implemented
+
+ <para>
+ You can also use the address book to print postal addresses
+ on mailing labels. Future versions of
+ <application>Evolution</application> will allow you to you
+ export a group of cards to a spreadsheet, database, or word
+ processor so you can print address labels or prepare large
+ mailings.
+ </para>
+ -->
+
+ </sect2>
+ <!--- FIXME this feature not yet implemented
+ <sect2 id="usage-contact-automation-extra">
+ <title>Map It!</title>
+ <para>
+ Need a map or directions? Click
+ <guibutton>MapIt</guibutton> from within the contact
+ manager, and <application>Evolution</application> will
+ map the address for you online.
+ </para>
+ </sect2>
+ -->
+
+
+ </sect1>
+</chapter>