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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 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>