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-<!--
-<!DOCTYPE Chapter PUBLIC "-//GNOME//DTD DocBook PNG Variant V1.1//EN">
--->
-
-<chapter id="usage-contact">
- <title>The Evolution Contact Manager</title>
- <abstract>
- <para>
- The <application>Evolution</application> contact manager 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>
- contact manager 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 get an e-mail with contact information in
- it and create a new address card on the spot. In addition,
- searches and folders work in the same way they do in the
- other components.
- </para>
- <para>
- This chapter will cover using the
- <application>Evolution</application> contact manager 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 contact manager, see <xref
- linkend="config-prefs-contact">.
- </para>
- </abstract>
- <sect1 id="usage-contact-basic">
- <title>Getting Started With the Contact Manager</title>
-
- <para>
- To open up 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 Contact Manager in all
- its organizational glory. By default, the contact manager
- shows all your cards in alphabetical order, in a <glossterm
- linkend="minicard">minicard</glossterm> format. 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>
-
-
- <figure id="usage-contact-fig">
- <title>Evolution Contact Manager</title>
- <screenshot>
- <screeninfo>Evolution Contact Manager Window</screeninfo>
- <graphic fileref="fig/contact" format="png" srccredit="Aaron Weber">
- </graphic>
- </screenshot>
- </figure>
-
- <para>
- The toolbar for the address book is quite simple:
- <itemizedlist>
- <listitem><para>
- Press <guibutton>New</guibutton> for a new contact.
- </para></listitem>
-
- <listitem><para>
- <guibutton>Find</guibutton> brings up an in-depth search window.
- </para></listitem>
-
- <listitem><para>
- Press <guibutton>Print</guibutton> to print one or more cards.
- </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 the whole contents.
- </para></listitem>
-
- <listitem><para> <guibutton>Stop</guibutton> Stop 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. By
- default, <application>Evolution</application> shows it as a set
- of small address cards, but you can set it to appear as a table
- with the options in the <guimenu>View</guimenu> menu. Move
- through the cards alphabetically with the buttons and the
- scrollbar at 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>
-
- <sect2 id="contact-search">
- <title>Searching for Contacts</title>
- <para>
- Between <guilabel>Delete</guilabel> and <guilabel>View
- All</guilabel> is <guilabel>Quick Search</guilabel>. To use
- it, just type in one or more words you're looking for and
- hit <keycap>Enter</keycap>.
- <application>Evolution</application> will search through
- the contents of every displayed card to find one that
- matches. In other words, you can refine searches by doing
- several in succession.
- </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>.
- <!-- **************************************************
- If you're sneaky, you can
- enter a blank search &mdash; every contact has at least one
- space in it, so you'll display them all. NOTE: This may not actually work.
- ****** -->
- </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>
- If you prefer to perform a more complex search, press
- <guibutton>Find</guibutton> or choose
- <menuchoice><guimenu>Tools</guimenu><guimenuitem>Search for
- Contact</guimenuitem></menuchoice>. This will open the in-depth search window, which
- lets you use multiple search criteria in the same way that
- email filters and <glossterm linkend="vfolder">vFolders</glossterm> do..
- </para>
- <para>
- Click <guibutton>Add Criterion</guibutton> to increase the
- number of criteria you'd like to use in the search, and
- <guibutton>Remove Criterion</guibutton> to remove one from the
- bottom of the list. Your criteria may be a search within the
- <guilabel>Name</guilabel> or <guilabel>Email</guilabel>
- fields; alternately you can choose to search through all the
- fields with a regular expression. Then, you can select from
- all the familiar requirements like <guilabel>Begins
- With</guilabel> and <guilabel>Does Not Contain</guilabel>,
- decide whether to match <guilabel>All</guilabel> or
- <guilabel>Any</guilabel> of your criteria, and press
- <guibutton>Search</guibutton> to set it all off.
- </para>
-
- </sect2>
-
- </sect1>
- <sect1 id="usage-contact-cards">
- <title>Destroy, Create, and Change: The Contact Editor</title>
- <para>
- To delete a card, click on it once to select it, then press the
- <guibutton>Delete Card</guibutton> button. If you have
- multiple cards selected, you'll delete multiple cards.
- </para>
- <para>
- Adding or changing cards is slightly more complicated. Any
- time you add information to the contact manager, whether it's
- an old card you're editing or a new card you're just adding to
- your address book, you'll use the contact editor. To change a
- card that already exists, just double click it to open the
- contact editor window with all the current information already
- filled in. If you want to create a new one, clicking the
- <guibutton>New Card</guibutton> button will open up that same
- window, but with empty fields instead of full ones. Either
- way, it's the same tool for quite similar tasks, and you'll
- find that it's pretty flexible and can store quite a lot more
- than you'd think would fit onto a file card.
- </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, covered in <xref
- linkend="menuref-contact-editor">, and a toolbar with three
- items: <guilabel>Save and Close</guilabel>,
- <guilabel>Print</guilabel>, and <guilabel>Delete</guilabel>.
- After that, however, it gets slightly more complicated, as you
- can see in <xref linkend="usage-contact-editor-fig">.
- </para>
-
- <figure id="usage-contact-editor-fig">
- <title>Evolution Contact Editor</title>
- <screenshot>
- <screeninfo>Evolution Contact Editor</screeninfo>
- <graphic fileref="fig/contact-editor" format="png" srccredit="Aaron Weber">
- </graphic>
- </screenshot>
- </figure>
-
- <para> The <guilabel>General</guilabel> tab contains no less
- than 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. You can guess what sort of information belongs in
- fields like <guilabel>Job Title</guilabel> and <guilabel>Web
- page address</guilabel>, but there are several parts of the
- window that are a little more interesting.
- </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>
- The person's first, or given, name.
- </para></listitem>
- </varlistentry>
- <varlistentry>
- <term><guilabel>Middle: </guilabel></term>
- <listitem> <para>
- The middle name or initial, if any, goes here.
- </para></listitem>
- </varlistentry>
- <varlistentry>
- <term><guilabel>Last: </guilabel></term>
- <listitem> <para>
- The last name (surname) belongs here.
- </para></listitem>
- </varlistentry>
- <varlistentry>
- <term><guilabel>Suffix: </guilabel></term>
- <listitem> <para>
- Suffixes such as "Jr." or "III" can go here.
- </para></listitem>
- </varlistentry>
- </variablelist>
- </para>
- </listitem>
- <listitem>
- <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>Eva Lucianne Tester</userinput>.
- You'll notice that the <guilabel>File
- As</guilabel> field also fills up, but in reverse:
- <computeroutput>Tester, Eva</computeroutput>.
- You can pick <computeroutput>Eva
- Tester</computeroutput> from the drop-down, or
- type in your own, such as <userinput>Lucianne
- Tester, Eva</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 Eva's information under "F" for
- "Fictitious Helix Code Employee."
- </para>
- </tip>
- </listitem>
- </itemizedlist>
- </para>
- </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
- remember 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. That's
- really its own topic; for information on that, read <xref
- linkend="usage-contact-organize">.
- </para>
- <para>
- The <guilabel>Details</guilabel> tab is, fortunately, much more
- simple: three sections, all of which are more or less obvious:
- the briefcase next to the details about the contact's
- professional life; the face next to the details about their
- personal life; the globe next to a big blank space you can use
- for anything and everything else you'd like to note about them.
- If you ever wanted to have that uncanny knack for remembering
- obscure details like the date of someone's anniversary (perhaps
- your own) this is the answer.
- </para>
-
-
-
-
-<!--- ############# This section isn't implemented yet either:
- <sect2>
- <title></title>
- <para>
- <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. While looking at a calendar appointment,
- right-click any email address, and choose
- <guimenuitem>Create Card for this Address</guimenuitem>.
- (NOTE that feature may change! unimplemented!)
- </para>
- </tip>
- </para>
- <para>
- You can move cards around just as you would move email
- messages: dragging and dropping works, as does right-clicking
- and choosing <guimenuitem>Move</guimenuitem> from the menu
- that appears.
- </para>
- </sect2>
-############### SHORTCUT SECTION COMMENTED OUT FOR NOW -->
-
- </sect1>
-
- <sect1 id="usage-contact-organize">
- <title>Organizing your Contact Manager</title>
- <para>
- Organizing your contact manager is a lot like organizing your
- mail. You can have folders and searches the same way you can
- with mail, but the contact manager does not allow vFolders. 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 contact manager 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 that mail folders do. For more
- flexibility, you can also mark contacts as members 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. The difference between folders
- and categories is that folders contain cards, but category
- membership is a property of each card. 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>
-
- <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 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 also share your calendars, people can avoid duplicating
- work and keep up to date on developments within their
- work-group 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, and will work
- exactly like a local folder of cards, with the following
- exceptions:
- <itemizedlist>
-
- <listitem><para>
- They 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.
- </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 or delete
- contacts depends on the settings of the LDAP server.
- For example, you may read all the entries in the public
- Netcenter directory (available by default in the
- <guilabel>External Directories</guilabel> folder), but
- you may not change or delete any of them.
- </para></listitem>
- </itemizedlist>
- </para>
- </sect1>
-
- <sect1 id="usage-contact-automate">
- <title>Contact Manager Tools</title>
- <para>
- The contact manager works with
- <application>Evolution</application> mail and the calendar to
- help you add new address cards quickly. However, it can also
- manage mailing lists. There are more tools planned, 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> also adds 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 contact manager'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 contact manager to handle lists of
- postal addresses to print for 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>
-<!--
- <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>
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