Cloud Mail Address Book: Components and Functions

Add, edit, and organize your contacts using the Address Book toolbar.

• Some functions are only available when permissions are granted to the address book. To view and change permissions, click the Actions icon  beside a specific address book and select Share/Permissions.
  
   

• Some functions are only available if the contact(s) you select have an email address.

Toolbar Content

1. New contact button - creates a new contact.

   Note: You can create a new distribution list, email, appointment, or task by selecting the drop-down arrow next to the New contact button. You can also subscribe to a personal or group address book.

2. Edit - modifies the contact's information.
3. Send email - Send an email to the contact(s) you select.
4. Invite to appointment - Invite the selected contact(s) to an appointment you set up.
5. Delete - removes the contact(s) you select.
6. More actions icon - opens a menu with additional functions.
   

Note: Some functions may be organized differently depending on the address book or contact information or may only be available if you have the appropriate permissions.

       g. Folder view icon - opens or hides the Folder view.

You can find a list of your address books in the Folder View.

Folder View Content

• Favorites – comprise of address books you added as favorites.
• My address books - comprise your personal address books.
• Public address books - comprise address books shared with all users.
• Shared address books - comprise address books shared with you by other users.

Note: Depending on the configuration, shared and public address books might not be available.

Folder View Functions

• Clicking on an address book will show a list of your contacts.
• The Actions icon  next to an address book offers functions for organizing and exchanging data.
• The Add new address book icon  allows you to make a personal address book.
• Hovering over the line between the folder view and display area allows you to change the width by dragging the border to the right or the left.

Letters are arranged alphabetically in the navigation bar. A list of contacts with the same initial letter will appear when you click on a letter.

The display area shows you a list of contacts from the address book you choose and the details of the selected contact.

The contacts from the address book you select will be displayed in the list. For example:

List Content

• The following information will be displayed for individual contacts:
  • Name
  • Company 
• The text above your list of contacts is the name of the selected address book, and the number below the address book name is the number of contacts you have in that address book.
• Names that begin with a special character or figure will show in the list when you click # in the navigation bar.

List Functions

• To select all contacts in the list, click the Actions icon  beside the address book name and click on Select All.
• You can sort your contacts by clicking the Actions icon  and selecting any of the options below:
  • Last name
  • First name
  • Ascending order
  • Descending order
• Clicking on a contact will display the contact details on the right.
• Hovering over the line between the list and detail view allows you to change the width by dragging the border to the right or the left.

The detail view displays the data of a selected contact. When you double-click on a contact, the contact’s data will show in a new window.

Detail View Content

Note: The extent of the information shown may vary.

The detail view will display the following:

• The contact's picture, name, company, and department
• Email address - opens a page for sending an email when you click it. 
• Business and private phone numbers
• Business and private addresses - you can define whether you should use a map service when clicking on an address in the detail view. To configure the map service, click the Settings icon , then select All settings. Within the Address Book settings, scroll down to the Link postal addresses with map service section.

Note: You must have the appropriate permissions to edit objects in the address book with the contact information. To view and change permissions, click on the Actions icon  beside a specific address book and click Share/Permissions.

To open the Contact Editing Window, you can either do the following:

• Click on the New Contact button.
  
   
• Select a contact and click the Edit icon.
  
   

Contact Editing Window Content

The contact editing window will display the following:

• Contact picture - click on the contact picture to edit it or upload a new contact picture.
• Contact data input fields:
  • First name, Last name
  • Company, Department
  • Email 1, Cell phone
• Additional input fields:
  • Add personal info
  • Add business info
  • Add email, phone, fax
  • Add postal address
  • Add user fields
  • Add attachment

• Note input field – You can add notes related to the contact.
• Checkbox that says, “This contact is private and cannot be shared” - checking this box keeps a specific contact private.

Note: Clicking the Remove field icon  will delete an additional field and its data.

Note: You must have the appropriate permissions to edit objects in the address book that has the distribution list. To view and change permissions, click on the Actions icon  beside a specific address book and click Share/Permissions.

To open the Distribution List Editing Window, you can either do the following:

• Click the New contact drop-down arrow and select New distribution list.
  
   
• Select a distribution list and click on the Edit icon.
  
   

Distribution List Editing Window Content

The distribution list editing window will show the following:

• Name input field - enter a name for the new distribution list.
• Input field below Participants:
  • Enter the email addresses of the contacts for your distribution list.
  • Adding contacts manually will display matching suggestions. Click on a suggestion to accept it.
  • Clicking the Select contacts icon  will open a window for selecting contacts from folders, distribution lists, or address books.