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diff --git a/help/C/usage-contact.sgml b/help/C/usage-contact.sgml new file mode 100644 index 0000000000..aff3da93fe --- /dev/null +++ b/help/C/usage-contact.sgml @@ -0,0 +1,617 @@ +<!-- +<!DOCTYPE Chapter PUBLIC "-//GNOME//DTD DocBook PNG Variant V1.1//EN"> +--> +<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 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> + <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> + 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 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> + </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> + The <glossterm linkend="ldap">LDAP</glossterm> protocol was + created to let users share contact information over a network. + LDAP allows for users to browse other people's addressbooks, or + maintain a shared set of contact information for a company or + department. This feature comes in handy if you are in a group + where there are lots of people using the same contacts. Such an + example would be the sales department of a company with their + client list. + </para> + + <example id="usage-contact-sharing-ex"> + <title>Sharing Address Cards and Calendar Data</title> + <para> + Rich 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— 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 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> + Your ability to view, change, add, and delete contacts + depends on the settings of the LDAP server. + </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-ldap-add" /> + </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 Address + Card</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> + + |