path: root/help/C/usage-contact.sgml

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<chapter id="usage-contact">
  <title>Working with Your Contacts</title>
      <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">. 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 address book 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:
          <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 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.  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 Contact
           Manager 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>
       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.  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>
  </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.  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>
    </sect1>

    <sect1 id="contact-automation-lists">
      <title>Sending Mail to Categories of Contacts</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>

<!-- 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>
 -->

    </sect1>

    <!--- this feature not yet implemented 
  <sect1 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>
    -->
    
    

</chapter>