Managing contacts

Those instructions are also valid for distribution lists. Exceptions are mentioned.

Searching for contacts

You can find contacts in the current contacts folder via a search term. The search term defines the character string to be searched for.

The following contact data can be used as search term:

  • First name, surname, displayed name

  • E-Mail (business), E-Mail (private), E-Mail (other)

  • Company, department

  • Location, Street

  • Tags

Example: To find contacts with the last names "Neville, Mike" or "Jones, Mina", use "Last name" as the search criteria and "ne" as the search term.

How to search for a contact:

  1. Select a contact folder for the search in the folder tree .

  2. Select the Address card or Phone list view.

  3. In the Search panel section click the small arrow on the left side to select one or several of the search criteria.

    Note: If the Search panel section is not displayed click the Quick settings icon in the upper right part of the panel. Activate the search function in the pop-up menu.

  4. Enter the search term in the input field.

  5. Click the Search icon in the Search panel section.

Result: The overview window only displays the contacts matching the search term.

How to display all contacts from the current contact folder:

  • In the Search panel section click Clear.

Editing contacts

All the data you entered when creating the contact can be edited later on.

Note: If you want to edit a contact in a publich or shared contact folder you need to have editing rights for the objects in those contact folders.

How to edit a contact:

  1. Display a contact in the Detail view or select a contact in the Address card or Phone list view.

  2. In the Contacts panel section click Edit. The Contact window will open.

  3. Edit the contact's data. A description of the data can be found in : Creating contacts. A description of a distribution list's data can be found in : Creating distribution lists.

  4. Click the Save icon in the panel. The window is closed.

Result: The contact is updated.

If you do not want to accept the changes click Cancel in the Window panel section.

Tip: In the Address card or Phone list view you can also edit contacts by using the context menu or by double-clicking the contact.

Printing contacts

There are the following possibilities for printing contacts:

  • Printing a contact list

  • Printing the contact's data

How to print a contact list:

  1. Select the Phone list view in the panel.

  2. Select the contacts to be printed:

    • If you only want to print particular contacts select the contacts to be printed.

    • If you want to print all contacts in the Phone list view either select all contacts or none.

  3. In the Contacts panel section click Print. A new window with the print preview and the Print system window will open.

  4. If need be, modify the print settings in the system window.

  5. Click Print in the system window.

Result: The contact list is printed.

How to print a contact's data:

  1. Display a contact in the Detail view.

  2. In the Contacts panel section click Print. A new window with the print preview and the Print system window will open.

  3. If need be modify, the print settings in the system window.

  4. In the system window click Print.

Result: The contact's data is printed.

Copying contacts

You can copy contacts to the same folder or to another folder.

Note: When copying contacts from a source to a target folder you need to have the folder permission for creating objects in the target folder.

How to copy contacts:

  1. Select one or several contacts in the Phone list or Cards view.

  2. In the Contacts panel section click Copy. The Select folder window will open.

  3. Click a contact folder in the Select folder window. You can only click on folders you can copy contacts to.

Result: The contacts are copied.

Duplicating contacts

This function is for using matching data from a contact for a new contact.

How to duplicate a contact:

  1. Select a contact in the Cards or Phone list view.

  2. In the Contacts panel section click Use as template. The Contact window will open.

  3. Edit the contact data. A description of the data can be found in : Creating contacts. A description of a distribution list's data can be found in : Creating distribution lists.

  4. Click the Save icon in the panel. The window will close.

Result: The contact is duplicated.

Tip: You can also use the context menu for duplicating a contact.

Moving contacts

The following possibilities exist for moving contacts:

  • With the panel function

  • With drag & drop

Note: To move contacts from a source to a target folder you need to have the following permissions:

  • Delete permissions for the folder objects in the source folder

  • The folder permission for creating objects in the target folder

How to move contacts with the panel function:

  1. Select one or several contacts in the Cards or Phone list view.

  2. In the Contacts panel section click Move. The Select folder window will open.

  3. Click a contact folder in the Select folder window. You can only click on folders you can move contacts to.

Result: The contacts are moved.

How to move contacts with drag & drop:

  1. Select one or several contacts in the Cards or Phone list view.

  2. Drag a selected contact to a contact folder. An icon next to the mouse pointer indicates the following:

    • When dragging to a valid target a green tick is shown.

    • When dragging to an invalid target a red prohibited sign is shown.

  3. Release the mouse button over the target folder.

Result: The contacts are moved.

Marking contacts with flags

Flags are colored labels for marking individual contacts. You can decide upon the meaning of the colors. The flags are displayed in the following locations:

  • Next to the contact name in the Cards view

  • In the last column of the Phone list view

  • On the right side of the tabs header in the Detail view

How to mark contacts with flags:

  1. Display a contact in the Detail view or select a contact in the Cards or Phone list view.

  2. Click any flag but the first one in the Flags panel section.

Result: The selected contacts are marked with flags.

How to delete flags:

  1. Display a contact marked with a flag in the Detail view or select contacts marked with flags in the Cards or Phone list view.

  2. Click on the first flag in the Flags panel section.

Result: The flags are deleted.

Sending contacts as a vCard attachment

You can send contacts from a contact folder as E-Mail vCard attachments. In the Card or Phone list view select one or more contacts. In the Send panel section click on As vCard. The E-Mail window opens. A vCard is attached for each selected contact. Complete and send the E-Mail. You can also use the context menu to send contacts as vCard attachments.

Exporting contacts

You can export the contacts in a personal or public contact folder. The available file formats are CSV and vCard.

An other possibility for exporting the personal contacts folder can be found in : Exporting contacts with WebDAV.

How to export the contacts in a folder:

  1. Right-click on a personal or public contact folder and select Export From the Extended subfolder.

  2. In the submenu select CSV or vCard.

  3. Depending on the browser you might be asked whether to open or save the file. Select Save.

  4. Select a location. Enter a file name.

  5. Click on Save.

Result: The contents of the contact folder are exported to a file of the CSV or vCard type. You can process those data with other applications.

Deleting contacts

Warning: Deleted contacts can not be restored. Prior to deleting a contact make sure you no longer need the contact.

Note: If you want to delete a contact in a public or shared contact folder you need to have the delete permission for the objects of this contact folder.

How to delete one or several contacts:

  1. Display a contact in the Detail view or select one or several contacts in the Cards or Phone list view.

  2. In the Contacts panel section click Delete. The Delete contact window will open.

  3. If you are sure you want to delete the contacts click Yes.

Result: The contacts are finally deleted.

Tip: In the Cards or Phone list view you can also use the context menu or the <del> key for deleting contacts.