4.7. Managing contacts

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

4.7.1. 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. If suitable, the search term can include the "*" character as wildcard for any character. The search criteria defines which contact data are to be searched for the search term.

The following contact data can be used as search term:

  • First name, surname, displayed name

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

  • Company, department

  • Location, Street

  • Tags

Example: Your contact folder contains the following contacts:

  • Laurie Jacoby, Aaron Jameson, George Merryweather, Harry Mosley

Use "Last name" as the search criteria. The search terms will find the following contacts:

  • "j" will find "Laurie Jacoby" and "Aaron Jameson"

  • "jam" will find "Aaron Jameson"

  • "*y" or *y* will find "Laurie Jacoby", "George Merryweather", "Harry Mosley"

  • "*yw" will find "George Merryweather"

  • "y*" or "y" will not find anything

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. To select one or more search criteria click the icon on the left of the Search input field.

  4. Enter the search term in the input field.

  5. Click the Search icon .

  6. In order to delete the search term, click the Reset icon .

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

How to display all contacts from the current contact folder:
  • In the quick filter bar click on All.

4.7.2. 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 public 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 Edit panel tab click Edit. If using the compact panel, click the panel entry Edit. The Contact window will open.

  3. Edit the contact's data. A description of the data can be found in 4.5: Creating contacts. A description of a distribution list's data can be found in 4.6: Creating distribution lists.

  4. Click Save 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 panel.

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.

4.7.3. 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.

  3. In the Edit panel tab click Print. If using the compact panel, click the Print panel icon. 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 Edit panel tab click Print. If using the compact panel, click the Print panel icon. 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.

4.7.4. 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 Edit panel tab click Copy. If using the compact panel, click the Copy panel icon. 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.

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

4.7.5. 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 Edit panel tab click Use as template. If using the compact panel, click the panel entry Use as template. The Contact window will open.

  3. Edit the contact data. A description of the data can be found in 4.5: Creating contacts. A description of a distribution list's data can be found in 4.6: 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.

4.7.6. 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 Edit panel tab click Move. If using the compact panel, click the Move panel icon. 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.

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

4.7.7. Marking contacts with categories

You can do the following:

  • Assign categories to existing contacts

  • Remove assigned categories

Information on defining categories can be found in 8.2.3: Managing Tags.

How to edit a contact's categories:
  1. Open a contact in the Detail view or select a contact in the Card phone list view.

  2. In the panel tab Edit click on Edit. If using the compact panel, click the panel entry Edit. The Contact window opens.

  3. Edit the contact's categories. A description can be found in 4.5.1: Adding categories.

4.7.8. 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 in the Flags panel section. If using the compact panel, click the panel entry Flags and then on an entry.

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 Remove flag in the Flags panel tab. If using the compact panel, click the panel entry Flags > Remove flag.

Result: The flags are deleted.

4.7.9. Sending contacts as a vCard attachment

You can send contacts from a contact folder as E-Mail vCard attachments.

How to send contacts as vCard attachment:
  1. In the Card or Phone list view select one or more contacts.

  2. In the Edit panel tab click on Send as vCard. If using the compact panel, click the panel entry Send as vCard. The E-Mail window opens. A vCard is attached for each selected contact.

  3. Complete and send the E-Mail.

Result: The E-Mail will be sent with the vCard attachments.

Tip: You can also use the context menu to send contacts as vCard attachments.

4.7.10. Exporting contacts

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

Another possibility for exporting the personal contacts folder can be found in 8.4.1: 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.

4.7.11. 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 Edit panel tab click Delete. If using the compact panel, click the panel entry 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.