Chapter 4.Using the Address Book
- Importing Address Data
- Adding New Contacts
- Manually Creating a Contact Card
- Creating a Contact Based on a Received Mail Message
- Creating, Sending, and Receiving vCards
- Editing Contact Records
- Creating Contact Groups
- Accessing the Address Book from Word
- Searching for Contact Records
- Filtering the List
- Conducting a Find or Advanced Find
- Customizing the Address Book
- Adding, Removing, Resizing, and Moving Columns
- Sorting the Address Book
- Defining Custom Fields
- Setting a Default Format for Phone Numbers
- Synching Contacts with a Palm Handheld
Chapter 4 Using the Address Book
Microsoft Outlook ExpressMicrosoft’s free e-mail programhas an Address Book in which you can store contact names and e-mail addresses, as well as home and work mailing addresses, phone numbers, and similar information. Now, however, Entourage is an Office component, and itand its Address Bookwill replace Outlook Express for Office users. Unlike the Address Book in Outlook Express, the Entourage Address Book is accessible from Microsoft Word. If you’re addressing a letter, you can use the Address Book to insert the recipient’s name and mailing address.
This chapter will explain how to accomplish the following tasks with the Address Book:
- Import your existing contact information into the Address Book
- Add and edit contacts in the Address Book
- Create contact groups
- Access your address data from Word
- Search for contact records
- Customize the Address Book
- Synchronize records in the Address Book with a Palm or Handspring Personal Digital Assistant (PDA)
Importing Address Data
While the Address Book can be accessed from Word, the first place you’ll encounter it will be in Entourage. When you first run Entourage, you’ll be given an opportunity to import your current Address Book from Outlook Express, Eudora, Netscape Communicator, or several other popular e-mail and contact programs. If your program isn’t one of the supported ones, you can often export your contacts to a tab-delimited text file and then import them into Entourage.
If you neglected to import your existing contacts when you set up Entourage, you can do so now by following one of the processes outlined here.
To import your contacts from another program, follow these steps:
- Launch Entourage.
- From the File menu, choose Import. The Begin Import screen of the Import wizard appears, as shown in Figure 4-1.
- Click the top radio button (Import Information From One Of These Programs), and click the radio button for the program from which you want to import your contacts.
Figure 4-1. Using The Import Wizard, You Can Import Contacts From Many EMail Programs, Address Book Utilities, And Databases (Image unavailable)
- Click the right arrow button to continue. The Ready To Import screen of the Import wizard appears, as shown in Figure 4-2.
Figure 4-2. Select The Items You Want To Import (Image unavailable)
- Click check boxes to indicate the data you want to import. (The specific check boxes listed will vary from program to program.)
- Click the right arrow button to continue. Entourage searches your hard disk for the appropriate data file. If it is found, the data is imported into Entourage.
When you choose to import contacts, all contacts are added as new records in the Address Book. Any existing Address Book records remain intact. However, if importing contacts creates duplicate records, you will have to remove them manually.
To import your contacts from a tab-delimited text file, follow these steps:
- In your Address Book program or e-mail program, export or save your Address Book as a tab-delimited text file. (See the application’s documentation or Help if you need assistance doing this. Note, however, that while widely available, this capability is not found in all programs.)
- Launch Entourage.
- From the File menu, choose Import. The Begin Import screen of the Import wizard appears (as shown in Figure 4-1).
- Click the second radio button (Import Information From A Text File), and click the radio button for the type of file from which you want to import your contacts. In most cases, this will be the first one (Import Contacts From A Tab- Or Comma-Delimited Text File).
- Click the right arrow button to continue. The Import Text File dialog box appears, as shown in Figure 4-3.
Figure 4-3. Select a text file to import from the import text file dialog box (Image unavailable)
- Select the text file, and click Import. The Import Contacts dialog box appears, as shown in Figure 4-4. Here you will match up the imported fields to Entourage fields.
Figure 4-4. Before importing contact data, you must specify how the fields in the two databases are to be matched (Image unavailable)
- By default, Entourage automatically attempts to match fields based on the names of the imported field (if the first record contains a list of the field names). To complete the field matching (see Figure 4-5), do as follows:
- If the first record does not contain a list of the field names in the export file, clear the first check box.
- If any imported field in the Mapped Fields list is incorrectly mapped, drag it up or down so that it is beside the appropriate Entourage field. Similarly, any fields in the Unmapped Fields list can be dragged into the Mapped Fields list and placed beside the matching Entourage field.
- Depending on the state of the second check box, any fields remaining in the Unmapped Fields list will either be discarded or copied into the Notes field.
- Click the Prev and Next buttons to scroll through the records that you are about to import. As a sanity check, make sure the data for several records is being mapped correctly.
Figure 4-5. This is the import contacts window after fields in the two files have been matched (Image unavailable)
Click the Import button.
If you’ve modified the automatic field matching, you will be given an opportunity to save the mapping, as shown in Figure 4-6, in case you will be repeatedly importing data from the same program. If you want to save the mapping, click Save and then enter a mapping name when prompted to do so. (The saved mapping name will be added to the Map Fields Using pop-up menu in the Import Contacts dialog box.) The new records are imported into the Address Book. While Entourage is incapable of importing Address Books from Windows programs, you may be able to export such an Address Book as a tab-delimited text file and then use the preceding procedure to import it into Entourage.
Figure 4-6. If you want to save the mapping for this export file so it can be reused, click save (Image unavailable)
Adding New Contacts
There are three main ways that you can create a new contact card:
- Manually enter the contact in the Address Book.
- Create a new contact based on the e-mail address in a received message.
- Create a new contact from a vCard file (a file containing a person’s contact information) received as an e-mail attachment.
Manually Creating a Contact Card
As you make new contacts in your business, education, or personal life, you’ll want to add them to your Address Book. If the address information isn’t based on a received e-mail message (as explained in the next section), you can manually create a new contact record by following these steps in Entourage:
- Issue the command to create a new contact.
- Click the down arrow beside the New toolbar button, and choose Contact.
- From the File menu, choose New and then Contact.
- If the Address Book window is open, you can press Cmd-N. (To open the Address Book, you can click or double-click the Address Book icon in the Folder List, choose Address Book from the Window menu, or press Cmd-2).
A Create Contact dialog box opens, as shown in Figure 4-7.
Figure 4-7. Enter information for the person, company, or organization in the create contact dialog box (Image unavailable)
Fill in as much of the contact information as you want. You can also assign a category to the contact by selecting one from the Categories pop-up menu.
To save the contact record, click Save & Close. To save this record and create additional records, click Save & New.
If you’d like to enter additional information (such as the person’s birth date, children, or a photo), click the More button after step 2. Complete the record by clicking the Save button.
If you’re in Word, follow this procedure instead:
- If the Contact toolbar isn’t visible, display it by opening the View menu, choosing Toolbars, and then choosing Contact.
- Click the right arrow at the end of the Contact toolbar, and choose Address Book.
- When the Address Book opens, click the New button. A Create Contact dialog box opens, as shown in Figure 4-7.
- Perform steps 2 through 3 from the previous step list. Click the magnifying glass icon beside the number to enlarge it, as shown in Figure 4-8.
Figure 4-8. To see information more clearly, click the magnifying glass icon beside the number in the contact summary (Image unavailable)
If you’re entering several contacts at the same address or company, you can save yourself a lot of typing by selecting one of the contacts, opening the Edit menu, and choosing Duplicate Contact. Then edit the duplicate record’s name and other information as needed.
If you’re trying to phone a contact and are having difficulty seeing the person’s number, click the magnifying glass icon beside the number in the contact summary. (See Figure 4-8.)
Creating a Contact Based on a Received Mail Message
If you receive e-mail from a person, company, or organization that you think you’ll want to contact again, you can save their e-mail address information as a contact card by following these steps:
- Control-click the message header in the message list, and choose Add Sender To Address Book from the pop-up menu that appears.
If a contact record for this e-mail address doesn’t exist, a new one is created and opens.
If a contact record for this e-mail address already exists, a dialog box will ask if you want to open the record, as shown in Figure 4-9. To review and/or change the existing record, click Open. Otherwise, click Cancel.
- Make any necessary changes, and click the Save button. (If you’ve made no changes, the Save button will be grayed out. In that case, just click the record’s close box.)
Figure 4-9. This dialog box appears if you try to add an existing contact to the address book (Image unavailable)
If you follow this procedure by Control-clicking a header in the message list, the Add Sender To Address Book command will always present itself, even if a record for the person is already in the Address Book. On the other hand, if you open a message in its own window and Control-click the sender’s e-mail address, the Add To Address Book command will only appear if there isn’t already a contact record for the person.
Creating, Sending, and Receiving vCards
One contact card is more important than all the others. It’s the one that identifies you and provides your contact information. The information for this card was collected when you installed Office. If you open the Address Book or view it in the main window, you’ll note that your card is marked with an i icon.
To make it easy to exchange contact information with others, you can forward your card (or anyone else’s card) as an e-mail attachment in vCard format. If the recipient has Entourage or Microsoft Outlook, he or she can open the vCard and optionally save it as a new contact record. If the person has a different e-mail programone that doesn’t support vCardshe or she can open the file in any text editor or word processing program. And, of course, the reverse is also true. When you receive a vCard as an e-mail attachment, you can save it as a new Address Book record, if you want.
Sending a vCard
To e-mail your vCard (or anyone else’s contact information from your Address Book), follow these simple steps:
- Open the Address Book.
- Select the contact record that you want to e-mail or double-click it to open the card in its own window.
- From the Contact menu, choose Forward As vCard. A new message window appears. The person’s name is used as the Subject (FW: Rebecca Theim, for example), and the vCard is automatically inserted as an attachment.
- Compose the message (see Figure 4-10), and send it.
Figure 4-10. You can e-mail a vcard as a file attachment (Image unavailable)
Entourage vCards have fields that aren’t available in Outlook 2000 vCards. If you send a vCard from Entourage to an Outlook 2000 user, the additional fields will be ignored.
Receiving a vCard
Saving a received vCard as a new contact record is the simplest way to add detailed contact information to your Address Book. When you receive a vCard from someone, it will appear in the message’s Attachments window as a file name ending with .vcf. To add the vCard as a new Address Book record, select the attachment and click the Open button. The card opens in its own window. Click the Save button in the toolbar to save it as a new record.
Saving a received vCard will always
create a new recordeven if a record for the person already exists. Be sure to check for and delete any duplicates.
Changing Your Personal vCard
There are two ways to change your vCard. First, you can open it in the Address Book, edit it as you like, and then click the Save button to save your changes. Second, you can substitute a different contact card for the existing one by selecting that card in the Address Book window, opening the Contact menu, and choosing This Contact Is Me.
While one Address Book record will always represent your identity, there’s nothing stopping you from creating additional records for yourself. For example, you might want a contact record that shows your mailing address but not your phone number or other personal informationsuch as the names of your children and your age. You can create a second record for yourself with the sensitive information stripped out and e-mail that
one as your vCard.
Editing Contact Records
Of course, contacts in your Address Book will change over time. People move, change jobs, change e-mail addresses, get cell phones, and sometimes cease to be important to you.
To modify a contact’s information, begin by opening the contact record. You can accomplish this by double-clicking a name in the Address Book, Control-clicking a name and choosing Open Contact, or selecting a name in the Address Book and doing one of the following:
- From the File menu, choose Open Contact.
- Press Cmd-O.
- Click the Open button in the Address Book’s toolbar.
Make the necessary edits to the person’s contact record, and then click the Save button to record the changes.
One way to help you identify a contact is by adding his or her picture to the record. In the record, click the Personal tab and then drag a picture file into the box on the right, as shown in Figure 4-11.
Figure 4-11. You can drag a picture into a contact record (Image unavailable)
You can also delete records that are no longer necessary. Select the record in the Address Book, and do one of the following:
- From the Edit menu, choose Delete Contact.
- Press Cmd-Delete or Delete.
- Click the Trash button in the Address Book’s toolbar.
- Control-click the record, and choose Delete Contact.
- Drag the record onto the Trash icon on your Mac’s desktop.
You cannot undo a contact record deletion, and the deleted record is not transferred to the Deleted Items folder. (And if you’ve disabled the Notification preference to Require Confirmation When Deleting, no warning dialog box appears when you delete a record.) Be careful not to accidentally delete contacts.
Never Get Lost Again
In conjunction with Expedia.com, you can request maps and driving directions for any person or company in your Address Bookas long as you’ve entered an address for the contact and have an Internet account. Launch Entourage, select or open the contact record, open the Contact menu, and choose Map Address, Driving Directions From Home, or Driving Directions From Work. Your default Web browser launches and fetches the requested information from Expedia.com.
Creating Contact Groups
If you routinely send the same messages to a particular set of people, you can simplify the task of addressing the messages by defining groups. A group is any hand-chosen set of individuals who have something in common with each other. For example, back when I was writing Nintendo books, it would have been extremely helpful to have a group that consisted of game publishers.
To create a group, follow these steps:
- Open the Address Book, or select it in the Folder List.
- Click the New Group button (or open the File menu, choose New, and then choose Group). An Untitled Group dialog box appears, as shown in Figure 4-12.
If one or more names were highlighted in the Address Book when you issued the New Group command, those contacts are automatically included in the group list. If you like, you can pre-select group members in this way. Cmd-click to select multiple, non-contiguous records; Shift-click to select contiguous records.
Figure 4-12. The untitled group dialog box appears when you issue the new group command (Image unavailable)
- Enter a name for the group.
- Add group members by clicking the Add button, typing part of the person or company’s name, and selecting it from the list that appears. To remove a member, select his or her name and click Remove.
You can also add members by dragging their names from the Address Book into the Group window.
- Unless you want group members to see the names and e-mail addresses of every other group member, click the Don’t Show Addresses When Sending To Group check box.
- Save the group by clicking the Save Group button. A completed group definition is shown in Figure 4-13.
Figure 4-13. The completed group definition includes a group name and a list of group members (Image unavailable)
To send an e-mail message to a group, use the same procedure as when sending a message to an individual. However, instead of putting a person’s contact name in the To box, you choose the group name.
To delete a group you no longer need, begin by selecting it in the Address Book list. Then Control-click the group name and choose Delete Group, choose Delete Group from the Edit menu, press Cmd-Delete, or press Delete. Note that deleting a group does not delete the records of the group members; it merely deletes the group definition.
Accessing the Address Book from Word
Accessing Entourage from Word enables you to use address information in your documents, as well as to create and edit contact records. To make Address Book data available in Word, choose items from the Contact toolbar. To display the Contact toolbar, shown in Figure 4-14, choose Toolbars from the View menu and then choose Contact.
Figure 4-14. You can access your contact records from word by displaying the contact toolbar (Image unavailable)
Here’s how you use the Contact toolbar:
- To insert a contact person’s name in the current document, position the cursor where you want the name to appear and then select a contact from the Contacts list.
- To insert additional information for the same contact, select his or her name in your document. Address information that’s available is represented by the active buttons in the Contact toolbar (Include Address, Include E-mail, and Include Phone). Click any active button to insert the selected information.
- To open and work with the Address Book (adding, editing, or deleting contact records), click the right arrow at the end of the Contact toolbar and choose Address Book.
Searching for Contact Records
If your Address Book has many entries and you want to search for a contact without scrolling through the list, there are two options available to you:
- For a simple search, you can filter the list.
- For more advanced searches, you can conduct a Find or an Advanced Find.
Filtering the List
Most searches in a typical Address Book can be accomplished by filtering the listbased on the person’s name, company, or e-mail address. Beneath the Address Book toolbar, choose a filtering option from the pop-up menu (Name Contains, Company Contains, or Category) and then type all or part of a keyword in the text box. (If you’ve chosen Category, you must choose a category from the new pop-up menu that appears.) Entourage automatically displays all matching records, as shown in Figure 4-15. To revert to the full list, delete whatever is in the text box by clicking the Eraser button, or set the Category to All.
When filtering by Name Contains, you can either type in part of the person’s name or part of their e-mail address. If you know that a friend uses America Online but don’t remember her name, you could enter @aol. com
to view a list of AOL users only.
Figure 4-15. You can view a subset of your contact records by filtering the address list (Image unavailable)
Conducting a Find or Advanced Find
If you need to search more than just the Company, Name, or Category field, you can perform a Find or an Advanced Find. A simple Find can simultaneously search all fields in the Address Book. An Advanced Find is useful when you want to restrict the search to one or more specific fields or if you need to combine conditions, such as searching for all contacts from Wisconsin over the age of 35.
To perform a simple Find:
- Open the Address Book, or select it in the Folder List.
- From the Edit menu, choose Find (or press Cmd-F). The Find dialog box appears.
- Enter a search string in the text box, as shown in Figure 4-16.
Figure 4-16. In this example, the search will display all records in which you recorded a federal express shipper id somewhere within the record (Image unavailable)
- Optional: To search all fields in the Address Book, remove the check mark from Search Subjects, Titles, And Names Only.
- Click the Find button. The matching contact records are displayed in a new window named Search Results.
You can switch between a Find and an Advanced Find by clicking the More Options or Fewer Options buttons in the Find dialog box.
To perform an Advanced Find, follow these steps:
- Open the Address Book, or select it in the Folder List.
- From the Edit menu, choose Advanced Find (or press Option-Cmd-F). An expanded version of the Find dialog box appears as shown in Figure 4-17.
- Make sure that the Contacts check box is checked.
- Specify search criteria by choosing from pop-up menus and typing in the text boxes. To specify additional criteria, click the Add Criterion button.
Figure 4-17. The dialog box for an advanced find lets you specify multiple criteria, as well as do more than simply search for a text string (Image unavailable)
- Choose an option from the Match pop-up menu.
- Click the Find button. The matching contact records are displayed in a new window named Search Results.
Entourage introduces an extremely useful e-mail command: Find Related Items. Using this command, you can ask Entourage to display all correspondence from and to any contact in your Address Book. Select the contact in your Address Book, and then choose Find Related Items from the Edit menu.
Customizing the Address Book
To make the Address Book better suit your needs, you can customize it as described in the following sections.
Adding, Removing, Resizing, and Moving Columns
If the Address Book display isn’t exactly as you want it, you can add and remove columns, change the size of any column, or alter the order in which the columns are presented.
Sorting the Address Book
You can sort the Address Book by the contents of any displayed field (as represented by the column heads). To sort by a column head, just click the head. The direction the triangle beside the head points shows whether it is an ascending (pointing up) or descending (pointing down) sort. To reverse the sort order, click the same column head again.
Defining Custom Fields
If you open any contact record and flip through the tabs at the top, you’ll notice several fields that are labeled "Custom." You can use these fields to gather any type of contact data that you like. To make it easier to use these fields, open any contact record, click a Custom field label, enter a new label for the field (as shown in Figure 4-19), and click OK. The new field label will now appear in every contact record in the database.
Figure 4-19. You can rename any custom field to indicate the type of data you intend to collect in it (Image unavailable)
Setting a Default Format for Phone Numbers
Although it’s a minor thing, Entourage lets you specify a default format to be used for newly entered phone numbers, providing consistency in the way they’re displayed. To choose a format, open the Edit menu, choose Preferences, and then choose General. Click the Address Book tab, make sure that Format Phone Numbers is checked, and choose a format from the Format pop-up menu, as shown in Figure 4-20. You can also specify a default area code, if you want. Any seven-digit telephone number that you later enter will be assumed to be from the default area code. (Leave this blank if you don’t want an area code automatically added to numbers.)
Figure 4-20. To ensure consistency in newly entered phone numbers, you can specify a standard format to be applied to them, as well as specify a default area code to use when one isn’t entered
The default formatting is only applied to numbers that you enter starting now. Phone numbers in previously entered or imported contact records will not
be reformatted for you. To correct the formatting in previously entered phone numbers, you’ll have to re-enter them.
Synching Contacts with a Palm Handheld
As was the case with Outlook Express 5, if you have a Palm or Handspring Visor Personal Digital Assistant (PDA), you can synchronize your Address Book contacts with those on your PDAthat is, whether you make changes in Entourage or on your PDA, you can make the two sets of information match, thereby synchronizing them. In addition to this capability, Entourage enables you to synchronize tasks, notes, and calendar events. You must have Palm OS 2.0 or higher installed in your PDA and Palm Desktop 2.6.1 or higher installed on your Mac. You must also install the Entourage Conduit that’s included in the Office 2001 Value Pack. Installing the conduit instructs Palm Desktop to synchronize with Entourage rather than with the Palm Desktop data. To synchronize the PDA and Entourage data, insert your PDA into its cradle and press the HotSync button.
Unless your handheld user name and your Entourage identity match, no synchronization will take place. If necessary, rename your Entourage identity by choosing Switch Identity from the File menu, selecting the identity, clicking the Rename button, and then entering the new name.
You can optionally specify which Entourage contact records will be synchronized and which ones will be ignored. Open a contact andat the bottom of any page of the record (as shown in Figure 4-21)you’ll see a checkbox marked Sync This Contact With Palm Organizer.
Figure 4-21. The state of the check box determines whether this contact record will or won’t be synchronized