GroupWise Address Book
Opening the Address Book
- To open the address book, click the Address Book button on the GroupWise toolbar.
- Note that when you are inside an email message, there is an Address button but it does not contain all the options as the main GroupWise address book.
Novell GroupWise Address Book
- The single little people icon represents an individual contact.
- The two little people indicate a mailing list or "group".
- The cube indicates a resource such as a special calendar.
- The organization icon.
- When you create a new address book item, you have these four choices.
The Novell GroupWise Address Book is a system book lising all GroupWise accounts in the system. It also includes departmental mailing lists and shared resourses such as departmental calendars and conference room schedules.
You cannot add or remove anything in the Novell GroupWise Address Book because it is a system address book. If you feel the Novell GroupWise Address Book contains an error, please contact the Help Desk.
Personal Address Book
Your personal address book is an area for you to store your commonly used email addresses. You can also group several addresses together into a mailing list, also called a group or a distribution list.
Creating a Contact in your Personal Address Book
- Open the Address Book.
- Click your personal address book from the list on the left.
- Click the New button on the toolbar.
- Select Contact and click OK
- Complete as much information as you have for that contact and click OK.
- To edit a contact at a later date, just right-click the contact and choose Details.
- Editable information is on the Contact tab.
Editing a Contact in your Personal Address Book
- Open the Address Book.
- Right-click the contact and choose Details.
- Editable information is on the Contact tab.
Moving a Contact From One Book to Another
- Open the Address Book.
- Find the contact you want to move.
- Drag the contact to the new book.
Creating a Mailing List
- Open the Address Book
- Click your personal address book from the list on the left.
- Click the New button on the toolbar.
- Select Group and click OK
- Give your Group a name (e.g. COM590).
- Click the Add button to add email addresses to the list.
Editing a Mailing List
- Open the Address Book
- Expand your personal address book in the list on the left by clicking the plus (+) sign in front of the name.
- Click the name of your mailing list from the list on the left.
- To delete a name, highlight it and press the Delete key on your keyboard.
- To add a name, right-click the mailing list and choose Details.
- Click the Add button.
- You can also drag and drop names into the mailing list.
Creating a New Address Book
- Open the Address Book.
- Click File > New Book.
- Type a name for the new book click OK.
Sharing an Address Book (and everything within it)
- Right-click the desired address book from the list on the left.
- Choose Sharing.
- Select Shared With then start entering the desired user names, clicking Add User after each.
- Click on each name to select it.
- The default Access is "Read only" - To change access, Click "All (read, add, edit, delete)".
- To finish Click OK.
- A new window opens with the message that will be sent to the 'Shared With' list. If you wish, you can edit the message and then Click OK.
- The members of your 'Shared With' list will receive a message inviting them to share your Address Book.
- Once the members of your 'Shared With' list accept the invitation to share, the Sahred Address Book will appear within their list of Address Books.
Please note: If you share your personal Address Book (your name) all your personal information within it is shared as well. Create a new Address Book for Groups or distribution lists you want to share.
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After you have created the list of users to share your book, you can assign them individual access rights as well.
Frequent Contacts
The Novell Frequent Contents address book can be a blessing and a curse. On one hand, it can automatically add email addresses from messages you send and receive. However, the addresses it adds are not always correct and you can end up with bounced messages and errors because of this.
Changing the Auto-Saving Options for Frequent Contacts
- Open the Address Book.
- Right-click Frequent Contacts from the list on the left.
- Choose Properties.
- Click the Options tab.
- You may turn Auto-Saving on or off.
- If Auto-Saving is on, there are several options to adjust.
- Click OK after making your changes.
Please note that if you choose to have Frequent Contacts pull email addresses from the messages you send and receive, there is a chance some addresses could be incorrect. You will need to find the address and correct it. You could also disable Name Completion.
Disabling Name Completion to Exclude Frequent Contacts
- Open the Address Book.
- From the File menu select Name Completion Search Order.
- Remove Frequent Contacts from the Selected books list.
- Add your personal address book to the Selected Books list.
- Click OK to save changes.
The Frequent Contacts feature of the GroupWise address book can be very troublesome because old addresses are never purged. If a person changes their address or last name, you end up sending mail to their old address because Frequent Contacts does a great job of remembering their *old* address as well as their new one. To solve this problem, remove Frequent Contacts from the Name Completion Search Order.