Once we have opened Contacts, we will be taken to the default view of My Contacts. Contacts are organized in our Contacts application in different ways. The following screenshot shows the various ways we can view our contacts:
- My Contacts: This is where all the contacts are stored that we have added either from creating them directly or when we select the Add Sender to Contacts option from under the More button or the right-click menu in Mail.
- Recent Contacts: As the name suggests, Recent Contacts represent the people we have recently had contact with via mail or Sametime. Each time we send/receive an e-mail or chat with someone, a contact is automatically created for that person in the Recent Contacts view. The contact created contains their name and e-mail address. The benefit of this feature is that if we need to e-mail that person again, we simply need to start typing their name and Lotus Notes will populate the address fields from the contacts that have automatically been created in Recent Contacts. Often people change their e-mail address or their name. If this happens, just delete the Recent Contact with the old e-mail address or name, and the next time we send that person an e-mail with their new e-mail address or name, those details will be saved into our Recent Contacts; however, it is not possible to edit the Recent Contact with any further details such as a phone number however. We can promote a Recent Contact by clicking the Move to My Contacts button in the Recent Contacts view. Once the Recent Contact has been moved to My Contacts, we can then edit it so that we can add phone numbers or addresses. We will also be able to see this contact from iNotes (web mail) if we have access to it and see them from mobile devices if configured to work with Lotus Notes such as BlackBerrys and iPhones with Traveler.
- Groups: In this place, we can create, edit, and manage groups to use for mailing or distribution lists.
- By Category: In each contact, we have a field that we can add a category to. This enables us to categorize our contacts so that we can search by category in the Category view. Some of the categories I use are Medical, Restaurants, Travel, and Friends & Family. Be aware that this view is populated only if we assign a category to a contact.
- By Company: Each contact has a Company Name field; this view categorizes all contacts by the Company Name field if that field has been populated.
- Birthday & Anniversaries: We can add our contacts' birthdays and anniversaries and then see them sorted by date in the Birthday & Anniversaries view.
- Trash: We can drag an unwanted contact into Trash. We just need to use the Delete key on the keyboard or the Delete button, or last but not least, we right-click and select Delete. We can restore a deleted contact if we accidently deleted it. The contact stays in Trash until you empty the trash, or for a period of time we determine, in our Contacts preferences.
- Other Contacts: We are able to give people access to our contacts via Preferences in the Mail | Access & Delegation area. If someone has given us access to their contacts, we can open their contacts by clicking on the Other Contacts in the side navigator of our Contacts. We can then Open other Contacts and select the person's name in the dialog box presented. This process will open the person's contacts.
- Advanced: This takes us into an area that is typically managed by our IT Department. Check with our IT Department if we need to understand any of the elements in the Advanced area.
From within Contacts, we have different options on how to view our contacts. By clicking the Show button at the top right-hand side of our Contacts, we can select to preview contacts and whether we want to see contacts in a business card format or as a list. The following are the options of the Show button:
The Business Cards option allows us to view the contact in a similar fashion to a business card as the name implies. If we have added a graphic to the contact, we can see that graphic when we select Show | Business Cards as here:
If we show our contacts as a List, we can see the contacts as shown in the following screenshot; notice that we cannot see any graphics and it doesn't display the address.
There are several action buttons available at the top of the Contacts views. From within Contacts, if we right-click, we will see many of the same options available. Each button is described with its corresponding number written below.
- New: Click to create a new Contact, Group, Message, Meeting, Appointment, Reminder, To Do.
- Edit: Select a contact and click the Edit button to edit the contact.
- Forward vCard: Select a contact e-mail and vCard file with the details of the contact we have selected. We discuss vCards later in this chapter.
- Trash: This is the icon for Trash; click to delete the selected contact and place in Trash.
- Browse for Contact: Click to search for a particular person.
- Schedule a Meeting: When we select a contact or several contacts and click Schedule a Meeting button, it creates a meeting invite adding the contacts into the invitees' field.
- Send a Message: When we select a contact or several contacts and click the Send a Message button, it creates a message adding the contacts into the To field.
- More: This action button has quite a few options.
- Preferences: Takes us to preferences for our Contacts.
- Categorize: Allows us to select one or more contacts and add a category. We can then find those contacts in the By Category view.
- Copy Into New Group: Creates a mailing list from the contacts we have selected.
- Visit Web Page: If we have added a website URL into a contact, we can select this option to view the contacts web page.
- Import Contacts: Takes us through the steps to import contacts into our current Contacts.
- Export Contacts: Takes us through the steps to export any of the contacts we have selected.
- Chat: When clicked, the Chat button gives us the same right-click menu that we have in mail. The following is a screenshot of those options; check out the great Search options—Google, Yahoo, Mail, Calendar, Contacts, and Windows Search (if enabled):
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