Searching the Address Book

You can search for Address Book information by using the Search List box, by using a predefined address filter, or by defining your own filter.

Using the Search List

To search for an address using the Search List, follow these steps:

1.	Select the address book that you want to search.
2.	In the Look For box, begin typing what you are searching for. GroupWise places information that matches your search criteria in the resulting search box.

Figure 4.8 shows the Search List box.

Figure 4.8. Address Book search fields allow you to quickly find individuals in the address book.

NOTE

When searching the address book, pay careful attention to the Inside field, as shown in Figure 4.8. This field controls what visible columns are being searched as you type in the Look For field. For example, if your name format is Show First Name Then Last Name and you want to find someone by his or her last name, you must select the Last Name option for the Inside field as you begin searching for the last name. You can look inside four columns: Name, Last Name, First Name, and Department. To add a column, right-click and check the column(s) you want to add to the address book interface.

Predefining Address Filters

In GroupWise, a filter is a set of conditions that removes unspecified items from being displayed in a list. For example, you can use a message filter to stop unopened messages from appearing in your mailbox, or you can use an address book filter to display only resources or groups. You learn more about using filters in Chapter 5, "Message Management."

By default, address books display all entries that have been incorporated into them. Consequently, in large address books, individuals and groups can be difficult to locate. By using a predefined filter, you can display only the information you are looking for.

The Address Book has four predefined filters: Filter for Groups, Filter for Contacts, Filter for Resources, and Filter for Organizations. In addition, you can define your own customized address filters.

To use a predefined filter while using the Address Book, follow these steps:

1.	Click View.
2.	Click one of the predefined filters displayed in the menu.

After you enable a predefined filter, a dot appears next to the selected filter in the View menu, and a filter icon appears in color near the upper-right portion of the Address Book display. Only the individuals, groups, organizations, or resources specified in the filter appear in the address list.

Figure 4.9 shows the GroupWise Address Book filtered to show only groups. Notice that the filter icon appears next to the Name Completion Position text in the upper-right portion of the Address Book.

Figure 4.9. Address books can be filtered to show only groups.

To return to the regular (nonfiltered) Address Book view, choose View, Filter Off.

Learning About User-Defined Filters

You can design customized filters to help you with common address book searches. For example, if you often send a message to all managers in a company, you might define a filter that searches for all managers. By using this filter to send a message to managers, you ensure that the message is sent to people with that title.

Using customized filters is often more efficient than creating personal groups because groups quickly become outdated. A filter ensures that only current users in the address book receive your message.

To create a filter, follow these steps:

1.	Choose View, Define Custom Filter. The Building a Filter dialog box appears. The first column lists the filter criteria available in the address book.
2.	Click a criterion.
3.	Click the Operator drop-down box to select an operator.
4.	Type a parameter in the Parameter text box. By default, the Parameter drop-down box displays End.
5.	If you want to choose additional parameters, click the Parameter drop-down box and choose an operator.
6.	Repeat Steps 2 through 5 to establish additional filter criteria.
7.	After you have defined the filter, choose End in the final parameter's drop-down box and then click OK.

An operator is a symbol that represents a mathematical operation. A parameter is a variable used with a command to indicate a specific value or option. For example, to create a filter that lists only users with the last name Williams, click the Last Name column, click the equal sign (=) button, and then type Williams. In this example, = is the operator and Williams is the parameter.

Here is another example. Suppose you want to create a filter that addresses a message to everyone in your company's sales department. Follow these steps:

1.	Choose View, Define Custom Filter.
2.	Click the Column drop-down list and select Department.
3.	Click the Operator box and choose =.
4.	Enter the department's name (for example, Sales) in the Parameter box.
5.	Click OK to apply the filter.

Figure 4.10 shows the Building a Filter dialog box for the preceding example.

Figure 4.10. Custom filters allow you to select only specific items for display in the address books.

TIP

As you define a custom filter, the filter is saved so that you can use it any time. To apply the filter, select it from the View menu or select the two interlocking circles in the upper-right corner of the Address Book. To edit an existing custom filter, select it and then choose Define Custom Filter from either the View menu or from the two interlocking circles drop-down list.

Sharing Personal Address Books

You can easily share an address book you create with other GroupWise users, who can then use the address book themselves.

Suppose you maintain an address book for a specific department. You can share the department address book with other users by following these steps:

1.	Create the custom address book and populate it with the user information.
2.	Right-click the address book and select Sharing. The Sharing dialog box appears.
3.	Click the Shared With option, as shown in Figure 4.11. Figure 4.11. Personal address books can be easily shared with other GroupWise users.
4.	Enter the names or groups with which this address book should be shared in the Name field.
5.	Specify the access rights the user should have. In most cases, the recipients of your shared address book need only read access. NOTE If you grant full access rights to the shared address book, the recipient can read, add, edit, and delete entries in the address book.
6.	Click OK. In the dialog box that appears, you can customize the message that the recipient of the shared address book receives.
7.	Click OK to share the address book. The recipients receive a message indicating that you have shared an address book with them. They have the opportunity to accept or decline the shared address book.

After you share an address book, the people you share it with can see all the items within itno other steps are necessary. If you add, change, or delete entries, the users you shared the address book with also see those changes.

As an alternative to sharing an address book, you can use the Address Book's export and import features to share specific items within any address book with other users. This capability is handy for sharing this information outside your organization because you can share address books only within the GroupWise system.

Here's how to export an address book:

1.	Open the address book you want to export.
2.	Choose File, Export.
3.	Choose Entire Address Book (exports all entries in an address book) or Selected Items (exports only the selected entries in a particular address book).
4.	Name the address book file. (Address book export files have a `.nab` file extension.)
5.	Choose Save.

You can now send this file to other users as an attachment to a message. They can then import the file.

To import a personal address book file, follow these steps:

1.	Highlight the personal address book into which the group is to be imported, or create a new personal address book to contain the imported users.
2.	Choose File, Import.
3.	Locate the NAB file and choose Open.