Storing contact information Your Contacts folder Viewing contact information   Viewing contact databases   Controlling how you view contact information   Opening contacts' web pages   Viewing maps for contacts' addresses Grouping your contacts Adding contacts   Adding contacts to your Contacts folder   Adding contacts to contact databases   Creating mail lists   Updating contact information Creating contact databases   Setting contact database permissions   Giving users access to your contact databases FirstClass lets you store personal contact information, such as the email address, phone number, and street address of a friend. Contacts provide a quick way to address messages to both people who aren't registered on your server and people who are, but whom you address, say, by nickname. You can also create mail lists. Tip We recommend that you create a conference instead of a mail list, to reduce Mailbox clutter, if all recipients would have access to your conference. Contacts and mail lists can be in your Contacts folder, where only you will see them, or in public contact databases, where others can see and contribute to them. You, your administrator, and other users can create contact databases and share them with other users. When you add contacts and mail lists, they are added to your personal view of the Directory. In the case of a contact database, you must place a link to it in your Contacts folder, to see the contact database entries in your view of the Directory. Exception Contacts aren't added to the Directory if your administrator didn't give you access to the contact management feature. If you don't have the contact management feature, you can still create contacts purely for reference. Top Your Contacts folder All FirstClass users have personal Contacts folders on their Desktops. Your Contacts folder contains contacts and mail lists that you have added for your own use. Top Viewing contact information Viewing contact databases There are several ways you can control how you view contact information in your Contacts folder and other contact databases. If you show the contacts in index card view, you will have immediate access to standard information, such as phone numbers, so that you can call someone without having to open their contact form. If you want your contacts sorted by last name, show them in list view, then add the Last Name column and sort by that column. Controlling how you view contact information FirstClass supplies several versions of the form you use to add and store contacts in contact databases. For example, if you are used to an Outlook or Palm personal address form, there are FirstClass forms that have a similar layout. Choose the form you want to use in your Contacts folder and as the default form in any contact databases that you create in your preferences. Choose the form you want to use for a specific contact database in that contact database's permissions. Opening contacts' web pages Only applicable if you use a contact form that includes website fields. If you supplied company/personal website URLs when you created a contact, you can go to the contact's web page directly from the contact form. To do this, click the web page URL. Viewing maps for contacts' addresses If you supplied a business or personal mailing address when you created a contact, you can go to the map website for that address directly from the contact form. To do this, click Map. You can change the map website that FirstClass uses in your preferences. Top Grouping your contacts You can create contact databases within your Contacts folder, or another contact database, to organize contact information. For example, you can create a contact database for all contacts involved with a special project, then move entries into this contact database. You can share this contact database just as you would any other contact database. Top Adding contacts Adding contacts to your Contacts folder 1 Open your Contacts folder. 2 Choose New Contact from the Create field. Shortcut If the address you want is in a FirstClass message envelope, click the Add to Contacts icon beside it. This opens the New Contact form with the name and email address prefilled. 3 Update the New Contact form. Adding contacts to contact databases 1 Open the contact database. 2 Choose New Contact from the Create field. 3 Update the New Contact form. Creating mail lists 1 Open your Contacts folder or the contact database where you want to store this mail list. 2 Choose New Mail List from the Create field. 3 Update the New Mail List form. Updating contact information To update contact information: 1 Open the contact or mail list. 2 Click Edit Form. 3 Change the information. Top Creating contact databases You can create contact databases just as your administrator does. If you have trouble getting your contact databases to work as you expect, contact your administrator. To create a contact database: 1 Open the container where you want the contact database. 2 Choose New Contact Database from the Create field. 3 Name the contact database. You can open the Info form to update other properties, if desired. 4 Set contact database permissions. Setting contact database permissions To specify the permissions for your contact database: 1 Open the contact database. 2 Click Permissions. 3 Update the Permissions form. Tip If you created the contact database in an area that others can't access, you must subscribe users before they can use this contact database. Giving users access to contact databases You can make your contact database available to users by: • creating the contact database in a container to which they have access or • subscribing them to your contact database. This puts a link to your contact database on their Desktops. To subscribe a user to your contact database: 1 Open the contact database. 2 Click Permissions. 3 Click Subscribers. 4 Enter the user's name at "Add subscriber" just as you would when addressing a message. You can work with the subscribers in this list just as you can in the Directory list. To remove a selected subscriber, click Remove Subscriber. Tip You can click the column headings in the subscribers list to sort the list, just as you can in other lists. This lets you display the subscriber names in alphabetical order. Top