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How to Use Addressbook

The address book in PIM is used in two ways. It records details or your contacts and associates them with calendar entries for tasks and events and diary notes. The other thing it does is to connect directly to your email server which means you do not have to load your email program to send an email.

We will now look at the structure of the contacts list and how best to set it up.

Here is the entry form for a new contact

The entries in all the fields are mostly self-evident so there is no need to go through each of them but there is one that you may overlook, The Groups. The purpose of this is to classify your contacts into categories. This one has been set to business but you might also want one for friends, family or even a particular branch of business like suppliers or customers. You can add new groups or select and existing one.

The Comment Tab

Now look at the tabs near the top of the form because in those tabs can enter additional details building up a complete picture of your contact. For example if you click on the Comment tab you will be able to add a lot of data when the small window that is displayed fills up. In this way you can keep records of telephone conversations and business meetings specifically relevant to this contact.. The style of the entry can also be adjusted as with a word processor. This is what the comments entry looks like ,using this text.

The Details Tab

In this tab you can enter a lot of details about contact you haven't got room to include on the main general screen. It's very useful for personnel records as well as a sales tool to contain details about your customers.

The Photos Tab

You can use the photos tab for any images. For example if you wanted to associate one of the products that you were developing for a customer and this contact was the main person associated with it then you could at the diagram or details about the product in the photos tab . So now you are beginning to see how everything can be kept in one place and viewed just by moving through the tabs.

The Activities Tab

This tab displays all the tasks, events, and diary entries that are associated with this particular contact. They also display in the calendar with reminders as usual.

Filters and Searches

If you have a large list of contacts you will need to use filters and searches. The locate function is a quick way of taking you to a particular section of the alphabet.

There is however another way of doing this by using filter rather than locate and this will display all the filtered names rather than just going to beginning of the first letter of the name.

The search function is very powerful. Say for example you knew that part of the contacts name was 'field' but you couldn't remember his exact name. By using the search function you can find all instances of 'field' and then select the one you want.

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