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Personal contacts
Personal contacts sharing
Group addressbook
Delete contacts
Messaging
Sort and search
Import - Export
Personalization


Personal contacts

  1. Add a contact [top]
    Click on Add in the menu bar. You can use the following fields:
    • Title: salutation
    • Language: this field is important because the system will communicate in this language with the contact (invitation to join a group, contact data check, etc.). If no language is selected, English will be used.
    • Last Name
    • First Name
    • Company
    • Division
    • Job Title
    • Adresses: select the address type (Business, Home, Other, Undefined) and enter the address. Select a country in the list or type the country name.
    • Phone numbers: select the type and enter the number in international format (use the 3 provided fields).
    • email addresses: enter up to 3 addresses.
    • Categories: click on Edit to associate a category to the contact
    • URL: the contact or company Website
    • Comment: free text. If you wish more space click on Zoom.
  2. View contact details [top]
    Click on the contact name on the magnifying glass () in the upper right corner to view contact details.
  3. Map [top]
    Display contact details and click on Access map. This feature is available provided a postal address (private or professional) has been entered for this contact. The access map opens in a separate window operated by Maporama.com.
  4. Picture [top]
    Once the contact has been created, you can add a picture. Most formats are accepted: GIF, JPEG, BMP, PNG, TIFF et RAW. The picture is automatically resized.

    Edit the contact and click on Upload under the empty picture.

  5. Edit a contact [top]
    Display contact details and then click on Edit.
  6. Check a contact [top]
    This function is only available for your own contacts.

    It allows you to automatically check contact data: the system sends an email to the contact asking him/her to review his/her data (except for the "Comments" field and the Categories). The email contains links to approve or edit data. You will be notified by email if contacts approve or edit data.

    Note: please note that this function allows the contact to delete data in his contact details.

Personal contacts sharing

  1. Default access rights [top]
    • View contacts: yourself (can be changed).
    • Edit contacts: yourself (can be changed).
    • Add contacts: yourself (can be changed).
    • Delete contacts: yourself (can be changed).
  2. Allow someone to view all your contacts [top]
    Click on Access under the menu bar and tick the boxes in the View list column. The selected persons will be able to view all you won't be able to hide a given contact to them.
  3. Allow someone to edit all your contacts [top]
    This authorization applies to all your private contacts and to all contacts you would create in a group.

    Click on Access under the menu bar and tick the boxes in the column Edit contacts.

  4. Allow someone to add contacts [top]
    You must first allow the person to view all your contacts. Then, click on Access under the menu bar and tick the boxes in the Add contacts column. The selected person will be able to edit the contacts he adds, but he won't be able to delete them.
  5. Allow someone to delete contacts [top]
    NB: This right extends to all your personal contacts; don't give it to anyone.

    You must first allow the person to view all your contacts. Then click on Access under the menu bar and tick the boxes in the Delete contactscolumn.

Group addressbook

  1. Access to group contacts [top]
    Select the group name in the second pull-down menu (the default value is "Private") or click on View in the menu bar and then on "Group Nameofthegroup".
  2. Default access rights [top]
    • View contacts: all group members (cannot be changed).
    • Edit contacts: contact creator (can be changed).
    • Add contacts: group administrator (can be changed)
    • Delete contacts: group administrator (can be changed).
  3. Add a group contact [top]
    Note: You can add content only if the group administrator has allowed you to.

    Add a new contact as you usually do it in your private environment.

  4. Share a private contact with the group [top]
    Note: You can add content only if the group administrator has allowed you to.

    If the contact is already in your private addressbook, you can share it with the group. Go to your private contacts, display the contact details and click on Share with groups. Tick the group.

  5. Allow someone to edit a group contact [top]
    Display contact details, click on Access and tick the boxes in the Edit contact column.
  6. Administrators: allow members to add contacts [top]
    Click on Access under the menubar and tick the boxes in the Add contacts column.
  7. Administrators: allow members to delete contacts [top]
    NB: This right applies to all group contacts: don't give it to anyone.

    Click on Access under the menu bar and tick the boxes in the Delete column.

Delete contacts

  1. Delete a contact [top]
    Click on the Trash next to the contact.
  2. Delete a selection of contacts [top]
    Tick the boxes next to the contacts and then click on Delete in the menubar. You can also select all contacts from a page by clicking on Select all in the menubar.
  3. Empty the address book [top]
    You can delete all contacts in your private addressbook in a single operation. Be aware that this cannot be undone.

    To delete all contacts, go to Preferences, Delete section, and click on Empty the addressbook.

Messaging

  1. Send an email [top]
    Click on one of the contact email addresses.
  2. Send a SMS [top]
    Click on the contact cell phone number.

    You can send the same message to several recipients by clicking on Add in the field To. Select then the boxes within your personal or group addressbook.

    Note: We advise you to sign your SMS messages so that the recipients know who they are coming from.

  3. Send a fax [top]
    Click on the contact fax number.

    If you cannot click the number, check that it was encoded in the international format (using the three fields). Check also that the number was entered in a fax field. Edit the pull-down menu and set it to 'fax' if necessary.

Sort and search

  1. Categories [top]
    Each contact can be associated to one or more personal categories. Categories belong to persons and not to groups: there are no groups categories.

    To add a category, go to 'Preferences > Categories'. Enter a category name and click on Add.

    To associate a contact to a category, display contact details by clicking on its name, and then click on Edit. In the categories section, click on Edit. Select the appropriate category using the pull-down menu and click on Add. A same contact can be associated to many categories.

    To display all contacts associated to a given category, select it in the search engine above the contacts and click on Search.

  2. Sort contacts [top]
    On top of the contacts is an alphabet. Click on a letter to display all contacts with a last name that matches this letter. Click on All to display all contacts.
  3. Search a contact [top]
    The search engine is located in the upper right corner of the screen.

    Decide whether the search must be done in your private addressbook or in the groups addressbooks. Choose a criteria (first name, last name, company) with the pull-down menu, enter a keyword and click on Search.

Import - Export

  1. Import [top]
    Before you import, select an environment (private or group). Click on Import in the menu bar and choose a file format: Outlook, vCard LDIF or .csv.

    The import window displays how much contacts you can import.

  2. Export [top]
    Go to an address book (Private or groups), click on Export and choose a format: vCard or CSV.

    To export to PDF, click on the PDF icon () at the top.

    To export a single contact, display contact details and click on Export vCard.

    Note: if you wish to export your addressbook (using the .vcf - vCard format) to reimport it in Outlook/Outlook Express, you will face the following problems, caused by this third-party software and not by the virtual office:

    • Outlook Express
      Select Addressbook in the Tools menu. In the addressbook Filme menu, select "Import/Business cards". You will have to accept each contact one by one by clicking on "OK".
    • Outlook
      The virtual office exports all your contacts in a single .vcf file. Outlook, however, doesn't handle .vcf files containing multiple contacts: it will import only the first one. Outlook doesn't handle the importation of a .vcf files folder either. The only quick solution is to import the contacts in Outlook Express and then to import them into Outlook. To do so, go to Contacts in Outlook, and select "Import and export" in the File menu. Choose "Import messages and Internet contacts" and then "Outlook Express". Tick only "Import the addressbook".

Personalization

  1. Preferences [top]
    By clicking on Prefs in the menu bar, you can set the number of contacts per page (between 5 and 50).