Document number: 16067

 

In Lotus Notes, you can make entries into your Personal Address Book for people or groups to whom you frequently send email. These individual or group entries are available only to you and are not public.

Entries for individuals are created as contacts. You can then categorize those contacts which have similarities. This makes sending a note that applies to several people who are not in a personal group easier as you have all of those people grouped in one location.

Creating contacts

Categorizing contacts

Creating personal groups

 

 

 

 

 

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To add a contact to the Personal Address Book:

1. Open the Personal Address Book by clicking the bookmark or icon from within the Inbox.

2. The Contacts view appears by default.

3. Click the Add Contact button.
   

4. Basics tab:
• Enter the person's first and last name as well as any other information desired.
• eMail address: Enter the entire e-mail address of the person. Example: name@company.com. This is what is used for type-ahead lookup.
  If the person is an internal PeopleSoft employee, you do not need to enter their address as the type-ahead lookup will be done in the PeopleSoft Directory.
  
  
5. Details and Comments tabs: Enter any information desired on these tabs.
   
   
6. Advanced tab:
• Full user name: Enter any short names you would like to be able to use when addressing messages to this person. The first name listed in this field is what will appear in the header when you send the person a message.
• Categories: You can categorize contacts for organization and ease of message sending purposes. Click the down arrow if a category already exists or type the name of a category in the field to create a new one.
  
  
7. C lick the Save and Close button.

The contact will now be added to the Personal Address Book.

Click here to return to the beginning of this document .

 

 

 

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Categorizing your contacts is a convenient way to organize those contacts which are similar in nature. Contacts can be added to multiple categories as appropriate.

Note: New categories can only be added from within a contact on the Advanced tab.

To add a contact that is currently not categorized to an existing category or categories or to modify one that is already categorized:

1. Open the Personal Address Book by clicking the bookmark or icon from within the Inbox.
   
   
2. Click the Contacts by Category view.
   
   
3. Click on the arrow to the left of (Not Categorized) to list all contacts which are currently not categorized in your Personal Address Book.
   
   
4. Click in the column to the left of each name you would like to put in a category so that a check mark appears.
   
   
5. Click on the Categorize button.
   
   
6. C ategories: Single click on the category or categories that you want to add the contact to so that they are checked. Click OK.

The contact will now be listed in the category or categories that were selected.

Click here to return to the beginning of this document .

 

 

 

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To create a personal group:

1. Open the Personal Address Book by clicking the bookmark or icon from within the Inbox.

2. Click on the Groups view.

3. Click the Add Group button.

4. Group name: Type the name of the personal group. Use a title that describes the personal group and that you want to appear in e-mail messages.

5. Description: Add a description of the personal group if desired.

6. Members: List all members of the group.
   
   
   • PeopleSoft employees or consultants: Click the down arrow to the right of the Members: field to open the PeopleSoft Directory.
     In the left panel, find and click on the name of the employee or consultant you want to add as a member to this personal group, click the Add > button and click OK.

   • External names: Be sure to include the entire Internet address.
     

7. Internet Address: Do not enter anything in this field. It must be left blank. Otherwise, you will receive an error message when trying to send messages to that personal group.
   

8. Once all members have been added, click the Sort Member List button to alphabetize the list.
   

9. Click the Save and Close button.

Messages can now be addressed to the personal group for all members to receive.

Note: Personal group names in your Personal Address Book must be different from the public group names in the PeopleSoft Directory . If you create a personal group in your Personal Address Book with the same name as a public group in the PeopleSoft Directory, you may have problems sending email to your personal group.

Click here to return to the beginning of this document .

 

 

 

 

Created by the PeopleSoft Knowledge Management Team.
Copyright © 2003 All rights reserved.
Created: dcb 05/27/1998
Revised: dcb 12/04/2003
Reviewed: 09/04/2004