Chapter 7 Working with the Contacts Folder

This section describes how to work with your Contacts folder and provides some tips on features that are specific to Sun Java System Connector for Microsoft Outlook.

The following topics are discussed in this chapter:

• Accessing Your Contacts

• Sharing Your Contacts Folder

• Subscribing to Shared Contacts Folders

• Unsubscribing From Shared Contacts

• Adding Shared Contacts Folders to Select Names Dialog

• Removing Shared Contacts Folders from Select Names Dialog

• Creating Multiple Contacts Folders

Accessing Your Contacts

You can access your default Contacts folderon the Sun Java System Address Book Server using one of the following methods:

• Select the Contacts subfolder under Folders — your name.

• Select Contacts under the Outlook Shortcuts view.

Sharing Your Contacts Folder

You can grant access to your Contacts folder to other users. The user may then subscribe to your Contacts folder. The access permissions range from being able to read your Contacts folder, to allowing another user to create, modify, or delete contacts.

To Delegate Access to Your Contacts Folder

1. Right-click the Contacts folder you wish to share and select Properties.

   The Contacts Properties window appears.

2. Select the Permissions tab.

3. Enter the user's ID and click Add, or click Search to search for users in your Address Book directory.

4. Choose the permission settings when the user's ID is highlighted.

   The available permission rights are:

   • Read only

   • Read and write

   • Read, write, and manage

   • None

   You must select at least read only in order to share a folder with another user.

5. Click OK to delegate access to your Contacts folder to the specified user.

Subscribing to Shared Contacts Folders

Another user can grant you access to his or her Contacts folder.

To Subscribe to Another User's Contacts Folder

1. In the Folder List, right-click Shared Contacts and select Properties.

   The Shared Contacts Properties dialog appears.

2. Select the Subscribe tab.

3. Click Subscribe.

4. In the Add Shared Contacts dialog:

   • If you know the userID of the Contacts folder to which you wish to subscribe, enter that userID and click Query.

   • If you do not know the userID of the Contacts folder to which you wish to subscribe:

     1. Click Search.

     2. Select the user from the list in the Address Book dialog and click OK.

   The userID and contacts are listed in the contacts list.

5. In the Add Shared Contacts dialog, select the userID from the contacts list and click Add.

6. Select the userID in the Shared Contacts Properties window and click OK.

   The user's Contacts folder are added to your list of subscribed Contacts folder.

Unsubscribing From Shared Contacts

To Unsubscribe From a Shared Contact List

1. In the Folder List, right-click Shared Contacts and select Properties.

   The Shared Contacts Properties dialog appears.

2. Select the Subscribe tab.

   A list of subscribed Contacts folders appears in the Contacts list.

3. Select the Contacts folder from which you wish to unsubscribe.

4. Click Unsubscribe.

   The Contacts folder is deleted from your subscribed contacts list.

Adding Shared Contacts Folders to Select Names Dialog

When composing a new message, you can click the To button which displays the “Select Names” dialog. This dialog displays addresses from your Contacts folder and the global address list.

To Add a Shared Contact Folder to the Select Names Dialog

1. In the Folder list, right-click Contacts and select Properties.

   The Contacts Properties dialog appears.

2. Select the Outlook Address Book tab.

3. Enable the “Show this folder as and e-mail Address Book” checkbox.

4. Click OK.

Removing Shared Contacts Folders from Select Names Dialog

After unsubscribing to a shared contact, it is not automatically removed from the “Select Names” dialog.

To remove the shared contact from this list, two solutions exist:

• If the subscribed contact has been added to the Select Names dialog, uncheck the “Show this folder as an e-mail Address Book” checkbox from the Outlook Address Book property page before unsubscribing from the contact.

• Remove the contact directly from the address book properties:

  In Outlook XP:

  1. Select Tools->Email account.

  2. Choose “View or change existing directories or address books” and select “Microsoft Outlook Address Book” to change.

  3. Select the item to remove from your address book.

  In Outlook 2000:

  1. Select Tools->Services from the Outlook menu.

     The Services window is displayed.

  2. Select the Services tab.

  3. Select “Outlook Address Book” from the list of services set up in your profile and click Properties.

     The Microsoft Outlook Address Book properties window is displayed.

  4. Select the item to remove from your address book and click close.

The user must log out and log in again for the change to take effect.

Creating Multiple Contacts Folders

You may create and share multiple Contacts folders, in addition to your default Contacts folder. These Contacts folders may only be created at the top-most folder level.

No subfolders may be created under the default Contact folder.

To Create a New Contact Folder

1. From the top menu, select New->Folder.

2. In the Create New Folder window:

   1. Enter a name for the new Contacts folder.

   2. Select Contact Items in the “Folder contains” field.

   3. Click OK.

   The new Contacts folder appears under the main folders list.

See Also

You may also share your non-default Contacts folder and subscribe to another user's non-default Contacts folder. See Sharing Your Contacts Folder and Subscribing to Shared Contacts Folders for instructions.