Subscribing to Address Books

Use the Manage List page to subscribe to the public address books.

Public address books are available for all users to use and view. Public address books may contain contacts with whom you have regular contact, such as all of the people who are involved in a project to which you are assigned. You access a public address book by subscribing to it. Once you subscribe, you can access the address book, but you cannot make changes to it unless you have been granted rights to do so by the person who created it. See Working with Record Security for more information.

The Address Books to which you subscribe appear on the Contacts list page in the left pane and are indicated by the address book icon. You can change the order in which the contact collections and address books are listed in the left pane, and remove those that you no longer need. See Managing Collections for more information.

To subscribe to public address books

1. Click the Contacts tab.
2. Click the Gear icon to access the Manage page.
3. The Manage Lists screen will display with all available address books and search views for the Contact object.
4. Click Subscribe to Address Books.
5. Select the address books with the check-boxes.
6. Click Subscribe.

The selected address books appear on the Contacts list page in the collections pane.

Viewing Contacts in an Address Book

You can view the contacts in an address books that you created, address books to which you subscribe, and all public address books.

You can also see a list of address books to which a contact belongs. See Viewing the Address Books for a Specific User for more information.

To view contacts in an address book

1. Click the Contacts tab.
2. Select one of the following options:
   • If the address book whose contacts you want to view is visible in the left pane, click its link. The contacts are displayed in the list view.
   • If the address book is not visible in the left pane, click the Manage link. On the Managed List page, click the link of the appropriate address book.

For either option, the address book opens and you can view its contacts.

Creating an Address Book

Address books let you organize person and company contacts into groups that you use frequently. You can use an address book to send messages to a group of people, or to send a meeting invitation to a group of users.

You can create address books in two ways:

• The New button on the Contacts list view
• On the Address Books Manage List page

By default, address books that you create are private.

To create an address book on the contacts list view

1. Click the Contacts tab.
2. Click New, and then select New Address Book.
   
   The Address Book General page opens.
   
3. In the Name field, enter the name of this address book.
4. Select one of the following options:
   • Select the Public box if you want other users to have access to this address book.
   • Leave the Public check-box unchecked if you do not want others to have access to this address book.
     Once you mark an address book Public or Private, you cannot change this setting. If necessary, you can delete the address book, and add it again with the appropriate designation.
5. Click Save.

You return to the Manage Address Books page and your address book appears in the list.

To create an address book on the manage list page

1. Click the Contacts tab.
2. In the left pane, click the Manage link.
3. On the Manage List page, click New Address Book.
   
4. In the Name field, enter the name of this address book.
5. Select one of the following options:
   • Select the Public box if you want other users to have access to this address book.
   • Leave the Public check-box unchecked if you do not want others to have access to this address book.
6. Click Save.

You are returned to the Contacts list view and your address book appears in the left pane.

To add users to address books, see Adding Contacts to an Address Book.

Adding Contacts to an Address Book

Use the Contacts list view to add individual contacts or company contacts to the address books that you created or address books to which you have the appropriate rights. You can add a single contact or multiple contacts at the same time.

To add contacts to an address book

1. Click the Contacts tab.
2. In the left pane, select the collection or address book that contains the contacts that you want to add to the selected address book.
   Tip: Click the All Contacts link to view all of the contacts that you have rights to view and all of the contacts that you created.
3. Select the check-boxes of the contacts that you want to add to the address book.
   
4. Click Add to, and then select an address book from the drop-down list. The selected contacts are added to the selected address book.

Removing Contacts from an Address Book

You can remove contacts from address books that you created or address books to which you have appropriate rights. You can remove a single contact or multiple contacts at the same time.

To remove contacts from an address book

1. Click the Contacts tab.
2. In the left pane, click the appropriate address book.
3. Select the contacts that you want to remove, and then click Remove from Address Book. The selected contacts are removed from the address book, but not from TeamConnect.

Making an Address Book Public or Private

There are two types of address books:

• Private—By default, when you create an address book, it is private. A private contact group is only accessible to the user who created it and to TeamConnect administrators. Private address books are useful for organizing contacts for your personal use and reference.
• Public—Public address books may be viewed, and subscribed to, by other users in addition to the user who created the book. When you subscribe to an address book, its link appears in the left pane along with the collections links.

You cannot change the designation of an address book once you set it. If necessary, you can delete the address book, create it again and give it the appropriate Public or Private designation. See Creating an Address Book for more information.