10 Minute Guide to Lotus Notes Mail 4.5 - 8 - Using the Address Books In this lesson, you learn about the two address books found in Lotus Notes: the Public Address Book and the Personal Address Book. Like mail, address books are databases. You store your e-mail addresses in Lotus Notes address books. In Lesson 6, you used the Public Address Book to add names to a mail memo. Lotus Notes has at least two address books available for your use, the Personal Address Book and the company or Public Address Book. Your Personal Address Book has your name on it and is empty until you add people to it. The Public Address Book contains the addresses of employees in your company who use Lotus Notes Mail. Your Lotus Notes administrator maintains this address book. Using the Public Address Book When your company or organization first sets up Lotus Notes, they establish a Public Address Book. The address of everyone in your company who uses e-mail and who you can access through Lotus Notes Mail is in that book. As new people come and other people leave, your administrator updates the information. You do not make entries in this book, although you may update your personal information, and you can use the other entries--very much like you use the public telephone book. Panic Button: No Public Address Book icon? If you're a remote user, you may not see the Public Address Book icon. You can add it to your workspace as described in Lesson 24. In addition to the employees listed in the Public Address Book, there may also be listings for people that your company contacts frequently via another Notes server or the Internet. These may be vendors, customers, information sources, or servers in other locations. If someone is listed in the Public Address Book, you should be able to send mail to them, no matter where they are located. Your Notes administrator may have added address books from other companies to your server. If he has, you will be able to access multiple Public Address Books when you do address lookups. This is known as cascading address books. To see the names listed in your Public Address Book, double-click the Public Address Book icon. In the Navigator pane (see Figure 8.1), click People to see a list of the people in the address book. To find out more information about an individual, double-click on that person's name. Press Esc to exit the person's document. Figure 8.1 The Public Address Book. Using Your Personal Address Book The Personal Address Book is where you store the names and addresses of all the people to whom you send e-mail and who are not included in the Public Address Book. Since everyone in your company is already in the Public Address Book, entries in your Personal Address Book are for people you want to send mail to through the Internet, or people who work for another company whose Lotus Notes server exchanges mail with your Lotus Notes server. To open your Personal Address Book, double-click the database icon. The Navigator pane provides views for companies, groups, locations, people, and the server. Click People. The View pane shows you a list of all the people you have in your Personal Address Book, their telephone numbers, company names, and e-mail addresses. If you are new to Lotus Notes Mail, your address book is probably empty. The information you store about a person--their e-mail address, company, and such--appears in a Person document form. Figure 8.2 shows a Person document. To create a person document from the People view of your Personal Address Book: 1. Double-click your Personal Address Book icon on the workspace. Then click the Add Person button on the Action bar. 2. Choose Create, Person from the menu. The Person document appears (see Figure 8.2). Figure 8.2 A Person document. 3. In the Name area, complete each field in the Person document by clicking within the square brackets and typing the appropriate information. Use the Tab key to move from field to field. For addressing purposes, the first name and middle initial are optional but the last name is required. 4. In the Mail area, type the person's full name in the Full user name field. This is the field that Lotus Notes uses in the Typeahead feature discussed in Lesson 6. It's important to fill in the information in this field correctly. 5. Click the down arrow key next to the field and the Mail Address Assistant dialog box appears (see Figure 8.3). In this dialog box, enter the type of mail system that person uses. Click OK. Figure 8.3 The first Mail Address Assistant dialog box. 6. A second Mail Address Assistant dialog box appears, which allows you to fill in the name and the address, or domain, of that user (see Figure 8.4). Fill in this information, and click OK. Figure 8.4 The second Mail Address Assistant dialog box. Timesaver Tip: What's a Domain? A Domain is a group of servers that share and are listed in one Public Address Book. If you don't know the domain name, see your Notes administrator. 7. Complete the information in the Business and Home areas of the document. These fields are not mandatory, but this is a useful central storage place for information. 8. Click the Save button on the Action bar to save this information in your address book. Then click the Close button. Creating and Using Groups If you send an e-mail to more than one person, you can type each person's name separated by a comma, or you can create a Group. To create a group: 1. Open your Personal Address Book. 2. In the Navigator pane, select Group. 3. Click the Add Group button on the Action bar. 4. The Group dialog box appears (see Figure 8.5). Type a name for your group in the Group name field. Make the group name descriptive but short enough to type easily. Figure 8.5 A Group document. 5. To fill out the Group type field, click the down arrow next to see a list of group types and choose one of the following: Multipurpose (recommended) Allows you to use this list for purposes other than mail. Access Control List Only Only used in Access Control Lists. Not relevant to the Personal Address Book. Mail Only Used to define mailing lists. This is the selection you choose for groups. Deny List Only Only used by Notes administrator. Not applicable to the Personal Address Book. 6. Type a short description of the group in the Description field. Although this is not a mandatory field, it might be helpful later when you try to remember why you created this group in the first place. 7. Type the names of the members in the Members field, separating the names with commas. Or click the down arrow next to the field and select the names from your Personal Address Book. 8. Click the Save button and then click Close. Or click Close and then click Yes when you want to save document. 9. Close the address book by pressing your Esc key. After you create the group, you can use it when you address memos. Simply type the name of the group in the To field (Typeahead will complete the name as you type), and Notes will send your e-mail to all the people in the group. If a person drops out of the group, or a new person is added, you can edit the group document by double-clicking on the group in your address book and selecting Edit from the menu. By using the group name when addressing your mail, you can save a lot of typing. Panic Button: Too Much Mail? Lotus Notes saves a copy of your mail by default. Including yourself in a group would result in your having two copies of a mail message, the one you saved and the one you received as a member of the group. Addressing Mail to the Internet The Internet is an international network of networks. People all over the world use the Internet to gather information and to communicate. If you use the Internet to send mail, you have to have an Internet address with the Internet service provider through which you connect to the Internet. Many Internet users in the United States belong to services such as CompuServe, Prodigy, or America Online. For example, a typical America Online address is SueAnnB@aol.com. When you create a Person document for an Internet addressee, you'll select Internet mail as the mail type. If you can access Internet mail at work, you should check with your Lotus Notes administrator for assistance with Internet addressing. A typical Internet address would read name@domain.com where name is the name of the person you're sending to, domain is the name of their domain and .com is the type of domain, in this case a commercial entity. Other domain types include .edu for educational institutions, .org for nonprofit organizations and .gov for government organizations. In this lesson, you learned about the two address books, how to create Person Documents, and how to address mail to people outside of your network or on another server. In the next lesson, you'll learn more about sending mail messages.

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