Contacts

Your handheld includes a Good Messaging address book you can use to manage contacts. Contacts in your address book are automatically synchronized with your address book in Outlook or Lotus Notes, providing you with the latest, most accurate contact information. For example, if you change a contact address in Outlook or Lotus Notes, your handheld contact is updated too. The same is true if you add or delete a contact.

Note: Your Pocket Outlook Contacts are not used with Good Messaging, but they remain on your handheld.

On most handhelds, phone features such as Speed Dial use Good Messaging contacts.

Note: This phone-specific information in this section does not apply if you are using a WiFi-only handheld.

The address book contains the following types of folders containing contacts:

• All - Lists all contacts, personal and shared.
• Personal Contacts - Lists all personal contacts, including distribution lists, synchronized with your Outlook or Lotus Notes account.
• Company History - Lists all recent recipients of email from you and all those who have recently sent you email, if they are listed in your organization's Global Address List (GAL). (Not synchronized with your Outlook account.)
• Shared Contacts - Includes all public, shared Contacts folders for your organization, synchronized with your Outlook or Lotus Notes account. Shared contacts are an optional feature that your IT administrator may have enabled for your handheld. If shared contacts are available, use Good Messaging Preference to determine and revise which shared folders you have synchronized to the handheld.

Contacts can also be used to make phone calls with your phone and send email and SMS messages. Good Messaging must be running for Contacts to be available to other applications.

Understanding the Company History Folder

The Contacts application organizes your contacts into the following types of folders: your personal contacts, your company's shared folders, a Company History folder, and a folder that lists all the contacts contained in these folders.

The Company History folder provides you with a list of all those people in your organization that you have communicated with through email. The list includes the email addresses of those you have sent mail to and received mail from. In addition, you can add contacts to the Company History folder from the list of matches found by a Lookup operation. Lookup addresses that you actually use in a message are added to Company History automatically.

To display the Company History, select the folder name at the top of the Contacts screen. From the drop-down list, select Company History. To display a quick summary of information for a contact in the list, select the contact to open it.

To display additional information about the contact, select More. All information about the contact gathered from the GAL is displayed. The GAL does not contain some contact information, such as home address and notes data; you can add this information to the contact manually using the Edit menu.

To send email to the contact, select it, bring up the Contacts menu, and choose the desired action.

Viewing Contacts

To view contacts:

1. Start the Contacts application.

A list of all of your contacts appears.

2. All contacts are displayed by default. To display the contents of a different contacts folder, select the folder name at the top of the screen.
3. Select a folder to view it.
4. Select a contact to view detailed information about it.
5. To edit or delete the contact (see following sections), send email to or phone the contact, or close the view, select the action from the menu.

For a contact in the Company History folder, the menu displays options to get the body of the contact when only the header is displayed (Get More), delete the contact, send email to the contact, and an option to add the contact to the Personal Contacts list.

Finding Contacts

You can find contacts based on the first few characters of a first name or last name. This feature is useful for working with long lists of contacts. You can search your personal contacts or the GAL.

To find a contact:

1. Start the Contacts application.
2. Enter the contact name in the Find field.

The contacts that match the characters you enter appear in the list. For example, if you enter al in the Find field, only contacts whose first or last names start with al appear.

3. Continue to enter characters until you find the appropriate contact. If you leave the Find Contact screen and return to it later, the text previously entered remains and is selected by default.

If the characters you enter do not match any contacts, a [No Matching Contacts] message appears. To redisplay contacts, backspace to remove characters from the Find field.

4. Select the Lookup icon or Search Global Address List link.

Note: You cannot search the GAL while working offline.

Editing Contacts

To edit a contact:

1. Start the Contacts application.

A list of contacts appears.

2. Select or display the contact you want to edit and bring up the menu. Select the contact you want to edit.
3. Choose Edit Contact from the menu.

A list of fields appears. Enter or change information in the fields as desired.

4. When you have finished making changes, choose Save from the menu. You'll be prompted to save or discard your changes if you attempt to close the window without saving.

Deleting Contacts

To delete a contact:

1. Start the Contacts application.
2. In the list of contacts, select the contact you want to delete.
3. Select Delete from the menu.

To delete more than one contact, drag or hold down the Shift key and scroll to select multiple contacts. Select Delete Selected from the menu.

To remove a shared contact from the handheld, first remove the shared folder using Preferences > Public Folders - Shared Public Folders - Contacts in the Preferences window.

Adding Contacts

To add a new contact to the address book using the New Contact menu item, use the following procedure. You can move contacts from the Company History folder to the Contacts folder using the Add to Contact menu item.

1. Start the Contacts application.
2. Select a folder to display its contents.
3. Select New Contact from the menu. A blank form appears.
4. Enter the contact information.

At a minimum, you must enter any one of the following items for a contact: first name, middle name, last name, company, or email address. The remaining fields are optional. You can enter up to three email addresses for a contact. You can also include a contact's title, company address, home address, and notes about the contact.

The handheld will accept contact phone numbers for the following categories: Work, Mobile, Home, Pager, and Fax. The other Outlook or Lotus Notes categories are not synchronized with the handheld.

To set a special notification tune for the contact, choose one in the Notification list.

If you include the country code and/or area code as part of a contact's phone number, Good Messaging automatically includes this code (as required) when you dial the contact. For more information on dialing contacts, see Using Contacts with Other Applications

5. When you have finished entering contact information, bring up choose Save from the menu.

The new contact you added appears in the list of contacts and will be synchronized with contacts in Outlook or Lotus Notes.

On some handhelds, after you dial a phone number that is not already in your contacts list, you are asked if you want to add the number to an existing contact or add a new contact. If you add the information, it is added to Good Contacts.

Assigning Categories to Contacts

Note: This feature is not available for Lotus Notes

You can use categories to organize your contacts by assigning contacts to various groups. Once you have assigned categories, you can sort or view contacts by category. Good Messaging includes a set of preset categories to which you can assign your contacts or you can create new categories to suit your needs. If you add a new category in Outlook on your desktop, it will be added to the list of categories on your handheld. The reverse is also true.

The preset categories list includes:

• Business
• Competition
• Goals/Objectives
• Key Customer
• Personal
• Phone Calls
• Status
• Waiting

To assign a category to a new contact:

1. Start the Contacts application.
2. Select New Contact from the menu. A blank form appears.
3. Enter the contact information.
4. In the Categories field, select Choose Categories link. The Choose Categories screen appears.
5. Select one or more categories from the list to assign to the contact. Select New to create a new category.
6. Select Done. The New Contact form appears.
7. Add any additional information for the contact and select Save.
8. Select OK to save the new category to the list.

To assign a contact to an existing category:

1. Start the Contacts application.

A list of contacts appears.

2. Select or display the contact you want to edit and then select Edit Contact from the menu.
3. In the Categories field, select Choose Categories link. The Choose Categories screen appears with a list from which to choose.
4. Select or deselect categories as needed.
5. Select Save.

Viewing Contacts by Category

Once your contacts are assigned to categories, you can specify which contacts to view based on category. For example, you can view all your personal contacts or business contacts instead of scrolling through each contact.

To view contacts by category:

1. Start the Contacts application.

A list of contacts appears.

2. Select View by Category from the menu.
3. Select a category. Select All to view all contacts or select Unassigned to view the contacts that have not been assigned a category.

Adding and Deleting Shared Folders

In addition to synchronizing the personal contacts in your Contacts folder with those on your handheld, Good Messaging can also keep your handheld up-to-date with all the shared company contacts available to your Outlook or Lotus Notes account (look in Public Folders and All Public Folders for a list of your organization's shared contact folders). Your IT administrator can enable shared folders when setting up your handheld.

To look up information such as phone numbers for contacts in the shared folders, use the procedure described in Viewing Contacts

Your organization may share more folders than you want to display in your handheld's Contacts applications. Or, your organization may add additional shared folders that you do want to display. To add or remove shared folders from Contacts, do the following:

1. Select Good Messaging Preferences from the menu.

A list of preferences appears.

2. Select Public Folders - Contacts.

A list of folders appears.

The contacts in these shared folders are the ones that your handheld is set up to display. Initially the list may be empty. This does not imply that your organization has no shared folders. You can check shared folders in Outlook by expanding Public Folders and then All Public Folders.

3. To add a folder to the list:
• Select Menu and then Add Folder. Select or click the screen to add a folder. Choose Add Folder from the menu. A list of available shared folders appears.
• Navigate to the folder you want to add and select the folder.

Note: You can't add non-contact shared folders to the list.

Contacts added to this folder will now appear on your handheld. The contacts moved to the folder only display the contact header information at first. To see the contact body, select More.

1. To delete a folder, select it in the list, select Delete from the menu.
2. When you have finished adding or deleting folders, select Done or Close.

Setting Options for Contacts

You can use set options to change how contacts are sorted and whether to display the contact's phone number or company name in the list of contacts.

To set options for contacts:

1. Start the Contacts application.

A list of contacts appears.

2. Select Contacts Options from the menu.

A screen of options appears.

3. Select the options you want to set. You can choose to sort contacts by first name, last name or company and display contacts by phone number, company name or name only (none). You can also set whether or not to display a confirmation message when deleting contacts.

Note: The Sort By option does not impact the Find feature, both first and last name are searched for matches.

Using Contacts with Other Applications

You can send email and SMS messages and make phone calls directly from the Contacts application. You can also beam contact information from one handheld to another.

To send email or SMS from the Contacts application:

1. Start the Contacts application.
2. Select the contact to whom you want to send a message. Then choose Compose Email or Compose SMS from the menu.

The Compose Email or Compose SMS option is only available if the contact has a valid email or SMS address.

For a new email, a new message appears with the name of the contact filled in.

For a new SMS message, the SMS composition screen appears with the mobile phone number filled in. The SMS option appears for contacts with a mobile address rather than an email address.

To beam a contact to another handheld:

1. Select the contact you want to beam to another handheld.
2. Choose Beam Contact from the menu.
3. The contact information is sent to the other handheld and must be accepted to be added.
4. The beaming option must be enabled on both handhelds or the information cannot be transferred.

To make a phone call from the Contacts application:

1. Start the Contacts application.
2. Select and open the contact you want to call.
3. Select the phone number in the contact that you want to dial. It's a hotlink to the phone application.

The phone number for the selected contact will be dialed automatically. For numbers that include country codes or area codes or country codes, Good Messaging automatically prepends the country/area code as necessary based on your location.

Characters to indicate a pause in dialing (such as commas) are not recognized.

Alternatively, you can select a contact in the Contacts list and choose Dial Contact from the menu.